Workflow: Workflow is the automation of tasks based upon a set of rules that will generally be part of, or supplementary to, a records or document management system. The great benefit of performing tasks in this fashion is that work can be completed in a fraction of the time it would take by other means. (See the Paxar case study). Properly implemented it will offer greater control, better accountability, improve productivity, and generally pay for itself in a very short time.
Forms Processing: provides a means of collecting information via a web browser or paper forms. The products are routinely uses for surveys and questionnaires. People often use this technology - in many cases without realising it. For example, by filling in warranty registrations, entering numbers on a lottery ticket or completing a census form.
Free/full text retrieval: This provides an automated method of indexing electronic documents. The software will index each and every word in a document except common words that can be specified. The best examples of this technology are web based search engines, such as Google.
Scanned images can be incorporated in this index, but have to go through a process of Optical Character Recognition (OCR). The accuracy of this recognition process is almost wholly dependent on the quality of the text on the incoming scanned image, and can be a very hit and miss affair. It is not to be wholly relied upon. More sophisticated products will use pattern matching techniques to interpret a whole word rather than the individual characters which can overcome some of the more simplistic approaches.