Most new Docstar customers choose to do what we refer to as “Front-End Scanning” to get documents into their system. This means that the mail is sorted and scanned on arrival, and is presented for servicing in electronic form. Our clients find this to be a very efficient way to distribute documents and ensure that they are not “lost in the pile.” All of the paper is accounted for and tracked from its arrival.
One objection to this process was that sometimes you need to “do something” with the document before it is filed. This can include the need for a date and time stamp, highlighting an area of importance, or putting a sticky note explaining the purpose of a document. Since the document is already in electronic form, often the only way to do this was to print the document to paper, write or stamp what is needed, and rescan the document. Not only does this add time to the process, it means that now multiple copies of a document exist – which has its own set of issues.
In order to ensure that our customers can front-end scan, file and handle the document properly (including the times you need to “do something” to it), we provide a robust set of annotation tools. This means that, when you receive a document, you can place an electronic sticky note, highlight, stamp, or draw on it as needed. Two things of note:
- We do NOT alter the original document – these annotations are saved as a layer of information that can be applied to or lifted from a document as needed. When emailing, faxing, or printing the document, you always have the choice of using the original or annotated copy. Even with that, we still don’t recommend referring to a client as a Bozo in a note!
- Any annotation that contains text is also searchable in our system. So, if you put a sticky note on a document marking where a signature or piece of significant information appears, Docstar allows you to find this note and jump to the page where it is placed.
One final note – most of us have had to fax or copy a document but did not want the receiver to see parts of the document? This usually meant slathering White Out over the portion to hide (and not wanting to wait for it to dry), strategically placing sticky notes as shields, or creatively folding it around the secure areas! Docstar’s tools include Redaction that allows you to securely select areas that should not show on a transmitted copy without resorting to manually doing this! If you’re a customer, give it a try. If you’re not, give us a call!
What are your scanning tips, tricks or questions?