development that provides an organizational platform to facilitate the paperless office, but is not detailed any further. 3.4 Enabling technologiesDocuments have to be put into a computer-readable format before they can be stored electronically. Enabling technologies that assist in the electronic management of documents include scannersthat use image technology. Information in paper medium is converted to digital information and can be stored in multiple media such as microfilm, tape, disk, etc. Flat platen (bed) scanners are usually used for smaller documents (up to A3), while drum scanners are used for large (A0) sized documents. Multiple feed scanners are useful when working with multiple page documents and large volumes. The digital camerais another image-entry alternative especially useful for capturing images in fragile bound materials, although it is less effective for large volumes. Optical Character Recognition(OCR) technology electronically recognizes characters or text automatically and can be used to convert scanned documents (images) to full text documents. It is particularly useful because it enables full-text indexing and searching. OCR and neural network recognologysystems are particularly interesting developments because they develop their own rules and can learn and relearn to provide solutions in the areas of data analysis, pattern recognition, data processing and electronic imaging. The integration of recognologies and electronic document management systems (EDMS) are predicted to include all the technology functions related to scanning, indexing, modifying, processing, storing and retrieving of documents (Keary 2000). Distributed printingis facilitated by high volume network fax solutions, network printers, network PCs or network printer devices (Tarsus Technologies 2001). Unnecessary printing (desktop publishing) of documents is thus avoided and happens only when and where you need it, on demand (print-on-demand) and closer to the ultimate user (Jovanovic 2000). This reflects a move from a 'print and distribute' to a 'distribute and print' scenario of the Internet and intranet environment. Multi-channel deliveryor transmission (Internet, wireless, mobile and e-mail) furthermore extends digital communication beyond the organization's boundaries (FHC 2000). Other technologiesproviding digital office solutions worth mentioning are digital copiers, multi-functional units (printer, copier and fax), automated electronic faxing facilities (digital senders), e-mail or GroupWare, voice-recording systems, videoconferencing and raster image processing (RIP) technologies. 4 Benefits of the paperless officeThe paperless office has several advantages to that of paper, of which 'saving the trees' is only one. 4.1 Environment friendlyThe paperless office reduces the amount of paper produced and used, saving money for the organization as well as making a tangible contribution towards protecting the environment.
- Fall '16
- Mr das
- Document management system, Enterprise content management, Paperless Office