Barcode document management
Simple way for automated scanning and archiving incoming
Converting back files with barcode recognition allows the company to keep the original file structure while speeding up the transfer process. You can save a significant amount of time by automating record indexing and filing. In less than two minutes, HR will convert, index, and file an average employee record.
These barcodes, on the other hand, are directly inserted into your forms. This saves time for your team because barcode cover sheets do not need to be inserted in front of of individual form that needs to be indexed. Embedded barcodes are particularly common with Human Resource departments for employee onboarding. Embedded barcodes will make creating new hire directories simple for companies who have difficulty getting onboarding packets filled out electronically.
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Since the mid-1970s, barcodes have been used commercially. Though barcodes are most commonly associated with retail and warehousing, they are also widely used in document management as well. To some extent, a barcode is a unique text type. It can encode different types of data, such as a website URL, a patient’s ID number, a package’s delivery address, and so on. As a consequence, extracting information from a barcode is important for automating business processes. They minimize the need for boring manual labor. They also reduce the possibility of human error.
Splitting, renaming, indexing, and routing are all traditional document management techniques. Barcode decoding, when combined with low-cost scanners, can be used to create an intelligent data capture device that blends seamlessly into your business workflow.
Barcodes may be used as a smart separator or to properly group documents when dealing with batch documents. For example, each document in a batch can be automatically grouped or separated by applying a barcode to it and scanning it. They can be translated to multi-page TIFF or PDF files automatically. All of this is possible with only one batch check.
Barcode scanner filter in document management
A system is defined in which metadata about a document is encoded as a two-dimensional barcode printed on the same recording medium as the document, with the metadata including the document’s access history and other details. When a printed document with such a barcode is copied, a new barcode with updated metadata replaces the original barcode, the updated metadata providing a record of the latest copying or scanning action. The metadata found in the barcode is extracted and retained when a printed document with such a barcode is scanned. A document management system is also defined, which includes a server connected to one or more clients, scanners, printers, and a storage device for document and metadata storage. The server contains a digital stamp engine that produces barcode data that reflects metadata, as well as a range of workflows such as print, barcode creation, search, copy, and barcode update.
When records are printed, however, the majority of metadata is normally not retained. In the footer (or elsewhere) of the printed paper, some server-based document management systems will have a specific document number. In addition, Microsoft® Word allows the user to include metadata in the printed text (e.g. by inserting field codes). In most cases, the metadata will be printed as text strings. As a practical matter, the amount of metadata that can be printed with the document is reduced.
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Document Genetics saw a need for a simple solution that would allow any department in a company to scan documents through their document management archive (e.g., infoRouter, Sharepoint, etc.) using existing MFPs (digital copiers).
The Barcode Recognition Server (BRS) is a powerful software module that recognizes 1-D and 2-D barcodes from digital images and bitmaps with high accuracy. It’s simple to collect barcoded documents from scanners or digital copiers using the BRS, recognize the barcode’s contents, and then publish to a workflow or document management system like infoRouter.
The paper is simply labeled with a barcode, which includes the document index (e.g. account number). After that, they search with a normal MFP. The BRS keeps an eye on a watch folder for images (PDFs or Tiffs) with barcodes. It reads the contents of the barcode and generates a meta-data file with the barcode value when it sees one. We can then automatically archive the document or send it to a workflow process for approval using the Formate eVo Barcode Recognition process.