Tuesday, July 8, 2014
Saturday, June 28, 2014
Wednesday, May 21, 2014
Document indexing is a method of making sets of scanned documents retrievable from within a document management application. A data set can be any amount of digitized pages from as little as one to an entire folder and stored within one PDF file. The index is populated with basic information about the data set or in this case the PDF file. For example, ID #, document type, and date which allows the user to search/retrieve the PDF.
Optical Character Recognition (OCR)
It is quite labor extensive to index large amounts of files and more expensive as the amount of fields increases. Indexing software is one solution to bring the costs down. The software uses Optical Character Recognition (OCR) (Link) to populate each field with the appropriate value. The indexing software can accomplish this through Zonal OCR when the information is located on the same part of the page. Another solution is Rubber Band OCR where manual boxes are drawn around the data. The limitation is that lower quality or handwritten documents are not suitable for OCR software.
Manual Index from Images
In cases where documents are not suitable for OCR or the error rate is too high, it is more cost advantageous to manually type-in each field especially when the documents are indexed offshore (Information). Manual indexing is in fact more accurate than OCR when double keying is used. One operator types the data in and another checks the accuracy. Manual indexing from the image may be combined with the use of patch and barcodes during digitization. Patch codes may be inserted between each document and each time the scanner reads a patch code a separate document is saved out. Barcodes are more useful when pre-existing data in digital format is available from either a spreadsheet or database. This allows the scanner to populate multiple fields and the remaining fields are manually keyed. This process may also be less expensive than purchasing software.
Logical Document Determination
Even the insertion of patch codes or barcodes takes a lot of time when the documents are not pre-sorted or the documents sets are small. In these cases, the use of Logical Document Determination may be more cost effective. In this method the data entry operator logically determines where each document starts and stops. This method is more prevalent for legal coding.
Manual Retying Documents
Manual retyping is an outsourcing service used for E-book conversion in cases where the OCR results are poor due to either low quality originals, fonts not supported by OCR and dot matrix printer fonts. In these instances, the manual correction is more time-consuming than retyping the documents. Manual retyping is also suitable for spreadsheets where it isn’t possible to delimit the data into separate fields.
Tuesday, August 23, 2011
The Document Scanning Computer software uses some straightforward equipment like scanning machines, pc server or a network for achieving this purpose. Most of the modern-day Page Scanning Softwares are quite advanced and provide loads of features that make the entire procedure of moving to the digitalized documentation format significantly easier.
This includes the freedom to multipage PDF and TIFF files—also referred to as multi-page document scanning which combines graphics handling and manipulating the final display of documents. Users can produce miniature displays of pages that resemble thumbnails. Other features include Page Insertion, Replacement, Deletion and Appending. Browsing through many scanned pages inside a Page Scanning Computer software is rather simple because Page Browsing features combined with Image Rotation mean that the readability is also additional customized based on the user’s preference.
Wednesday, March 3, 2010
Documents are stored in both hard copy and electronic document format. Taking certain points into consideration such as disaster recovery, storage, retrieval and compliance, electronic document storage offers many advantages over storing paper based records. Consequently, companies can shred the paper documents that are no longer needed after capturing them with document scanning. This allows the organization to save years of annual storage costs as well as the time used to search for paper records.
Once a company decides to "go paperless", there are many options available for electronic document storage. Electronic files can be stored remotely with web-based document storage, on a dedicated file server with RAID drives, to external hard drives and written to disc.
Web-based storage companies provide online space on secure servers. Record management is also possible with web applications that provide online retrieval and delivery of the files. Patient medical records may also be stored using web-based EMR software. In addition, advanced service plans such as tape back-up and technical support may also be purchased. This solution is ideal for small businesses and medical practices that do not have a dedicated IT support staff.
A dedicated file server offers many advantages for data storage. A file server usually saves the data on RAID drives, should one drive fail the data can be recovered. However, a RAID drive is not full-proof in cases of the failure of two or more drives in the RAID array. The file server in addition to a RAID drive may also back-up to tape storage, a network-attached device or continually save smaller changes to a back-up drive.
The scanned images can also be stored to disc. Generally, a CD holds 700 MB of data or about 10,000 pages and a DVD holds 4.7 GB of data or about 70,000 pages. Some types of discs may hold more data such as a Blu-ray disc which holds up to 25 GB, single-sided double-layer disc which holds up to 8.50 GB and a HD-DVD which holds 25 to 50 GB of data. The disadvantage is that the disc may scratch or degrade with age, sunlight and with dirt/grease through handling the media.