All companies have business documents in both paper and electronic form. The process of Capture is to get these documents into a centralized repository so the organization can be more efficient in its business operations. This technology has been the foundation of iKAN’s solutions since our founding in 1999. We have developed a comprehensive set of capture tools that can be deployed to achieve one simple goal – to provide a consistent, systemized way to get documents into the organization. Capture includes several broad areas and is supported by separate modules in the iKAN system:
- Document Scanning – Document capture is the step of getting your paper documents into a managed electronic repository. It involves using a document scanner or digital copier to scan the document and prepare it for processing. The key to effective document capture is to make it extremely easy to scan documents from any point in the organization, and to produce a consistent, high quality image that can be viewed in electronic form and serve as a legal system of record.
- Document Importing – This includes all documents already in electronic form, such as a Word document, a spreadsheet, a previously scanned document, a document attached to an email, etc. Documents already in electronic form bypass the scanning step and move directly into the Process step.
- Mass Document Migration – This is the movement or conversion of existing documents from an old system into a new system. This process involves taking all the documents, such as those on a directory or hard drive, and relocating them into a newer or upgraded technology platform.
Real Capture for Real Solutions
iKAN Software has the tools to deliver simple yet high quality document capture solutions for any area of need in your business.
iKAN ScanNow – ScanNow is a lightweight tool for scanning single documents as they are received. ScanNow attaches to a customer application as a button. When a user selects the ScanNow button, they are prompted to scan a document. The button can be deployed on any screen where the option to scan a document from that screen is required.
iKAN LinkScan – This tool is a part of the iKAN Link module. Through iKAN Link, a user can initiate a single document scan by clicking on the scan button from the menu bar.
iKAN Batch Scan –Users who have a higher volume of paper files can be more efficient by scanning their documents in batch mode. Batch mode involves grouping like documents together, separating them with a bar code sheet and stacking them for scanning via a single operation. Batch scanning can be done in two strategic ways:
- Capture centrally. Use higher speed scanners for capturing larger numbers of documents in a single location. Known as Centralized Capture, this process routes documents to personnel who have the task of scanning documents.
- Capture locally. Use smaller scan devices to capture documents at the source, when they enter the organization. Known as Distributed Capture, this includes remote offices and branch locations, or separate floors or buildings in a central or campus environment.
iKAN Digital Copier Scan – There are situations where use of an office digital copier to scan documents can work well for an organization. In this scenario, the actual scan is done with the software built into the copier. The document is sent to a folder, where the iKAN system can import it into the system for further processing.
iKAN Network Scan for Fujitsu N1800 – iKAN Software supports the Fujitsu N1800 scanner. This is a walk-up, touchscreen-based network scanner. The programmable screen buttons can be set to capture both single documents or to scan in batch mode using document separators. We are one of a few vendors offering software support for this device.
iKAN Email Attach Forward – This is an import tool that allows a user to take an email that has a document attached, and forward the attached image into the iKAN Virtual Document Center. It does not copy the email itself, it only moves the attachment.
iKAN Drag and Drop Import – Quickly and easily get documents into your archive. Simply drag and drop files from your desktop or Windows explorer into the archive window. There is no need to launch extra applications as everything is taken care of through the web browser. When a file is added, index options are automatically displayed. Drop down menus make it easy to assign ownership or index data to documents.
iKAN Mass Migration Tool – The iKAN Mass Migration tool is used to move large volumes of electronic documents from one system to another. This is needed when a company outgrows its current system and needs to move to a more robust solution, or to import them into the iKAN Virtual Document Center for further processing or routing.