Document Image Systems are used by organisations to replace the storage and access of paper forms. Paper forms (as well as letters, documents, photocopies, etc.) received by the organisation must be digitally scanned. Each form image is then indexed and cross-referenced. Form images, rather than the original paper documents are then accessed by staff as the virtual documents pass through various stages of administration.
Such systems vastly reduce the amount of paper used, and greatly speed up administration. They are also important for archiving and can be retrieved years or even decades into the future.
It should be noted that, although back-office processing systems are able to automate many aspects of the administration of the form using captured data alone, human staff often do much of the interpretation and decision making required for administering each form. Therefore, staff need to be able to see the information the client has provided clearly. Therefore an image of a form with a familiar conventional appearance is often essential for an organisation using E-form processes.
Unlike conventional Internet Forms, our E-forms can be identical on screen to paper forms. They can be printed with high and consistent quality and can therefore be scanned manually into a document system if required.
Where there is high volume of submissions, Victoria Forms supplies an additional module – The Document System Integrator. This add-on for the Enterprise Forms Server facilitates the conversion of completed forms into an image file, which is then exported directly to the Document System, bypassing the need for paper and manual scanning.
Each form in the library is configured separately, either to be exported automatically on final submission, or when initiated by an administrator, allowing members of staff to view the form before it is exported if they need to.
The system handles the conversion of the form into a range of image formats, including PDF, TIFF, JPG and PNG. It then deals with the link-up to the document system where Enterprise Forms Server monitors each stage of the export – initiation, queuing, conversion, transfer, and confirmation. If there is any difficulty during any stage of the export – due to a network error, for example – this system identifies the problem and informs the appropriate administrator.