Capture | What is Capture?
Your ECM solution must be able to capture any type of file needed in your day-to-day business activities and then automatically classify your documents for easy indexing and retrieval later. An ideal ECM solution should:
- Capture all file types. While most people tend to believe that ECM and scanning go hand-in-hand, your solution should have the ability to capture much more than your company’s physical paper records. All important content, whether electronic or on paper, needs to reside in one ECM system. Furthermore, maintaining the native file type of the different content, rather than standardizing all of the files to one proprietary format, is important. Standardizing to one format would limit what you can do with your content in the future; it would inhibit your capabilities to edit those documents within the applications that you originally created them in, such as Microsoft Word, Excel, and CAD to name a few.
- Capture from any physical location. Your ECM solution should be able to provide you with the flexibility to capture high volumes of documents right on location. This will save you both time and money as you will not have to transport those documents to a centralized location just for scanning.
- Automatically classify your documents. The time of your employees is valuable and costly. Even with an ECM system, every imported document needs to be classified and indexed. The solutions integrator / partner you choose should be able to provide multiple, cost-effective options to help reduce this manual task. An ECM solution is meant to help productivity and save time, ensuring that your solution is not introducing a significant amount of additional manual work just to get the documents in the system. This should be the easy part.