A “scan client” is a software component or lightweight application installed on a workstation or device to connect scanning hardware with a central software system (e.g., DMS – Document Management System, ECM – Enterprise Content Management). It facilitates the direct digitization and transfer of physical documents into digital workflows or archives. Acting as an intermediary between the scanner and the server-based application, the scan client performs functions such as scanning, preprocessing, converting, and transmitting digitized documents.
Scanner Control: Direct control of TWAIN-, WIA-, or ISIS-compatible scanners for single- or multi-feed scanning.
Image Preprocessing: Automatic functions such as cropping, deskewing, blank page removal, color correction, or noise reduction.
Optical Character Recognition (OCR): Conversion of scanned images into searchable PDF/A files or extractable text data.
Barcode/QR Code Detection: Automatic reading of codes for indexing or document separation.
File Format Creation: Saving as PDF, TIFF, JPEG, PNG, or directly as Office files (e.g., Word, Excel).
Indexing and Metadata Assignment: Manual or automated assignment of attributes for later search and archiving.
Transfer to Target Systems: Integration with DMS, ERP, CRM, or archive systems via defined interfaces or web services.
User Management & Profile Control: Assignment of scan profiles and user rights for standardized workflows.
Batch Processing: Processing multiple documents in a single scan operation with automatic separation and classification.
Document Capture: Scanning of documents and images in various formats, such as PDF or JPEG.
Document Management: Storing, categorizing, and managing scanned documents within a system.
Batch Scanning: Supporting the simultaneous scanning of multiple documents to speed up the workflow.
Custom Scan Settings: Adjusting scan parameters such as resolution, color, and file format to meet specific requirements.
An accounting firm scans incoming receipts using a scan client directly into the document management system, including automatic OCR recognition.
A government office uses a scan client to digitize case files organized with barcode separator sheets.
A manufacturing company scans paper-based quality control reports and automatically transfers them to the ERP system.
A hospital uses scan clients to archive patient records in the electronic patient file (ePA).
A logistics provider digitizes freight documents at decentralized locations and transmits them in real time to headquarters using scan clients.