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Frequently Used Terms



Adding notes, comments, or annotations to scanned documents for clarification or additional information.


Storing scanned documents for long-term preservation and retrieval, often in compliance with legal or regulatory requirements.

Automatic Classification

Automatically categorizing scanned documents based on content, format, or metadata to facilitate organization and retrieval.

Batch Scanning

Scanning multiple documents in a single operation, typically using an automated document feeder (ADF) to process large volumes efficiently.

Backup and Recovery

Implementing backup and recovery measures to protect scanned documents against loss or corruption, such as regular backups and disaster recovery plans.


The process of capturing and digitizing paper documents or other physical media using a scanner or other capture device.

Collaboration Tools

Tools and features that facilitate collaboration on scanned documents, such as version control, commenting, and sharing.

Color Depth

The number of bits used to represent the color of each pixel in a scanned image, determining the range and fidelity of colors captured.


Ensuring compliance with legal, regulatory, and industry standards and requirements related to document scanning, storage, and management.

Compression Ratio

The ratio of the original file size to the compressed file size, indicating the level of compression applied to scanned images.


Tailoring scanning solutions to meet specific business requirements and workflows, such as custom document templates, workflows, and metadata fields.

Data Extraction

Extracting data from scanned documents using OCR or other techniques, enabling automated processing and analysis of document content.

Data Security

Protecting scanned documents against unauthorized access, disclosure, or modification through encryption, access controls, and audit trails.

Digital Signature

Adding a digital signature to scanned documents to authenticate the source and ensure document integrity.

Document Capture

The process of capturing and converting paper documents into digital format for storage, retrieval, and processing.

Document Conversion

Converting scanned documents from one file format to another, such as converting scanned images to searchable PDFs or editable text documents.

Document Imaging

The process of creating digital images of paper documents using a scanner or other imaging device.

Document Management System (DMS):

A software system for storing, organizing, and managing scanned documents and other digital assets.

Document Retrieval

Retrieving scanned documents from storage or archives for viewing, editing, or sharing, typically using search and retrieval tools.

Document Scanning

The process of converting physical documents into digital format using a scanner or other scanning device.

File Format

The specific format or encoding used to store scanned documents digitally, such as PDF, TIFF, JPEG, or PNG.

File Naming Convention

A standard format or pattern for naming scanned documents to ensure consistency and facilitate organization.

Flatbed Scanner

A type of scanner that uses a flat glass surface to capture images of documents, suitable for scanning fragile, bound, or irregularly shaped documents.

Full-text Search

Searching for specific words or phrases within the full text of scanned documents, enabled by OCR and indexing capabilities.


A color model that represents shades of gray, often used in scanned documents to capture images with varying levels of brightness.

Image Cropping

Removing unwanted areas or margins from scanned images to focus on relevant content.

Image Enhancement

Improving the quality, clarity, and appearance of scanned images through adjustments such as brightness, contrast, and sharpness.

Image Processing

Enhancing the quality or appearance of scanned images through adjustments such as sharpening, noise reduction, or color correction.

Image Resolution

The level of detail or clarity captured in a scanned image, typically measured in dots per inch (DPI) or pixels per inch (PPI).

Image Stitching

Combining multiple scanned images or pages into a single document or file for easy viewing or sharing.


Assigning keywords or metadata to scanned documents to facilitate search and retrieval.

Information Governance

Establishing policies, procedures, and controls for managing and protecting information assets, including scanned documents, throughout their lifecycle.


Integrating scanning solutions with existing software systems and workflows, such as document management systems, ERP systems, or CRMs.

Intelligent Document Recognition (IDR)

Automated recognition and extraction of data from scanned documents using advanced algorithms and machine learning techniques.

Invoice Processing

Automating the capture, processing, and approval of invoices using scanning and workflow automation solutions.

Large Format Scanning

Scanning oversized or large-format documents, such as blueprints, maps, and engineering drawings, using specialized large-format scanners or multifunction devices.

Legal Compliance

Ensuring compliance with legal requirements and regulations related to document scanning, storage, retention, and disposal, such as GDPR, HIPAA, or SOX.

Metadata Extraction

Automatically extracting metadata from scanned documents, such as document title, author, date, and keywords, to facilitate organization and retrieval.

Metadata Standard

A set of rules or guidelines for defining and organizing metadata associated with scanned documents, ensuring consistency and interoperability.

Metadata Tagging

Assigning descriptive tags or keywords to scanned documents to facilitate search and retrieval.

Mobile Capture

Capturing documents using mobile devices such as smartphones and tablets, often using built-in cameras or external scanning accessories.

Mobile Scanning

Supporting scanning on mobile devices such as smartphones and tablets, enabling users to capture documents on the go.

Multi-page Scanning

Scanning documents with multiple pages or sheets, such as contracts, reports, or manuscripts, into a single digital file or document.

Multifunction Devices

Supporting scanning capabilities on multifunction devices such as printers, copiers, and fax machines, for convenience and cost savings.

OCR (Optical Character Recognition)

Converting scanned images of text into editable and searchable text, enabling indexing, searching, and retrieval of documents.

Optical Mark Recognition (OMR)

Automated recognition and processing of marked or filled-in areas on scanned documents, such as checkboxes, bubbles, or forms.

Output Quality

The quality and fidelity of scanned documents, including clarity, resolution, color accuracy, and legibility.


A specialized version of the PDF file format designed for long-term archiving and preservation of electronic documents, including scanned documents.

Post-Scanning Processing

Performing additional processing or manipulation of scanned documents after scanning, such as OCR, compression, or encryption.

Quality Assurance

Implementing processes and procedures to ensure the quality, accuracy, and consistency of scanned documents throughout the scanning process.

Quality Control

Measures and processes to ensure the accuracy, clarity, and consistency of scanned documents.


Permanently removing sensitive or confidential information from scanned documents to protect privacy or comply with regulations.

Remote Capture

Capturing documents from remote locations or devices, such as branch offices, field sites, or customer locations, using scanning and capture solutions.

Remote Scanning

Supporting scanning from remote locations or devices, such as home offices or field sites, for distributed teams and mobile workers.


The level of detail or sharpness captured in a scanned image, often measured in dots per inch (DPI) or pixels per inch (PPI).


Uploading scanned documents directly to FTP (File Transfer Protocol) servers or file sharing platforms for storage or distribution.


Ensuring that scanning solutions can accommodate growing volumes of scanned documents and users without performance degradation or disruption.

Scanning Speed

The rate at which documents are scanned, typically measured in pages per minute (PPM) or images per minute (IPM) for simplex or duplex scanning.

Single-page Scanning

Scanning individual pages or sheets of a document separately, often used for documents that cannot be fed through an automatic document feeder (ADF).

Source Document

The original paper document or physical media being scanned or digitized, often referred to as the “source” or “input” document.

Structured Data

Data that is organized into a predefined format or schema, such as database records or spreadsheet columns, often extracted from scanned documents.

Template Recognition

Automatically identifying and processing documents based on predefined templates or patterns, such as invoice templates or form layouts.

Text Recognition

Identifying and extracting text from scanned images using OCR (Optical Character Recognition) technology, enabling full-text search and indexing.


Adding a timestamp or date/time metadata to scanned documents to indicate when they were scanned or processed.


A standard software protocol for communication between scanning devices and software applications, enabling compatibility and interoperability.

Unstructured Data

Data that does not conform to a predefined format or schema, such as text documents, emails, or multimedia files, often found in scanned documents.

Version Control

Managing multiple versions or revisions of scanned documents to track changes and maintain document integrity.

Workflow Automation

Automating repetitive tasks and processes related to scanned documents, such as scanning, OCR, indexing, and archiving.

Workflow Management

Managing and automating document-related tasks, processes, and approvals through predefined workflows and business rules.

XML (Extensible Markup Language)

A markup language for encoding structured data in a human-readable format, often used for exchanging and storing metadata associated with scanned documents.

Zonal OCR

OCR (Optical Character Recognition) applied to specific zones or regions of scanned documents, allowing for targeted extraction of text or data fields.

1-bit Monochrome

A monochrome depth of 1 bit per pixel, allowing for binary black-and-white images to be captured in scanned documents.

XML (Extensible Markup Language)

A markup language for encoding structured data in a human-readable format, often used for exchanging and storing metadata associated with scanned documents.

24-bit Color

A color depth of 24 bits per pixel (8 bits per channel), allowing for a wide range of colors and shades to be captured in scanned images.

300 DPI

A resolution of 300 dots per inch (DPI), commonly used for scanning documents with high detail or fine print, resulting in crisp and clear scanned images.

600 DPI

A resolution of 600 dots per inch (DPI), commonly used for scanning documents with very high detail or small text, providing extremely sharp and detailed scanned images.

8-bit Grayscale

A grayscale depth of 8 bits per pixel, allowing for 256 shades of gray to be captured in scanned images, suitable for black-and-white or grayscale documents.