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Step by Step tutorial

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Production Document Capture 

Step by Step

Document capture in a production environment has several distinct steps. In PaperlessOffice, each of these steps is integrated via internal workflow queues that provide exceptional performance and flexibility. This allows PaperlessOffice to be used in virtually any environment, from a single workstation up to high volume enterprise installations with multiple scanners feeding multiple OCR, index, rescan, and release stations. No matter how large or small your capture needs, PaperlessOffice's robust internal routing guarantees maximum efficiency from every station and every operator.

 1. Batch Preparation

The efficiency of production input systems come from their batch orientation. Typically, pages are prepped, sorted into batches of similar documents (for example, purchase orders, invoices, etc.), and then scanned. PaperlessOffice is highly batch-oriented and provides an administrator with the ability to predefine multiple document classes, which allows a scanner operator to quickly tell the system what type of document to expect. Documents can be automatically separated within batches either with job separator sheets (pre-printed pages with standard patch codes on them) or with bar codes printed directly on the pages.

2. Scanning

PaperlessOffice supports a broad range of desktop production scanners, including high-end video and SCSI models supported by Kofax accelerators and low-end SCSI models supported by ISIS drivers. Supported scanners range from models with speeds under 10 ppm all the way up to 160 ppm and above. PaperlessOffice supports both simplex and duplex scanners and always allows you to run your scanners at their full rated engine speed.

 3. OCR

After a batch is scanned, it can be optionally queued to an OCR station to assist indexing. PaperlessOffice incorporates deskewing, despeckling, line removal, and other image enhancement functions to improve OCR accuracy and provides support for both full text and zonal OCR using either software or hardware engines. PaperlessOffice has been optimized for forms processing and can automatically queue batches of forms to a single OCR station or to multiple OCR stations to eliminate processing bottlenecks. Multi-language OCR support is included, which allows more accurate OCR with non-English languages.

4. Indexing

Indexing is the most critical and time consuming step in the capture process, with a typical capture operation sometimes requiring as many as four index stations for each scanner. The index is the key to retrieving the document, and PaperlessOffice provides several methods to cut down on operator errors and speed the indexing process

  • OCR can be used to read indexing zones previously defined by the document class. This allows the index operator to simply check the accuracy of the OCR rather than keying every index field by hand.

  • Bar code recognition is a highly reliable method for indexing batches. PaperlessOffice supports most popular bar code types.

  • Double key entry allows document batches to be queued to two index operators sequentially. Only if both enter the same indexes is the document considered finished and queued to the next process.

  • User-definable validation scripts catch both manual and OCR index errors. For example, if a field is a social security number, validation rules can require that all entries must be numbers, which prevents OCR from mistaking a "1" with an "I". More sophisticated validation rules can go even further, requiring that various fields on the document match each other (for example, matching telephone number and address via a database lookup).

5. Rescanning

No scanner is perfect, and rescanning is an integral part of PaperlessOffice. Index operators or QA operators can easily tag documents or individual pages for rescan, attaching notes that tell the scanner operator exactly what the error is. The batch is then queued to a rescan station where the operator is prompted for the specific pages or documents to be rescanned. PaperlessOffice automatically inserts rescanned pages in the correct position within the batch.

6. Release

The last stage in the capture process is to release the documents in a batch either to long term storage or to a workflow system. In the release process, the image files are released to a file system (for example, a hierarchical storage management system or a document manager like PC DOCS) and the indexes are written to a database. PaperlessOffice is compatible with all SQL/ODBC compliant databases. In addition, PaperlessOffice allows users to write their own custom release scripts, either to modify the standard release procedure or to release documents into a proprietary back-end or non ODBC database.


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