Accurate Filing is Achieved with Barcode and OCR
An electronic records management system together with barcode recognition and/or OCR (Optical Character Recognition) is a reliable solution to your records filing and storage needs. Businesses across all industries are currently taking advantage of this technology. With an electronic filing system, documents are scanned and stored as digital images. Paper documents can be virtually eliminated.
Barcode is a representation of information in a visual format. The newer symbologies of barcode include characters such as numbers and letters. Documents that are electronically captured can be accurately filed using barcode or OCR. With self-adhesive labels, barcodes can even be added to documents originally generated without a barcode symbol.
To take advantage of this technology, you need to install an electronic records management system that can identify the data that needs barcode and/or insert the proper barcode symbology. Electronic documents are automatically filed, reading barcode or OCR to determine the proper location.
Through barcode and OCR, your business can dramatically increase its filing accuracy. Additionally, no repeated keying of data is required which makes barcode and OCR reading the fastest options for storing electronic documents in an electronic records management system.
When OCR is incorporated into a records management system, the computer reads text from paper and translates the characters into machine-recognizable data. Because of advancements in OCR technology, many fonts, but not all fonts can be recognized.
Although it has some advantages, OCR is usually not as reliable as barcode reading. OCR requires clear, high quality text for filing the electronic document correctly. There are other limitations to OCR. Many OCR solutions are unable to read non-Latin characters, small print, or mathematical symbols.
In barcode reading, the lengths and positions of the white spaces and black bars are analyzed by a computer. The scanning sensor detects the light that's reflected back from the barcode and converts this information into data the computer recognizes. The symbols of barcode are designed for a computer to read. Costly errors are prevented because of the computer's precision in reading barcode.
The decision to improve your records management system and take advantage of OCR or barcode reading is an important step in managing your business' documents. There is no faster, easier way to file and maintain your documents. Each method has a few limitations, but regardless of your choice, barcode and OCR both surpass filing paper documents. Taking advantage of these technologies is a sure way to increase filing accuracy and reduce overhead costs to your business.
Related Tags: technology, management, records, system, barcode, ocr, filing, documents, electronic, accuracy
About the Author: Pam Marshman, an expert in document management and imaging, is a technical and marketing writer for the MultiProcess Computer Corporation, located in Windham, NH. MultiProcess designs and deploys powerful electronic records management solutions.
Does your business sometimes LOSE or MISFILE important documents? Have you ever been face to face with a customer but CANNOT LOCATE the customer's information? Find out how to electronically organize, store, and automatically file your important documents at www.multiprocess.com.
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