digital document capture<\/a>.<\/p>\n\n\n\nScanning and recognizing<\/mark> is the usual way for information in paper form to enter the document management system. This means that the documents have to be digitized first. One important aspect: The scanner\u2019s scanning software or downstream software must feature optical character recognition (OCR). In this way, the textual elements of the document are captured and, ideally, classified accordingly \u2013 and this is the most important source of information for a DMS in this medium. As a rule, these processes for capturing content have matured and improved over the years, making them very accurate \u2013 as long as the data on the document remains consistent. Unfortunately, this is not always the case and therefore represents a small obstacle for the subsequent workflow.<\/p>\n\n\n\n <\/figure>\n\n\n\nDistributing<\/mark> information in the document management system<\/h3>\n\n\n\nStarting now, everything will stay in digital form and there won\u2019t be any more media gaps. A major advantage of a DMS is that all documents and information are automatically forwarded to the relevant departments of the company.<\/p>\n\n\n\n
The DMS decides where the documents and information are ultimately sent based on the categorization made. Based on the information recognized and read out, the document management system decides whether a document is a delivery bill, an incoming invoice or a contract, for example. This is precisely where a DMS comes into its own: This is because workflows<\/a> can now take effect in a modern document management system.<\/p>\n\n\n\n