The main method of capturing images is by scanning paper documents.

Document imaging systems replace large paper-intensive operations. Documents can be shared by all users on a network and document routing can be controlled by the computer (workflow). The systems are often simpler to develop and implement than traditional data processing systems, because users are already familiar with the paper documents that appear on screen.

The reason that companies move to embrace the value found within Digital Document Management are multiple:

It improves the handling of documents and drawings from cradle to grave. An integrated structure and controlled workflow would speed the process from document creation and validation to delivery, storage and subsequent retrieval.

It provides structured storage. In a corporate environment you want to have a firm grip upon the assets available. Structured storage of data means central control and easier access, but also enables QA and auditing to be more effective.

It allows better access and retrieval of information. It was shown that a worker could spend up to 3 hours searching manual indexes which are often limited for a specific report and that many workers retain their own form of library for frequently accessed materials. Faster and more accurate access would directly reduces costs and also help ensure that relevant information is not as easily overlooked.

It reduces the dependency on individual knowledge. By providing effective means by which new or less experienced workers can access the corporate memory contained in the records base, the organization can reduce its dependency on specific expert individuals. This enables more of the experts time to be focused on core tasks.

It reduces duplication of resources. The average report is duplicated several times for various people and often multiple copies are deposited with the Library. By using a digital document management solution the number of paper copies is dramatically reduced.

It reduces rework. It was found that the costs of recreating a completely lost or irreparably damaged drawing or report could amount to hundreds, even thousands of dollars. Consider the costs involved in constantly doing small items of work that have already been done elsewhere - redesigning the wheel costs money. Even when the work was found to have been previously completed, one usually needed to retype portions of documents because they were not available electronically.

It reduces Overhead staffing costs. In any organization that charges by the hour, any staff not doing work directly chargeable to the client are perceived as a cost element which has to demonstrate distinct value to be retained. One of the corporate advantages of integrated digital document management is the potential reduction in staff by automating a number of processes. In practice the skilled permanent staff can be transferred to other more valuable roles and the savings were made at sub-contract clerical levels.