When taking on a home improvement project, identifying which tools are necessary to complete the project is half the job. Knowing how and in what order to use these tools is the other half. The same is true for back file conversion projects. Having the right document capture and routing tools to de-clutter and organize your business is essential.

Capture via Barcode Technology

Barcode software is an automation technology normally used to capture and distribute documents that have been recently created. At this early stage, even before a single copy is printed, a barcode is placed on an electronic form. Then every time a barcoded document is scanned, it is electronically placed with other relevant files. This sort of intelligent routing is embedded into a barcode and it is unique to each type of form. For those starting up a new document workflow, barcode technology fits in perfectly. In the case of printed forms, it would not be cost effective to recreate a document just so it can then be barcoded, and once again printed.

Capture via Zonal OCR

Zonal OCR (Optical Character Recognition) technology is best equipped to handle those back file conversion projects requiring the digitization and indexing of already printed material. Zonal OCR software interprets an entire document as an image and allows you to draw a box around a sector within this image in order to pinpoint the information needing to be indexed. Once this document is scanned through, the Zonal OCR technology identifies those previously drawn-in areas and automatically indexes the information captured from these zones.

Taking Back Office Space

Picture a corner of your office or warehouse with huge stacks of business documents. These important files cannot be destroyed, and due to a lack of resources cannot be scanned into electronic form. Not only this, but even after scanning all of these documents, there is no effective search method in place to fulfill future search queries. Zonal OCR technology is able to digitize and store these documents within a folder structure or archive system, while making each individual file searchable. For instance, take your pile of purchase orders, scan each order into a network scanner, and watch how only certain sectors of the document are captured. Not only are printed forms being converted into electronic format and routed to their rightful destination, but those bits of captured information can be exported, and more importantly, can be input into a search field to locate a specific file. Next time a purchase order needs to be referenced, specific keywords are typed into the search field, and the correct file is pulled up within seconds.

Take some time to analyze your current document capture needs and determine what would be the best approach for your company. By reducing paper clutter and boosting your internal organization, transform your company into an agile, responsive business operation.

We do provide both Zonal OCR and Barcode capture solutions. For those seeking more than data capture software, we are also able to automate the processes taking place after a document has been digitized.

For more information: Call 973.767.2100 | Email info@fabsoft.com | Visit www.fabsoft.com

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