A well designed, automated production scanning system will benefit your company or organization in many ways:
- Fewer people will spend time on handling paper documents
- Less time spent on quality assurance and rescanning of documents
- Reliable capture of vital information
- Good response time and accuracy when searching for information
- Be less vulnerable to hardware failures
Planning your project
Scanning and registering documents one by one is inefficient and costly. The key to successful production scanning, is setting up a good batch scanning system. Important things to consider in this design are:
- Throughput requirements, i.e. document volume and scanning speed
- Separation and indexing method
- Page sizes and color
- File format requirements
- Storage requirements, file size, network bandwidth, retrieval response time
- Types of display and printing devices
Choose scanner(s) that matches the scale of your project. Saving money on this investment initially can turn out to be very expensive later on, if your project exceeds the time frame, or if people in your organization always have to sit and wait for their scanned documents before they can get on with their work.
Choose software that matches the performance of your scanner. Investing in an ultra-fast, $6000 document scanner and using only the "free" software to scan with, isn't always as cost effective as it would seem. With PixEdit® Desktop you can be sure that you are always using the maximum potential of your document scanner and your computer.
Scaling up the production line
Estimating the workload and yield when planning a large scanning project is often not straightforward. A lot of factors have to be considered and the error margins quickly add up. Over sizing the project and its initial hardware investments must also be avoided, of course.
By using PixEdit® as your scanning software, planning is a lot easier, because it will be very easy to upscale the production later on.
Parallel and serial coupling
PixEdit's watch folder system gives you a lot of flexibility for setting up new scanners and new computers in your production line. The basic principle is quite simple:
- A computer with PixEdit is set to pick up document files from a shared folder on your network
- The file is then automatically optimized, enhanced and made searchable with OCR (You can configure which operations to be performed)
- The document is saved as a PDF in another designated folder
Building on this mechanism, you can dedicate different computers to do different parts of the job and, also, to pick up files from different network shares. This is the key to sharing workload between computers:
- Set up more computers to pick up and deliver documents in the same network folders (parallel processing)
- Let each computer handle only one part of the processing, then deliver to a folder where the next computer is picking up files (serial processing)
You can of course also combine these methods to design your perfect document flow!