Document storage used to be bulky and dusty, but with computer technology it is all about scanning and making digital copies of documents for storage and retrieval on computers. Computer storage of documents takes much less space, but comes with its own lingo.
Document storage services digitize documents and organize them into a database that you can easily search. They may store documents as images or text, depending on your needs. With document storage services key terms, you'll know the best features to look for in your service.
DatabaseA database is an organized collection of data that is set up so a computer can easily sort and retrieve information from it. Using a database, you can store and retrieve documents when needed.
Document imaging, electronic imaging and digitizingAll of these terms refer to the process of creating or capturing a digital image from a printed document. Many digital documents use a computer to create them, so they're relatively easy to deal with in digital storage. But some companies have lots of paper documents, either forms or records from pre-computer days, that they need to scan into the computer in order to store them digitally.
Image resolutionThe resolution of a scanned image refers to the number of dots per inch that make up the image. The greater the resolution, the more clear and easy to read a document will be. Documents stored for viewing only on a computer screen can have a lower resolution than those that you will need to print, since computer printers print at a higher resolution than the computer screen displays.
Optical character recognitionOptical character recognition, or OCR for short, is how a computer and scanner translate a scanned page of text into pure text rather than an image. You can electronically search a document stored as text for keywords and other content, whereas an image file you can't. Text files also take up much less storage space on a computer than image files.