Scanning

In computing, a scanner is a device that optically scans images, printed text, handwriting, or an object, and converts it to a digital image. Common examples found in offices are variations of the desktop (or flatbed) scanner where the document is placed on a glass window for scanning. Mechanically driven scanners that move the document are typically used for large-format or high volume document scanning, where a flatbed design would be impractical. For more information on scanners please refer to the following resource.

www.MyDocument.co.za supports any TWAIN compatible scanner. You can access scanning menu by pressing the top menu button: or by right-clicking in the indexing area, the menu represented on the left is displayed. You can also start scannign at any time by pressing F6 or F7 if the document requires Optical Character Recognition

When the application starts scanning, you must select an appropriate scanning device, which is currently used. The application will record selected scanner and by default, select the same scanner next time you start scanning. Select an appropriate device and click "Select" button. Depending on the model of the scanner and a driver, the next dialog displayed for you to select quality of scan, resolution and other options. These options are normally self-explanatory. Please refer to the scanning format comparison chart below.

Optical Character Recognition, usually abbreviated to OCR, is the mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text. www.MyDocument.co.za utilizes Microsoft OCR engines and is capable of recognising machine-printed text only.

OCR is a field of research in pattern recognition, artificial intelligence and machine vision. Though academic research in the field continues, the focus on OCR has shifted to implementation of proven techniques. Optical character recognition (using optical techniques such as mirrors and lenses) and digital character recognition (using scanners and computer algorythms) were originally considered separate fields. Because very few applications survive that use true optical techniques, the OCR term has now been broadened to include digital image processing as well.

The recognized content of the documents is stored in a text file within current batch.

In order to use this feature, you must install Office Tools from the original Microsoft Office CD

To install : On MS Office 2003 to find MS Document imaging: Start > Microsoft Office > Microsoft Office Tools > Microsoft Office Document Imaging.

The application allows to save documents into 4 major formats: TIFF, JPG, BMP and PDF. Some formats, such as TIFF and PDF, would also allow saving documents as multiple page files.

Every document format has its advantages and disadvantages. Grayscale and Color documents are normally large in size. These formats are suggested only when scanning documents where color is essential or the quality of the original document is not good enough for black-and-white scanning. These formats can also be used when scanning pictures or photographs.

When selecting scanning please consider the following sizes of the documents: (This sample is based on two typical statement documents A4 size, scanned at 200dpi resolution, 2 pages per batch) Sample scanned file (Multi-page PDF)

Scanning documents as multiple-page batches might slightly increase required traffic and storage size, however, would simplify the retrieval. The document is downloaded at once, and the user can browse through all pages of the document, print all pages or specifc pages from one simple selection.

Scanning into Single page batches would minimize bandwith requirement when downloading pages from the internet, however, would create complexing when printing and browsing through the pages

When opening document in Microsoft Fax & Print Viewer from the web site, the page navigation control is located in the middle of the toolbal. Do not get confused with the blue navigational option on the left of the toolbar!

When using Kodak Imaging, the page navigation is located on top of the applicaiton. This is the only navigation buttons available.

You can scan more then one batch of documents before indexing them. The batches are saved and can be recalled even after the application or computer is restarted.

To review the batch content, double-click on the document. To delete, right-click and select an appropriate option from the drop-down menu.