Using Raster (Scanned) Images Within a CAD Drawing Environment

Q - How Can a Raster (Scanned Black & White) Image be used Within a CAD Drawing Environment?

A - One of the basic ways in which a raster image (e.g. image of an actual drawing) can be introduced into a CAD package is by importing it in its original graphical format and utilising it as if it were a photo. By doing this the user can plot/print the image with other CAD information on the drawing or actually add other CAD information on top of it. (Check that your CAD software will accept the - importing of a raster/graphic image)

• Use a graphic package to delete selected areas and then import the image into the CAD package for quick manipulation of a raster image on a drawing. Additional items can be added to the deleted areas (e.g. modifications/extensions to a building).
  
  
• Raster images can be brought back into their correct scale when imported into the CAD package using the software 'scaling' command normally found in the modify menu of commands.
  
  

Q - Is There a Quick Way to Convert a Raster Drawing Image Into a Workable CAD File - (Vectorisation)?

A - Yes, to help convert the raster drawing image into a CAD file there are a number of raster to vector conversion packages on the market.

• A Vector relates to each single drawing entity that makes up a drawing such as a line, arc, circle, etc.
  
• The raster to vector programs work by trying to identify where complete entities start and finish. By tracking the thousands of dots that may represent an entity (e.g. a line) on the raster drawing image and placing a single vector over the area tracked.
  
• The Vector image is usually converted to a .DXF/.DWG file format that can be read into most CAD software packages.
  
• The Vector file produced from the Raster image is then a proper CAD file that can be worked with normally.
  

Q - What is the Accuracy of the Raster to Vector Conversion?

A - The quality and accuracy first depends on the quality of the original paper image, and the resolution dpi (Dots Per Inch - normally 300 dpi for drawing work).

• All of the image will be converted. However, the percentage that will be useable can vary dramatically and it is most often the case that some manual CAD work will be required.
  
  
• Most Raster to Vector conversion programs also allow you to manually tidy up the Raster or Vector image with drawing tools for tracing over the image, or adding to it.
  

Q - Is There a Quick Way to Convert a Raster Text Image into a Workable Text File?

A - Yes, on the market there are a number of OCR (Optical Character Recognition)software packages that will help convert a Raster text image into text by automatically identifying letters/words.

• Like raster drawing vectorisation the accuracy of conversion depends upon the quality of the original paper image, and usually requires some modification by the user.

Document Conversion Project

By now, we all know that electronically scanned documents are easier to access than paper. We also know that information is often safer when secured electronically. Considering that some document types need to be retained for a very long period of time, document imaging is a good idea. Yet, these facts alone do not drive an organization towards a document conversion project.

Why do organizations finally decide to scan their documents? SoftFile finds that the following reasons are the most common:

• The organization realizes that there is a solid ROI (Return-On-Investment) in favor of digital versus paper access (mostly in terms of employee labor time searching for documents).
  
  
• They need to free up valuable headquarter floor-space but offsite document storage is not an option.
  
  
• There is some sort of new legal requirement to scan the documents.
  
  
• The organization now has satellite offices making electronic documents hosted securely over the internet more attractive than paper only.
  
  
• There is a public safety issue related to the documents; the information needs to be processed and available to the end-user faster.
  
  
• To increase customer service.
  
  
• Finally and most interestingly, SoftFile finds that sometimes a manager within the organization is just exploring several potential projects to find that document imaging makes the most sense.
  
  

Document Conversion Facility Tour

At SoftFile, we can not advocate enough that the document conversion customer should first tour the potential vendor's facility long before the contract is awarded. Let us delve into the various reasons why this is so.

First, there are essentially two types of document conversion service providers out there and they are in separate leagues. The problem is, the customer often does not know which they are talking to. The leagues are;

• Legal copy services
  
• Professional document conversion service bureau
  

Both websites from the various companies may lead the customer to believe they are dealing with a large and reputable organization. Which unfortunately, is not always so.

Legal copy service providers are often small companies that provide attorney-type services. For example, when two parties are in a lawsuit, they will call a legal copy service to go in and scan each others records. This is sometimes referred to as 'document discover,' or the like. Typically, the service is provided for on-site and is of a very small volume (e.g. the scanning of a medical record).

Often times, this legal copy service provider (which very often consists of one employee) will respond to a large volume document conversion bid which has been posted online. The problem with this scenario is that the legal copy service provider typically does not have the resources (e.g. manpower) required to fulfill the contract requirements. This problem is not typically discovered until after the award has been issued and the workflow begins to slow. Even if the contract is subsequently canceled, they typically don't care because at least they have generated some revenue that they otherwise would not have.

For your large volume paper to electronic document conversion project, you want to utilize what the document management industry refers to as, a document conversion service bureau.

Often times, the only way for the customer to know which of the two they are dealing with is through a facility tour. The following is what you want to look for at a facility tour;

• First, did the vendor ask you to sign a non-disclosure agreement? After all, during the tour, you may see confidential documentation.
  
  
• Did you see evidence of other large volume projects undergoing document conversion?
  
  
• Did you see a considerable amount of the vendor's employees doing manual data entry? If not, why not? This would be a red-flag that this same company would ship your digital images offshore for data entry.
  
  
• Did you see closed-circuit cameras monitoring all of the the entrance and exit pathways?
  
  

For more information with respect to what to look for during a document conversion facility tour, contact SoftFile at (916) 927-4211 or info@softfile.com