Barcode Server

Using barcodes to automatically sort batches and index individual documents

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THE NEED

If you are scanning thousands or even millions of documents, you must also index and file those documents so that they can be easily retrieved. When you have to manually index a significant number of documents, serious staffing hours are consumed that could be otherwise spent. Fortunately, there is a module in OIT’s DocFinity® suite that addresses this issue and automates the sorting and indexing of scanned documents.

THE DOCFINITY SOLUTION

The DocFinity Barcode Server reads barcodes placed on scanned documents. These barcodes tell DocFinity how to automatically index and store the documents. Barcodes can be used as separators to tell DocFinity when one batch ends and another begins. Or barcodes can be used to automate document classification - to tell the system how to index each particular document and where to store it. Because of the way barcodes are constructed and read, the Barcode Server ensures a high level of accuracy, reliability and speed, all of which are necessary to excel in today’s business environment.

Users no longer need to manually type in information. Your organization can substantially reduce the number of human errors and staff hours spent on indexing. With Barcode Server, large amounts of bar-coded documents can be processed on numerous different scanning stations. Processing happens on a central server—the Barcode Server—freeing up scan stations to concentrate on scanning. This accelerates the process even more.

Barcode Server is capable of reading and extracting information from multiple barcodes on a single page (using the standard 3 of 9, 128, and 2 of 5 barcode types, which handle different text formats). This module can read images both in color and black and white, and can apply them to search indexes. It can work with single-page, double-page, and multi-page images, as well as single-sided or duplex documents. Users can apply the barcodes to separate and combine document images into appropriately organized single- and multi-page image files.

Each barcode image can represent multiple index values, giving the customer the ability to store more information than by traditional methods. Parallel processing at multiple stations is made possible by using the scanning window to instruct the system as to which types of barcodes are to be processed by which servers, minimizing scanning time and increasing administrative efficiency.

HOW IT WORKS

Barcode prefixes allow the system to sort the barcodes into predetermined fields and ignore barcodes that do not fall into the indexing scheme. Users can get the images they need immediately with a search result rather than worrying about whether the document was scanned correctly and filed with the proper associated files.

Limited client configuration is necessary to use the Barcode Server, which enables the user to make the most of its benefits almost immediately. While the Barcode Server is easy to use and implement, OIT’s Professional Services department is available to assist organizations in their efforts to customize it in order to maximize their capabilities.

Combined with the automatic field-populating capability of PowerIndexing, facts generated by the Barcode Server can be used to find desired information in databases and auto-populate that information during the indexing process. When the Barcode Server is used in conjunction with DocFinity's PowerIndexing validation, its high level of accuracy is increased even further.

BARCODE SERVER KEY FEATURES

• Barcode recognition technology reads barcodes on scanned documents to automatically index, sort, and file them quickly and accurately;
• Increases indexing accuracy and saves time and money by removing human intervention;
• Works with 3 of 9, 128, and 2 of 5 barcode types;
• Recognizes and ignores barcodes that don’t contain indexing information;
• Works with DocFinity PowerIndexing to increase accuracy and save even more time in the indexing process;
• Capable of working with multiple scan stations to further increase indexing speed.