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(What is Batch Document Scanning?)
What is Batch
Document Processing?
Copyright ©2014
…simply scanning (or acquiring) a
large volume of documents,
generally into a few files or one
file
and using intelligent
capture software to process the scanned or
acquired file or files.
So why batch document processing?
“Documents are the currency of business. They are at the heart of critical workflows and drive just about every area of business.” -- IDC, “The Role of Documents: How They Drive
Business, Today and Tomorrow”, January 2013
Introducing labor saving technologies to intelligently capture documents and key data saves valuable resources.
Unattended processing saves money and eliminates keying
errors.
So back to what it is…
In a batch scanning workflow, files are generally scanned with little processing into a system folder.
TWAIN
Network Touchscreen
MFP
TWAIN
Network Touchscreen
Existing Files
MFP
Even existing files can be placed for processing.
In a batch scanning workflow, files are generally scanned with little processing into a system folder.
Some implementations acquire the documents from PDF print streams.
This is common with ERP systems sending daily invoice runs, delivery orders, or other forms where several unique documents are printed into a single output stream as a PDF text document.
Invoice 1Invoice 2
Invoice 3
Some products process folders of documents on demand or “watch” folders for files to process.
Some software can eliminate any user interaction by running as a Window’s service. Administrators can set up the “watched” folders to automatically start when the computer is booted.
So what “processing” can be done to the files?
Split Files
1A large single file can be split into multiple files with information from barcodes and content. Barcode recognition and OCR text mining are powerful, proven technologies used in file splitting.
Split Files
1Using barcode separation sheets or stickers is a common approach to splitting a scanned stack into many files. Many free tools are available to create cover or separation sheets.
Split Files
1A large single file can be split into multiple files with information from barcodes and content. Barcode recognition and OCR text mining are powerful, proven technologies used in file splitting.
Learn more at:
Capture Index Data
2Indexing is the process of tagging or associating information with a file so it can be used for search and retrieval purposes later. Indexing creates the “searchable” fields used later.
Capture Index Data
2Indexing is the process of tagging or associating information with a file so it can be used for search and retrieval purposes later. Indexing creates the “searchable” fields used later.
Learn more at:
What is Document Indexing?
Name files, folders and subfolders based on information in the file or system information
3Name Files and Folders
companyxyz.pdf
companyabc.pdf
companylmn.pdf
Route the files to another directory (and even create the folder and subfolder names).
Route Files 4
PDF Bookmarks 5Create PDF bookmarks based on extracted information.
Convert File Format
6Convert the file to a different format. Typical formats are TIFF and PDF.
TIFF
Enhance Image 6Enhance and clean up the scans, typically, deskew, despeckle, rotate. Some products offer advanced technology such as adaptive thresholding, remove blank pages, remove separator pages).
Apply Digital Rights
7With digital rights technology, restrict viewing, printing, and cut/paste; apply passwords; and more.
Henry Schein, Dentrix, Dentrix EnterpriseDentrix Ascend, Easy DentalViive, DentalVision, axiUm
Create Files to Export Index Data
8Extract data for export via CSV or XML to populated the index of a document management or EMR, EDR, EHR system.
Filenet
ANYONE via CSV, XML
Laserfiche
Documentum
MyMedicalRecords
Eaglesoft
AllscriptsEpicDentrix
Sharepoint
CSV, XML
Most products allow administrators to create different scenarios or processing templates detailing different processing instructions for different folders.
Split
Name
Index
Reusing templates can mean unattended or automated workflows. Remember …?
Split
Name
Index
Learn more about ImageRamp Batch, premier batch processing software…
and…
Click for information on:• Understanding your scanning requirements• Using Regular Expressions for Automated Data Capture and Indexing• Make your Paperless Dreams Come True, using Fujitsu ScanSnap
scanners for document capture• What can barcodes do for me? (in document Management/EMR Data
capture)• 8 Must Haves for any Document Capture System• What is document Indexing
document capture and processing :
What is Document Indexing?
Contact us for more information on:
• Scanning documents for document management,• How to intelligently capture data from your scans• Requirements for document management scanning• How to select a document capture or document scanning
solution• Using touchscreen scanners such as the Fujitsu ScanSnap as an
intelligent capture solution• Batch document scanning solutions• Document Management cost savings• EMR data capture• Batch Indexing solutions• Batch document indexing
By DocuFi,makers of ImageRampDocument Management Capture Solution.
30 years’ experience in the Document Imaging market.Find out more at ImageRamp Batch and
www.docufi.comCopyright ©2014
Image Credits
• Sebastien Wiertz Wiertz Sébastien, “Paper pile - April 2011” http://bit.ly/1hzHwAW
• Seiichi Kusunoki Visual Maintenance, “Bunch of Papers” http://bit.ly/1eJ8EZu
• Spiffie, “Fujitsu ScanSnap S300M” http://bit.ly/1ksdhhv• Doctorwonder, “Stack O'Money!” http://bit.ly/1fgxpko• Seattle Municipal Archives, “Steno pool, 1952”
http://bit.ly/1cG7Qow• Gaby Av _Fidelio_, “Watch Dog” http://bit.ly/1dzmgo8• AJC1, “Checklists” http://bit.ly/KDCsgO• Patrick Hoesly, “Thank you” http://bit.ly/17xKErE
All images are owned or licensed by DocuFi with acknowledgement given to:
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