Document Management working with OCR and Barcode Recognition
OCR (Optical Character Recognition)
OCR is an extremely powerful tool for filing documents. The software captures the text content of a document, stores it in the system database and allows retrieval by any of the word(s) at a later date. File Stream Document Management takes a very flexible approach to the use of OCR. Many Document Management systems take the approach that every document entering the system should go through the OCR process. File Stream Document Management software can be set up to do this if required. However, very often the quality of documents deems them unsuitable for OCR. They may be predominantly handwritten; they may have been produced on an old dot matrix printer or perhaps in the case of something like delivery notes have become crumpled or torn. In these circumstances and many others, a manual tagging process would be much preferable. File Stream Document Management software keeps all options open. We will work through your documents with you offering the best advice for each scenario. Our key goal is always to obtain the best future retrieval success.
The following functionality is available as standard when a File Stream Document Management network system is purchased:
- Global OCR or whole page OCR. These terms are often used to describe OCR-ing the entire content of a document. However, frequently the information required for future retrieval is detailed on the first page of a document (such as supplier invoices). File Stream Document Management is very flexible, giving choices to OCR the first page only or even just the Top or Bottom half of the page. This avoids processing resources being used up OCR-ing information which will never be used for searching.
- Regional OCR (text captured from previously defined areas of the document) is also available.
Our ADVANCED OCR MODULE should be considered when large numbers of suitable documents are involved. It allows them to be filed with minimal manual intervention and rules set to optimise the OCR capture areas.
BARCODE INDEXING (Additional Module)
BARCODES work well when it comes to automatic capture. They are often considered as more reliable than OCR capture. Many companies are starting to print their documents with Barcodes on them containing useful information such as customer and Invoice Number. At a later date, these can be filed automatically into an electronic document management system set up to file the documents by the information contained in the Barcode.