(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: