Document Imaging Workflow
A document imaging workflow consists of a series of steps that are necessary to organize documentation into an electronic environment. Traditionally, scanning paper documents has been a key step in most imaging workflows. However, the proliferation of electronic communication has led to imaging workflows that bypass scanning altogether.
For banks and credit unions, efficient document imaging workflows can bolster operational efficiency, empower staff with timely documentation, and support ongoing compliance initiatives.
Example Workflows for Document Imaging
Document imaging workflows vary depending on the use case, but the following examples are common in banking:
- Digitizing paper documents: One commercial loan file could contain hundreds of pages of documentation about the borrower, loan, and collateral. Scanning directly into the customer’s electronic file, using barcoded documents, and batch scanning are different approaches to digitization, each with different steps and technological considerations.
- Organizing electronic documents: Some documents arrive in digital format, thereby eliminating the need to print and/or scan information into the imaging environment. Drag and drop techniques, virtual printers, and system integrations may be used to electronically capture and organize documents.
- Managing document lifecycles: Like paper files, digitized records are subject to document retention requirements that must be carefully managed. Some imaging systems offer built-in retention capabilities with manual and/or automated workflows.
- Controlling access to imaged documents: Scanning everything into a general-purpose network drive may reduce risk of data loss but could unintentionally provide staff with access to too much information, such as sensitive HR records or accounting data in COLD reports. Implementing workflows to control access at the folder and document level may be necessary to avoid unauthorized access.
Achieving Scalable Imaging Workflows
Given the variety of documents and imaging scenarios, financial institutions should strategically implement workflows that strike the right balance of technology, process design, and training.
- Technology, which likely includes a combination of desktop scanners, multifunction devices, and ECM (enterprise content management) software.
- Processes that clearly define who is responsible for imaging, who can access what information, how records are retained and purged from the system, and other relevant factors.
- Training programs that empower staff to confidently digitize, gather, store, access, and manage records in compliance with internal policies and procedures.
Alogent’s suite of ECM solutions were built for the specific needs of banks and credit unions. AccuAccount, our software that’s optimized for commercial lending, is used by more than 32,000 bankers. In addition, our FASTdocs solution offers prebuilt workflows that are easily customized to support everything from invoice routing to resume processing and document deletion reviews.
Contact Alogent to request information about our document imaging technology
