Posts Tagged ‘barcode ocr’

Document Management Software is a Necessity

Thursday, March 31st, 2011

steve-in-white-1Every organization strives to grow in terms of profit, revenue, consumer base and geographic or global presence. However, an organization can achieve its business goals only if the growth is managed carefully. For instance, a company growing at a fast rate may not be able to handle increased workload or capital costs successfully. Modern technology such as automatic data capture incorporated using optical character recognition is aimed at helping small, medium and large companies increase productivity and profitability.

The very first image scanner was developed and built in 1957. Earlier image scanners consisted of a single photo detector along with a rotating drum. Image scanners have undergone a variety of changes in terms of their size, quality and speed. With technological advancements image scanners now come in compact format and can be easily placed on your desktop. Apart from this, modern image scanners can be easily integrated with document management software to capture and store data automatically.

As your business grows, the number and types of documents handled by your company will also increase. Imagine a situation where your office receives thousands of invoices and remittances per month. Even if the entire system of documentation is computerized, there may be instances where managing data can become problematic. For example, a customer paying multiple invoices with one check can complicate document processing. In fact, this would involve manual entering of the amounts against each invoice. One small error can lead to repeat work, wasting precious time and effort. This will also reflect on the productivity of your company and seriously hamper its growth prospect.

Document management software coupled with technologies such as optical character recognition (OCR) helps simplify document processing. OCR software is an artificial intelligence system able to recognize, scan and store sequences of characters or lines. The characters are scanned, checked against a database and relevant information is stored for later use or forwarded for further processing. Automatic data capture using OCR and other such technologies can be of tremendous help to organizations that receive large number of documents on daily basis.

Every office has a document management system in some crude form or other. For instance, there may be some naming convention in place so a particular type of document or information can be easily searched in the computer. Similarly, your computer systems may have different folders for different types of documents, aimed at easy search and retrieval. However, how many times has an employee accidentally deleted a folder or forgotten where a certain information has been stored. It may also happen that a document has been stored in the wrong folder, resulting in unnecessary search or recreation of the document. Document management software greatly reduces such errors by automating the entire data processing system.

A document management system can be programmed for automatic data capture to scan and store data in certain format and location. The data is indexed so it can be easily retrieved whenever required. Such a system usually has a document feeder that feeds paper documents into the scanner. The document scanner then captures required information and stores it on the computer in a systematic manner. This stored data can be easily backed up reducing the time wasted in searching or recreating deleted or lost information.

Both information and time is of great importance in the success of any organization. Document management software provides a combination of different solutions with the sole aim of leveraging the process of document creation and retrieval. Such a system helps provide accurate information in a timely manner, thus increases productivity and helps manage growth effectively.

Steve Breault “DocMeister”

Document Management Software With Versioning

Wednesday, February 16th, 2011

Steve Breault

Version control forms an important part of document management. Though extensively used by software developers, many organizations are now using versioning to manage duplicate content and track document changes. Documents such as monthly reports, presentations and new policies undergo several changes before being finalized, creating several versions of a document, each of which may be required at some point. For instance, a monthly report would change every month, however, the reports created in previous months may be required during yearly appraisal of work done.

Document management software provides the version control feature in order to manage, track, store and retrieve different versions of a document. Such a system is usually required when several team members are working on a project, with many making changes to the same document. For instance, a presentation on project development and progress may require inputs from all the team members working on the project. Thus, changes will be made to the same presentation, saved as a different version by each member, and later integrated to make the final presentation by the team leader.

A version control system in digital document management works through the check-in and check-out system. The check-in allows you to save the current version of a document in the central repository and check-out allows you to retrieve current or previous versions of a document. Versioning often involves several steps such as reviewing, editing and modifying before finally being approved. When several people work on the same document, it may result in confusion over the latest version of a document, who made the changes and why, current working version and final approved version. Document management software can be of great help in sorting out such problems. Some benefits of a version control system are:

Ability to return to a previous working version: In case of an error or accidental deletion of a working version of a document, you can return to a previous working version. Many version control systems work by taking a snapshot of changes being made. This way you can check the order in which the changes were made and recreate the current working version.

Track who made the changes: When you know who made the changes, you can seek clarification and approve the document accordingly. This also avoids duplication of content as you know which version was created and updated by whom.

Maintain previous versions: Document management software allows versioning by enabling you to maintain previous versions and create their replacements at the same time. For instance, a mapping company may require older versions of a map before the new version is created and approved.

Maintain record of development process: Progress reports may be required from time to time to apprise the higher management or simply to check it against the designated completion time. Version control in digital document management helps you keep track of progress of a project and how it is being developed.

The version control system in digital document management works by assigning version numbers to the documents, making it easier for the users to keep track. Apart from this, you can also add comments and descriptions so different team members can check the content of a document before retrieving and using them. Version control may be required at some point in document life cycle. Document management system offers a comprehensive solution to managing different versions of a file.

Steve Breault “DocMeister”

Document Management Software is the Future and it’s Here Now

Tuesday, February 1st, 2011

Steve Breault

Document management is one of the primary concerns of any type of organization, be it a law firm, a retail store or a government entity. An organization without a robust document management system in place is sure to face problems such as loss of documents, delayed processing time and lengthy workflow. The result is slow progress of the business and consequently slower returns on investment. In today’s competitive world, a business can only succeed when it has document management software to record its documents and data systematically.

Documents maintained by any organizations are usually of two types, in image format and in file format. Data such as monthly reports, databases and forms are generally in file format and can be modified. However, data such as invoices coming from other organizations and brochures may be required to be scanned and saved in image format. And these cannot be modified. Whether your business is big or small, you may be receiving a large amount of information on daily basis. With document management software you can ensure that all this information flows smoothly and is available when required.

Mismanagement of documents invariably leads to several problems such as time-consuming retrieval system, loss of information, slow productivity and consequently, reduced customer satisfaction. A document management system offers a solution to these problems through document indexing and identification based on date of creation, author, purpose of the data, and so on. Though earlier systems required scanning of paper documents, today’s systems have features such as automatic data capture to scan and save documents in a digital format. In fact, data in the form of text and table files can even be modified and updated regularly.

Some benefits of installing a document management system include:

Prevents loss of information and enables quick and easy retrieval: When data is saved in digital format using automatic data capture, it becomes easier to manage compared to paper documents. A paper file often moves from desk to desk and is very likely to get misplaced. However, such a risk is completely eliminated when documents are in electronic format, which can be easily recovered. In addition to this, automatic data capture requires details such as date of creation, modification and updation, name of author and how the document moved, so it’s easier to keep track of data at all times.

Increased efficiency: Searching for a document in file cabinets is the number one reason for delay in processing time in almost every organization, not matter how efficient their workforce. Even the most qualified engineers, managers or technicians cannot eliminate human error. For instance, a paper document on the wrong desk is very likely to get misplaced and may even end up in the garbage bin! However, with document management software, every document scanned and every piece of information is stored systematically. Information cannot be stored till the time it fulfills all the criteria for its creation and storage, thus eliminating human error to a large extent. For instance, if an employee does not conform to a particular naming convention, the file will simply not be saved.

Increased productivity and ROI: With a professional document management system you can be completely sure of precision in processing of various documents in different stages. Some documents may be moving from one department to the other, finally reaching the higher levels of management. Unlike paper documents, movement of digital information is much faster, as data is integrated, saved centrally and shared electronically. This ensures that less time is consumed in searching, analyzing or even recreating content in any form.

Research has shown that on an average, employees spend about 27 hours per week searching for information. More than 3 hours a week is spent in looking for data that is not there or has been misplaced. Apart from this, more than 3 hours per week is spent in recreating or getting a copy of this lost information. If your knowledge workers have been employed at $15-$20 per hour, you can calculate the loss in business. Document management software almost completely eliminates these issues, providing a robust and foolproof system for creation, storage and retrieval of documents.

Best OCR Software For Human Resource Archiving

Wednesday, June 30th, 2010

Steve Breault, CEO

Companies are liable for all their workers, which includes looking out for their safety, handing their benefits and overseeing their general welfare inside the office. Human resource management is used so companies may ensure that employees develop their capabilities and at the same time, make use of their services while giving them just compensation for the kind of work they are doing for the business.

Since companies have hundreds of workers under their wing, it is important to keep track of who they are and store important information about them. The traditional method, of course is to keep these records in folders and filing cabinets, but if the need arises for these documents to be retrieved, it might take up a lot of time, and those workers assigned to access them might not be able to complete other tasks. For this, it is better to make use of the best OCR software available in the market today.

OCR software enables companies to scan their documents and store it virtually, so they would never have to use paper again. The best part about this is that all documents, whether handwritten or printed, can be deciphered and turned into an electronic file. It can also be edited (words can be searched and replaced and file size can be reduced) and reproduced without having to scan the original document again. Basically, OCR software turns the scanned papers into images and allows user to access it like they would with a word processor. It is even equipped with a reader that can recognize different barcode ocr types, so documents that are given these unique codes can be properly viewed and categorized, and users will know what these documents are labeled as.

Utilizing OCR software does not only save a lot of paper, but it also maximizes floor space in any office and reduces company expenses. For the most affordable software, companies should purchase applications by Vircosoft, which are integrated with a powerful tool called VFiler, an OCR software that can also manage, arrange and automatically file all documents. This is especially needed in Human Resource Archiving, so information about employees can easily be organized and retrieved without having to spend too much time searching for them. This would not only lessen the worries a company may have, but would also benefit their workers as they are assured that they are well taken care of. So if you want to keep track of your documents and manage them without spending too much, Vircosoft is the best choice. They not only have the strongest software, they can also assure that with their applications, all your information are safe.

Best OCR Software For Automatic Document Filing

Saturday, June 26th, 2010

Steve Breault, CEO

It has statistically been proven that becoming a paperless office reduces a company’s expenses in terms of labor costs and money spent on paper products and other related equipment. Even if the primary cost used for a paperless office seems expensive, in the long run, it will reap more benefits for any company who chooses this alternative.

Investing in document management software is especially beneficial, as it would allow companies to manage all of their documents, allowing for quick filing and easy retrieval. Imagine the hours saved if an employee can retrieve a document in a few simple clicks, and send it to many individuals in a matter of seconds. This is radically better than having to find a single file in a bunch of folders found inside cabinets, produce copies and manually deliver it to each recipient. The hours saved can instead be delegated to completing other tasks.

To become a paperless office, companies may look into the best OCR software available in the market today. OCR stands for Optical Character Recognition, the process in which scanned images of handwritten, typewritten or printed text are converted into machine-encoded text. It is a process commonly used for books and other documents, so it can be transformed into digital files. OCR software enables users to access the files and view it as seen in a word processor – they can edit, find and replace words, reduce its file size or reproduce it without having to scan the original document again. It is an image turned into a text file, where users can interact with it like it is an ordinary document from a word processor.

One of the leading producers of OCR software today is Vircosoft. Their OCR software is among the most affordable and most efficient tools, which help companies make things easier. Two of their powerful applications, HighPoint and KnowledgeTree are integrated with VFiler, a document imaging software that can process scanned documents through OCR and arrange them so users can easily manage their files. It can also recognize several barcode OCR types, so users can easily view what a specific document is labeled as.

Vircosoft has created powerful tools to help companies organize their documents without worries. Their best OCR software would automatically file any scanned document and label it accordingly, so accessing or editing it would take a few simple clicks. Its many features, like its ability to process barcode OCR types and capture multiple folders at the same time, set it above other document management software which can only do a few things. Best of all, its price tag is set in a reasonable scale, so even companies who are just starting their business may opt for a paperless office. So if
you want to avail of the best OCR software without straining your budget, go for Vircosoft and VFiler.

Thank you,

Steve Breault “DocMeister”