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Using this auto-generated library of templates, the software can then identify and extract data from any scanned document in a single flow. This image-based classification approach, combined with a full-text analysis of certain documents (based on a keyword search), are the main technologies used today to process semi- or unstructured documents.
While many electronic document management systems store documents in their native file format (Microsoft Word or Excel, PDF), some web-based document management systems are beginning to store content in the form of HTML. These HTML-based document management systems can act as publishing systems or policy management systems. [1]
By converting paper documents into digital format through scanning, organizations convert paper into image formats such as TIF, JPG, and PDF, and also extract valuable index information or business data from the document using OCR technology. Digital documents and associated metadata can easily be stored in the ECM in a variety of formats.
Microsoft Office Document Scanning (MODS) is a scanning and optical character recognition (OCR) application introduced first in Office XP. The OCR engine is based upon Nuance's OmniPage. [10] MODS is suited for creating archival copies of documents. It can embed OCR data into both MDI and TIFF files.
Electronic signatures are used when documents are sent and in scanning, to document full capture. Public key infrastructure is a basic electronic-signature technology, managing keys and certificates and checking signature authenticity. Other electronic signatures confirm the identity of the sender and the integrity of the sent data.
Document imaging is an information technology category for systems capable of replicating documents commonly used in business. Document imaging systems can take many forms including microfilm , on demand printers, facsimile machines , copiers , multifunction printers , document scanners , computer output microfilm (COM) and archive writers.
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