What is Batch Document Processing? A tutorial for document capture.

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Learn about batch document processing and the technologies used such as barcode recognition, content mining, OCR and more for unattended, automated processing. See how index data can be captured, files can be split, named, routed, cleaned, converted and more with little to no user action to save you money and time.

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What is Batch Document Processing? A tutorial for document capture.

  1. 1. (What is Batch Document Scanning?) What is Batch Document Processing? Copyright ©2014
  2. 2. …simply scanning (or acquiring) a large volume of documents, generally into a few files or one file
  3. 3. and using intelligent capture software to process the scanned or acquired file or files.
  4. 4. So why batch document processing?
  5. 5. “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
  6. 6. Introducing labor saving technologies to intelligently capture documents and key data saves valuable resources. Unattended processing saves money and eliminates keying errors.
  7. 7. So back to what it is…
  8. 8. In a batch scanning workflow, files are generally scanned with little processing into a system folder. TWAIN Network Touchscreen MFP
  9. 9. In a batch scanning workflow, files are generally scanned with little processing into a system folder. TWAIN Network Touchscreen MFP Existing Files Even existing files can be placed for processing.
  10. 10. 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 1 Invoice 2 Invoice 3
  11. 11. Some products process folders of documents on demand or “watch” folders for files to process.
  12. 12. 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.
  13. 13. So what “processing” can be done to the files?
  14. 14. Split Files 1 A 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.
  15. 15. Split Files 1 Using 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.
  16. 16. Split Files 1 A 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:
  17. 17. Capture Index Data 2 Indexing 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.
  18. 18. Capture Index Data 2 Indexing 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?
  19. 19. Name Files and Folders Name files, folders and subfolders based on information in the file or system information companyxyz.pdf companyabc.pdf companylmn.pdf 3
  20. 20. Route Files 4 Route the files to another directory (and even create the folder and subfolder names).
  21. 21. PDF Bookmarks Create PDF bookmarks based on extracted information. 5
  22. 22. Convert File Format 6 Convert the file to a different format. Typical formats are TIFF and PDF. TIFF
  23. 23. Enhance Image 6 Enhance and clean up the scans, typically, deskew, despeckle, rotate. Some products offer advanced technology such as adaptive thresholding, remove blank pages, remove separator pages).
  24. 24. Apply Digital Rights 7 With digital rights technology, restrict viewing, printing, and cut/paste; apply passwords; and more.
  25. 25. Create Files to Export Index Data 8 Extract data for export via CSV or XML to populated the index of a document management or EMR, EDR, EHR system. Sharepoint Eaglesoft CSV, XML Henry Schein, Dentrix, Dentrix Enterprise Dentrix Ascend, Easy Dental Viive, DentalVision, axiUm Filenet Documentum Dentrix Epic Laserfiche Allscripts MyMedicalRecords ANYONE via CSV, XML
  26. 26. Split Index Name Most products allow administrators to create different scenarios or processing templates detailing different processing instructions for different folders.
  27. 27. Split Index Name Reusing templates can mean unattended or automated workflows. Remember …?
  28. 28. Learn more about ImageRamp Batch, premier batch processing software… and…
  29. 29. document capture and processing : 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 What is Document Indexing?
  30. 30. 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 makers of ImageRamp Batch document indexing By DocuFi, Document Management Capture Solution. 30 years’ experience in the Document Imaging market. Find out more at ImageRamp Batch and www.docufi.com Copyright ©2014
  31. 31. Image Credits All images are owned or licensed by DocuFi with acknowledgement given to: • 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

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