Separation and Indexing

Scanning many documents as one batch, one usually gets one single, big file back from the scanner. You need a way to automatically identify each document and divide the batch into separate files.

Linear (1D) barcode

Linear (1D) barcode

Matrix (2D) barcode

Matrix (2D) barcode

Barcodes

Applying a barcode on each document in the batch is a very effective method for both separation and identification.

Filenames

In its simplest form, the barcode contains just a filename to be used when saving the document. Your document management system can then easily pick up the uniquely named documents after the batch scanning and processing is done.

Barcodes can also contain more information than just a name. It could be folder names, which is useful if you want to automatically put your documents in different categories.

Metadata

For more advanced document workflows, where extensive metadata tags for each document are required, matrix barcodes are used. These can contain a lot more information, take up less space and are much more secure than traditional linear barcodes.

Barcode support in PixEdit®
  • Linear (1D) barcodes: Code 39, Code 128
  • Matrix (2D) barcodes: QR-codes
  • Barcodes on separate sheets or small stickers
  • Separation sheets with barcodes can be printed out from PixEdit®
  • Individual barcodes with metadata for each document
  • Auto-numbering of documents using the same barcode

Other separation methods

Simple separation sheets

If you just need a simple and quick way of just separating the documents in a batch, you can use a general separation sheet included with the PixEdit® software. To be able to identify each document after the scanning, you specify a common filename for all the documents and a count number will be automatically appended during the automatic separation process.

Highlighter pen, yellow marker

Another quick way of separating and naming documents in the batch is to use a yellow marker pen to highlight some text on the first page of each document. The highlighted text will be used as the filename and can be used to index it in the database afterwards.

Page intervals

If the documents in the batch are always the same number of pages, you can just set a fixed interval to separate them. A common filename and auto-numbering is used to identify each document.

Inspection and verification

Sometimes it is desirable or even necessary to let people do some Quality Assurance of the batch-scanned documents before they go into the database. If the standard for documents in your archive is strict or the material that you have to scan is of lesser quality, setting up a fully automatic process can be challenging. Some points that may be necessary to check by an operator is:

  • Missing or misplaced pages
  • Incorrect separation due to barcode errors
  • Page order
  • Proofing of readability

Integrating with the PixEdit® API, it is possible to include a step of manual inspection and editing in the workflow. The scanned documents will automatically appear in PixEdit, where a QA person can browse through and correct any errors before they are saved and indexed. Or, if the errors are severe, he could decide the batch must be rescanned.

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