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SimpleIndex

  • LEARN MORE
    • GENERAL INFO
      • Getting Started
      • How To Scan Documents
      • Barcode Scanning Guide
      • Searching & Viewing
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    • FEATURES
      • Streamlined Interface
      • TWAIN and ISIS Scanning
      • Zone OCR and Dynamic OCR
      • Database Integration
      • Required Documents Check
      • Automated Processing & 1-Click Interface
      • SharePoint Document Scanning
    • –
      • Document Classification
      • PDF & MS Office Text Parsing
      • Barcode Recognition
      • Optical Mark Recognition
      • Match Documents to Existing Data
      • Imprinting & Watermarking
      • Screenshot OCR
  • SOLUTIONS
    • General
      • All-In-One Scanning & Sorting Tool
      • Affordable Document Management
      • Instant Integration
      • Network Scanners & Copiers
      • Remote Document Capture
      • Reduce Click Charges for Data Capture
    • Specific
      • Sales Tax Exemption Forms
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      • Invoice Processing
      • Material Safety Data Sheets (MSDS)
      • Patent ID and Title Extraction
      • Mortgage & Loan Documents
    • Feature Demos
      • Zone OCR with Template Matching
      • Full-Page OCR & Multi-User Workflow
      • PDF Text Processing
      • Organize Office Documents
      • Integration with RPA Bots
      • Compare with Other Solutions
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When your images are saved in one of the aforementioned document repositories, they need to have relevant keywords and data associated with them so they can be organized and found later when you need them. The most basic way to do this is using folders and filenames on your hard drive. More advanced document mangement solutions will let you assign specific labels to each document such as name, date, reference numbers and any other information you might want to use to find each file. They can also include integrated viewers, storage systems, security and records management functions.

So before you begin choosing a scanning solution, you need to think about what type of document repository you need and what information you will use to label and organize those file in that repository. Some things to consider when selecting a document repository are:

  • Who needs access to the documents? People on the office network, or people around
    the country or worldwide? Authorized users only or the general public? How many users?
  • What information technology resources are available to support this solution?
  • What is your budget?
  • What searching capabilities do you need?
  • What are the security, privacy or legal concerns of this application?

When deciding what data you want to use to find your documents, consider these questions:

  • How do people currently find this document? What information do they know about this file before they start looking for it?
  • Is the data printed on the page somewhere?
  • Is this data available in an existing database, Excel spreadsheet or XML file?
  • Are you creating these documents yourself? Can you add a barcode with the data you need somewhere on it?
  • Do you need to be able to search the contents of the document?
  • Do I need to be able to search on this value so badly that someone has to type it in on every document?

You can learn more about document scanning in our guide.

Features

Monday, 14 November 2022 by Simple Software

SimpleIndex All-In-One Scanning ToolSimpleIndex is the perfect solution for small business and departments looking to manage their files from a single interface, developers who don’t want to reinvent the wheel and large companies with many locations looking to decentralize their scanning.

SimpleIndex organizes scanned images and electronic documents into a single document management database your employees can access on their desktops.

SimpleIndex takes the labor out of document imaging by providing powerful barcode recognition and OCR search algorithms that can find index values no matter where they are on the page. By providing these essential automations for a reasonable price, we make document management affordable for anyone.

The most unique automation is our OCR template and dictionary matching search algorithms. This lets you find information like date, customer name, invoice number and other information on documents with different layouts. These can even be applied to the text in Office documents and PDF files to organize these files automatically and attach them to a database.

SimpleCoversheet Barcode Indexing CoversheetsThe SimpleCoversheet barcode printing application lets anyone in your company print bar-coded coversheets with all the information needed to identify a document. This is perfect for scanning with a centralized scanner or networked digital copier. SimpleIndex can then be configured to process these documents automatically without any user intervention whatsoever!

This level of automation is provided by SimpleIndex‘s command line interface. All the settings related to scanning or searching documents can be saved to “Job Files”, which can be saved to an icon and launched with a click of the mouse or a single line of code. These jobs can be configured to scan documents, read barcodes and OCR, generate folders and filenames and upload the index information to a database in a single step.

It is simply not possible to find an easier, faster way to process your documents!

Key Features and Recent Enhancements

  • All Editions offer OCR and Barcode
    • SimpleIndex Standard has Tesseract OCR and DTK Barcode engines. These provide good recognition on clean originals.
    • SimpleIndex Professional adds FineReader OCR and Accusoft Barcode. These are able to recognize hard-to-read text and bar codes, and improve overall speed and accuracy.
    • Process existing text in PDF files and MS Office documents in all versions.
  • OCRConvert Images to Text with OCR
    • Pro version includes ABBYY® FineReader Engine for faster, more accurate OCR
    • Searchable PDF output
    • Clipboard / Screen Shot OCR
    • Point-Click OCR – Click on text to send it to an index field
    • Enhanced OCR Options – match against other indexes, skip OCR on files with existing text
    • Support for international character sets using Unicode
  • Bar Code RecognitionDocument bar code recognition
    • Multi-engine Barcode voting to boost accuracy (Professional version)
    • Support for most 2D barcodes in all versions
    • User-defined Barcode delimiter – no longer restricted to “|” for parsing multi-index barcodes
    • Pro version includes Accusoft barcode engine for better barcode recognition
    • Find/Replace characters in barcodes for matching or autofill
  • TWAIN and ISIS ScanningTWAIN and ISIS document scanning
    • TWAIN support in all versions. ISIS support available as an add-on or in Pro version.
    • Improved real-time image processing
    • Multiple scan windows when using ISIS
    • Scan directly to a network folder (processing occurs during scan)
  • Desktop Processing
    • Selectively reprocess files
    • Run multiple copies of SimpleIndex simultaneously
    • Save any image region to a separate file for signature capture, etc.
  • Server Processing
    • Run multiple jobs on different schedules
    • Run multiple copies of the same job for parallel processing and increased throughput
    • Server licenses can be purchased in 1 Million Page per Year increments as an add-on to any workstation license
    • Unlimited page barcode processing license available with Advanced Barcode Server
    • Server processing compatible with Windows 7 or above and all Windows Server versions
  • PDF HandlingMS Office and PDF text parsing software
    • Support for reading and writing password protected PDF files
    • Convert MS Office, HTML, XML and images to PDF before processing
    • Searchable PDF output
    • Native PDF Viewer – no dependence on 3rd party software
    • PDF Auto-repair – attempts correction of bad PDF files
  • Indexing
    • Return MD5 hash values
    • Configure default values for empty fields
    • Export to XML
    • Edit Fixed Fields – make changes to auto-generated indexes
  • SharePoint IntegrationDocument scanning and indexing for SharePoint
    • Compatible with all versions of SharePoint and SharePoint Online
    • Append to or replace existing files in SharePoint
    • Automatically match index fields to SharePoint columns to populate data

Website Resources

SimpleIndex.com is full of information and interactive content to help you learn what you need to know to implement SimpleIndex in your organization.

  • Design Philosophy & Getting Started Guide
    An introduction to the way SimpleIndex approaches document processing
  • Bringing Document Imaging to Everyone
    How Simple Software solutions reduce the cost of entry into the Paperless Office
  • Sample Applications
    Examples of different ways you can put SimpleIndex to use
  • Compare SimpleIndex to the Competition
    Videos showing the same batch of documents being scanned and indexed with SimpleIndex as well as 4 top desktop document capture applications.
  • Top Features of SimpleIndex
    Detailed information on the automated scanning and indexing features of SimpleIndex
  • Demonstration Videos
    See how SimpleIndex automates indexing with OCR and barcode recognition
  • Simple Software University
    Online training videos teaching all aspects of Simple Software configuration
  • Simple Software FAQ
    Answers to common questions about Simple Software products
  • How Many Clicks does it Take to Scan My Documents?
    Printable brochure in PDF format

SimpleIndex Applications in Your Industry

PDF brochures outlining some of the applications for SimpleIndex in various industries.

  • Health Care
  • Legal
  • Financial
  • Education

SimpleIndex Feature Highlights

Links to more information on the major features of SimpleIndex.

  • Streamlined Document Capture
    Ways that SimpleIndex helps reduce labor by streamlining the workflow and automating common indexing tasks
  • TWAIN and ISIS Scanner Driver Support
    Use any scanner with SimpleIndex
  • Zone, Full Page and Dynamic OCR
    Extract index data no matter where it appears on the page
  • Barcode Recognition
    Read barcodes from scanned images to automate indexing
  • Optical Mark Recognition (OMR)
    Read check boxes to find True/False or Yes/No values
  • Index Autofill
    Populate multiple search fields with existing data from your database
  • Electronic Imprinting
    Apply bates stamps and other image stamps/endorsements electronically
  • Database Integration
    A full range of interactive database features allow for creative integration with custom database applications
  • Document Presence Auditing
    Make sure that all required documents are present in the batch before it is released
  • Document Retrieval Options
    How to find and view files once you have indexed them with SimpleIndex
  • Command Line Processing and Custom Application Integration
    The SimpleIndex command-line interface makes it the easiest document capture application to integrate with your custom business software
  • Enable Distributed Document Capture
    Companies with many remote locations can now afford to implement Distributed Capture with SimpleIndex

The Simple Software Imaging Suite

These applications enhance and expand the functionality of SimpleIndex by providing barcode printing, automatic uploading, quality control and direct integration with popular applications like QuickBooks.

Software Catalog

  • SimpleView
  • SimpleCoversheet
  • SimpleSend
  • SimpleQB
  • SimpleExport
  • SimpleOCR
  • SimpleTunes

Top Features

The following is a list of the Top 25 major document capture features of SimpleIndex, in no particular order.

  • Indexing support for all file types
  • Viewing support for any installed, OLE-enabled application
  • No monthly page processing limitations
  • Text processing support for OCR’d images, PDF files and MS Office documents
  • Barcode Recognition
  • Dynamic & Zone OCR
  • Manual Zone OCR by indexing operator
  • Full-Page OCR to text, MS Word or HTML
  • Optical Mark Recognition (OMR)
  • Unstructured data capture using Template and Dictionary Matching
  • ODBC & OLEDB database connectivity
  • Use any database to store index data for document management and retrieval
  • Automatic population of index fields using database lookup (Autofill)
  • Document Presence Auditing – ensures all required pages are present in each batch
  • Clipboard / Screen Shot OCR
  • Command line execution
  • Input from any TWAIN or ISIS scanner or network folder
  • Media Wizard to create royalty-free, searchable document CDs or DVDs
  • Output images to TIFF, JPEG, PDF or PDF/A
  • Page Order Validation: reads the page number from each page with OCR and compare it to the scanned page order.
  • Double-Index Validation: compare the value of two fields during unattended processing and automatically route documents to exceptions when the values don’t match.
  • Automatic forwarding of a copy of the first page: from each exported file a first page is forwarded to a separate folder for data processing.
  • Integrated document separation: combines pages into multi-page documents without the need for a 2-step configuration.
  • Output index information to database or comma-delimited text file
  • Blank page detection and deletion
  • SharePoint 2010 Integration
  • Auto-Rotate
  • Easy-to-use cropping and redaction tools to remove confidential parts of images
  • Electronic imprinting and bates stamping

New versions History

Simple Software is always working on updating and upgrading. Here you can find change log for SimpleIndex.

KB Articles for OCR Features

  • Language Pack for Standard/Tesseract OCR
  • Languages Supported in SimpleSoftware OCR Engines
  • What is Document Imaging?
  • Change the Dictionary Separator Value
  • Change the OCR Font or Type
  • Regular Expression (RegEx) - Syntax or Type
  • Autonumber Increment Value
  • I'm using full page OCR. The information is all appearing in the txt file but it is losing format about half way through. Data to the right is ending up at the end of the txt doc. Can this be fixed?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • If I have a form which is filled manually by hand, can SimpleIndex read the data from it?
1-Click Processing, Batch Scanning, Document Capture Solution, Document Numbering System, Document Scanning, Full Text Indexing, OCR, Office PDF Document Indexing, Paperless Office, Personal Document Management, Scanned Document Indexing, SharePoint Migration, TWAIN & ISIS Scanning, XSLT Data Conversion Software
1-Click ProcessingBatch ScanningDocument Capture SolutionDocument Numbering SystemDocument ScanningFull Text IndexingOCROffice PDF Document IndexingPaperless OfficePersonal Document ManagementScanned Document IndexingSharePoint MigrationTWAIN & ISIS ScanningXSLT Data Conversion Software
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Stop/Turn Off Image Deletion when Blank is Recognized

Friday, 20 September 2019 by Alex Stewart

In certain cases you will need to be able to read that a page is blank, but not actually want to delete this page. This is especially useful if you want to use a page that isn’t completely blank as a document separator, where the page is always smaller than the rest of the pages in the batch. You can set-up an Autonumber increment to only go up a number when a blank page is read, but not delete that page for later processing.

To set the option to keep a page that is read blank follow the instructions below (SimpleIndex v9.0.30 and higher).

  1. Right click on the SimpleIndex Job Configuration file (.sic format) that you would like to set this option for and Edit in Notepad or another text editor of your choice. Select “Open With…” then select Notepad.
  2. Do a search for “KEEP_DELETED” until you find this:
    <KEEP_DELETED>false</KEEP_DELETED>
  3. Change the word “false” to “true”
  4. Save the Job Configuration then close the text editor.

Document Scanning
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What is Document Imaging?

Wednesday, 31 July 2019 by aaron

Document Imaging was the more commonly used term in the early days of document scanning and OCR and refers to any system used to replicate documents used in business. It evolved from the microfilm days where it was referred to as Document Image Management.

Document Imaging allows for the scanning of paper documents, as well as the processing of files saved electronically. These files are then named and saved for later searching.

Other document imaging terms include automatic imaging software, best digital imaging software, best imaging software, desktop imaging software, digital document imaging, digital imaging software, document imaging download, document imaging PDF, document imaging processing, document imaging products, document imaging software, document imaging solution, document imaging solutions, document imaging systems, document imaging technologies, document imaging technology, document imaging tools, image to database, imaging resource, imaging scanning software, imaging software companies, imaging software download, imaging software for windows, imaging solution, scanner imaging software, scanning and imaging, scanning imaging, and software for imaging.

Automatic Data CaptureAutomatic Indexing SoftwareDocument AutomationDocument ClassificationDocument ImagingDocument Management SoftwareDocument ScanningImage ScanningKeyword IndexingOffice PDF Document IndexingPersonal Document ManagementQuickBooks Document ManagementRequired Documents AuditingScanned Document IndexingWorkflow
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I have a duplex scanner how do I set up SimpleIndex to scan 2 sided documents automatically?

Wednesday, 28 February 2018 by dwilder

Simplex versus Duplex scanning is a function of your scanner driver. SimpleIndex uses both TWAIN and ISIS drivers. ISIS drivers are faster for high-speed scanners and are preferred.

To configure duplex on an ISIS scanner:

1 Select “Use ISIS Driver” from the Scan menu if it is not selected

2 If this is your first time using ISIS, click “Select a Scanner” to select the driver for your scanner

3 Click Display Scanner Settings to display the ISIS driver settings

4 Find the setting for Simplex/Duplex and set appropriately. Each scanner model has a different driver interface. Refer to your scanner’s documentation if you cannot find the duplex setting.

To set the scanner settings using TWAIN:

1 Select “Use TWAIN Driver” from the Scan menu

2 If this is your first time scanning with TWAIN, click “Select a Scanner” and select your scanner

3 If “Display Scanner Settings” is not checked in the Scan menu, click it to select it

4 When you run the job, the scanner settings will be displayed prior to scanning. Find and select the duplex setting there. If you cannot find it, refer to your scanner’s documentation.

When scanning in duplex, you will want to enable automatic blank page deletion. Many scanners have this feature built-in, so check your driver settings to see if there is a blank page deletion option.

If your scanner doesn’t have blank page deletion, use the “Min File Size” setting on the Batch tab of the Options screen to enable it in SimpleIndex. This setting refers to the minimum file size (in bytes) for a page to be considered non-blank. Any file under that size will be deleted. This value varies depending on scan resolution, and does not work with uncompressed files.

Batch ScanningDistributed ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareSharePoint ScanningTWAINTWAIN & ISIS Scanning
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Can I scan with a Kofax Adrenaline based scanner interface?

Wednesday, 28 February 2018 by dwilder

Yes it is possible to scan with Kofax Adrenaline based scanners using the Adrenaline TWAIN or ISIS data source.

To configure ISIS, you may need to select one of the general Kofax drivers such as “Any Fujitsu Scanner with Adrenaline” or “Kofax Arenaline Scanner”.

To configure the TWAIN data source:

1. Download the Kofax Adrenaline TWAIN Data Source from Kofax Adrenaline Patches

2. Configure a scan source in KSM (in your computer’s Control Panel) called TWAIN SOURCE

3. Select the Kofax Adrenaline TWAIN driver from the Select Scanner dialog in SimpleIndex

There should be little difference in performance due to using the TWAIN interface, and all the Kofax image processing controls will still be available.

Batch ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverScanning SoftwareTWAIN & ISIS Scanning
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Is there a way to just use part of a bar code or OCR value? For example, extract “50” from the value “124450”

Wednesday, 28 February 2018 by dwilder

To do this example, create a barcode field (Field 1 for example) and a 2nd field with type “Fixed”. In the template for the 2nd field, enter %FIELD1[5,2]% to get “50” from “124450”.

%FIELD1% would get the entire value for Field #1, the barcode field. By adding the [5,2] you tell SimpleIndex to start at the 5th character (5) and take 2 characters from the value (50).

Find out more about barcode scanning on our Barcode Scanning Guide and read up on Optical Character Recognition on the SimpleOCR scanning solutions guide.

Automatic Data CaptureAutomatic Indexing SoftwareBar Code ScanningBar CodesBarcode OCRBarcode Reading SoftwareBarcode Recognition SoftwareClipboard OCRDocument ImagingDocument ScanningImage ScanningInvoice OCRKeyword IndexingOCROCR Form ProcessingOCR ScanningOffice PDF Document IndexingPDF Barcode RecognitionPDF417QR CodeQuickBooks Document ManagementScanned Document IndexingScreen Scraping OCRScreenshot OCRTWAIN Scanning SoftwareZone OCR
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I have a scanner with Virtual ReScan (VRS) that is not scanning properly. How do I solve this issue?

Wednesday, 28 February 2018 by dwilder
Any time that you have a scanner with Virtual ReScan (VRS) you must pick Kofax VRS as the scanner instead of the scanner model itself. With VRS you assign the scanner to VRS and then anytime you pick Kofax VRS as the scanner in your scanning software the assigned scanner will be the scanner that is used.
Batch ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverScanning SoftwareTWAIN & ISIS Scanning
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How can I change from letter to legal size documents?

Wednesday, 28 February 2018 by dwilder

This is done through the TWAIN or ISIS settings for your scanner. To access these settings select “Display Scanner Settings” from the “Scan” file menu. Next click the “Run Job” button and before the scanning process starts your scanners TWAIN or ISIS settings dialog box will appear.

Every TWAIN or ISIS dialog is different, but any of them have a clear option for changing page size or auto detecting page size.

Batch ScanningDistributed ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareTWAINTWAIN & ISIS Scanning
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What scanners are compatible with SimpleIndex? How do I find a list?

Wednesday, 28 February 2018 by dwilder

SimpleIndex is compatible with any device that has a TWAIN or ISIS driver. This includes virtually all makes and models of scanner, as well as many specialty scanners, digital cameras and other devices.

In the few instances when a scanner has a proprietary driver, it can still be used with SimpleIndex by first scanning to a folder and setting SimpleIndex‘s input to “From Folder” on the Input tab.

For many high-speed scanners (over 50 pages/minute), ISIS drivers provide improved throughput versus TWAIN. It is recommended you purchase the ISIS driver option with these scanners.

ISIS drivers also let you save your scanner settings to a file that can be distributed with your SimpleIndex configuration.

You can find more information on selecting the best scanner for your specific requirements on the ScanStore Scanners Guide, as well as a wide assortment of scanners available for purchase.

Batch ScanningDistributed ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareSharePoint ScanningTWAINTWAIN & ISIS Scanning
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How do I automatically delete blank pages from duplex documents?

Wednesday, 28 February 2018 by dwilder

This is done using the Minimum File Size drop down in the Blank Page Deletion section of the Image Enhancement step of the Job Settings Wizard. This setting uses the image file size in bytes to determine which files are blank pages.

In this box you would put the number of bytes for the threshold for which documents are considered to be blank, which will be deleted and those considered non-blank that should be kept.  If the scanned or imported image file is smaller than the number in bytes for the file size then it will be deleted and if it is higher it will be kept.

For 200dpi, compressed, black & white TIFF images (the default format used by SimpleIndex) this is usually around 2500 bytes and 300dpi, compressed, black & white TIFF images (the default for OCR) is usually around 7500.

Depending on your scanner settings and how much black is in your images, blank pages could be significantly larger. If you are scanning small pages the margin for error will be less. You will want to do some trial and error testing to ensure the setting is right for your images.

Related Links

  • SimpleIndex Wiki – Image Properties
  • SimpleIndex Wiki – Image Enhancement
Batch ScanningDistributed ScanningDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverScanning SoftwareTWAINTWAIN & ISIS Scanning
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How do I configure SimpleIndex to scan documents?

Wednesday, 28 February 2018 by dwilder

First make sure that you scanner’s TWAIN and/or ISIS driver (found on the included CD or manufacturer website) is installed and that the scanner shows up in the ‘Printers and Scanners’ section of the ‘Control Panel’ in Windows.

On the SimpleIndex Settings Wizard step of the Job Settings Wizard set the Input Type to Scanner or Both.  Scanner will just use the scanner and both will scan first and then pull image from the Input folder.

Settings for the scanner can be found in the Scanner Settings step of the Job Settings Wizard.  These allow you to select TWAIN or ISIS scanning, whether images are displayed during scanning and more.

From the Scan menu you have the option to select your scanner, display or hide the scanner’s TWAIN/ISIS settings interface or have SimpleIndex prompt the user when the feeder is empty.

The Scan to File option in the Scan menu lets you separate the scanning from processing. Use this to scan a sample image and save directly to a file folder.

Related Pages

  • SimpleIndex.com – TWAIN and ISIS Scanning
  • SimpleIndex Wiki – Scanner Settings
  • SimpleIndex Wiki – Scan Menu
  • SimpleIndex Wiki – ISIS
Batch ScanningDistributed ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareSharePoint ScanningTWAINTWAIN & ISIS Scanning
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TWAIN and ISIS Scanning

Tuesday, 23 January 2018 by Simple Software
TWAIN and ISIS document scanners

SimpleIndex works with all TWAIN and ISIS document scanners.

Virtually all document scanners support both the TWAIN and ISIS driver standards. TWAIN is more common and is usually the only driver provided with consumer scanner models.

ISIS is the unfortunately named driver standard developed by Pixel Translations years before the acronym (which stands for “Image and Scanner Interface Specification”) had any jihadist connotations. ISIS provides a more standardized interface for high-speed scanners, and is often required to scan at the scanners rated speed.

TWAIN scanning is supported in all versions of SimpleIndex.

Support for ISIS is included with SimpleIndex Professional and available as an Add-on for other versions. ISIS is recommended for high-speed document scanners, or applications that require central management of scanner settings. ISIS driver settings are saved in your SimpleIndex job file so every user gets the exact scanner settings they need for each type of document.

Download document scanning and OCR software.

What is a WIA Driver?

WIA stands for Windows Image Acquisition and is the driver standard promoted by Microsoft for basic scanning functions that don’t require additional software other than the Windows OS.

WIA is much better suited for flatbed scanners than for document scanning applications. While you can use the WIA driver in SimpleIndex, you will get much better results with the full TWAIN or ISIS drivers, which may require a separate download from your scanner manufacturer.

What Happens After You Scan?

The difference between SimpleIndex and other desktop scanning applications is that it fully automates the process of indexing and filing your documents once they are scanned. Use bar codes, OCR, database lookups and other features to identify keywords and metadata, organize files into folders, or populate your database and document management system.

Indexing is the key to making your scanned files organized and searchable so you can find them when you need them. Without automation, the indexing process can be very labor intensive, taking many times longer than it takes just to scan documents.

TWAIN & ISIS Scanning Video

Since scanning happens in the meatspace there’s really not a lot to show in a screen recording. But Google really likes videos so here’s a quick preview what it looks like when you’re scanning with SimpleIndex.

Unique Book & Magazine Scanning Features

SimpleIndex streamlines the process of scanning books and magazines. Anyone who commonly scans bound material needs SimpleIndex just for this feature!

Book scanning lets you scan bound books quickly on a flatbed scanner. The user is prompted after each scan so they only need to turn the page and press “enter” to perform the next scan. 2-page scans can be automatically split vertically or horizontally to create single page images.

When scanning a typical tabloid-sized magazine that is folded down the middle, SimpleIndex’s magazine scanning function will automatically split the images in half, reorder and rotate the pages so they appear in proper reading order when finished. This can save hundreds of hours of manual image QC, or provide your clients with a level of image quality they can’t get from anyone else.

Using Scanning in SimpleIndex

Wiki manual pages detailing the scanning functions of SimpleIndex.

  • Scanner Settings
  • TWAIN
  • ISIS
  • WIA
  • Scan Menu

KB Articles for TWAIN and ISIS Scanning

  • What is Document Imaging?
  • What scanners does SimpleIndex work with?
  • I have a duplex scanner how do I set up SimpleIndex to scan 2 sided documents automatically?
  • Can I scan with a Kofax Adrenaline based scanner interface?
  • I have a scanner with Virtual ReScan (VRS) that is not scanning properly. How do I solve this issue?
  • How can I change from letter to legal size documents?
  • What scanners are compatible with SimpleIndex? How do I find a list?
  • I finished scanning and found a page that did not get scanned or was scanned incorrectly. How can I correct this?
  • How do I automatically delete blank pages from duplex documents?
Batch Scanning, Distributed Scanning, Document Capture Solution, Document Scanning, Fast Scanning, Front End Scanning, Image Scanning, ISIS Driver, PDF Archive Scanning Software, Remote Capture, Scanning Software, SharePoint Scanning, TWAIN, TWAIN & ISIS Scanning
Batch ScanningDistributed ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningISIS DriverPDF Archive Scanning SoftwareRemote CaptureScanning SoftwareSharePoint ScanningTWAINTWAIN & ISIS Scanning
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Barcode Scanning Guide

Saturday, 13 January 2018 by Simple Software

So you want to organize your documents using barcodes? That is an excellent idea! Not only will it improve the speed and accuracy of your document management workflow, but it is easier to set up than it sounds.

The guide is written to give you real information instead of marketing, but you can follow the links links to read about the relevant features of SimpleIndex and other document management solutions on ScanStore.

Other Useful Guides

  • How to Scan Documents
  • Scanners Guide
  • OCR Guide
  • ICR Guide
  • Data Capture Guide
  • Software Review

Scanning Guides? Ain’t nobody got time for that!

Read no further! Contact our experts and we’ll configure the whole scanning process for you remotely using the demo version of SimpleIndex!

Why use barcodes in document scanning?

There are many benefits to using barcodes while scanning your documents.

Traditional scanning methods require you to scan your documents in pre-separated batches and then manually name and organize the resulting files. Barcode scanning, on the other hand, allows you to scan multiple batches in a single stack and let the software automatically name and organize the files based on the embedded barcode information. This allows you to take full advantage of your automatic document feeding scanner. After all, what’s the point of paying for a high-speed scanner if your scanning speed bottlenecks at the processing stage?

As in OCR based document scanning software, barcode scanning software uses information on the scanned images themselves to name files and place them in the appropriate folders. However, OCR can sometimes incorrectly recognize certain words and phrases, especially when you are trying to scan at lower resolutions to reduce file size and scanning time. This results in having to perform validation and correction, which slows down the process. Barcodes condense all the necessary information in a format that is much easier for computers to decipher, even at lower resolutions, with almost 100% accuracy. This allows you to reduce file size and scanning time without the cost of additional validation and correction.

What is the difference between the various types of barcodes?

Barcodes come in many standards, but they can all be grouped into two general flavors:

1D (linear) barcodes and 2D (matrix) barcodes.

Linear barcodes are composed of parallel lines of varying widths and distances from each other, such as the UPC’s that are scanned from your purchases with a laser barcode reader at most stores.

Matrix barcodes are usually square (though sometimes circular) arrangements of smaller squares, circles, or triangles, such as the QR codes that you can scan with your phone from many modern advertisements. Matrix barcodes can pack more information per unit of area than their linear counterparts, but not all software is designed to read them.

There are both advantages and disadvantages to using one standard over
another. In addition to the amount of information that can be stored and the
capability of your particular scanning software in deciphering it, some
standards have additional functions such as checksums, which automatically
validate whether or not the barcode was read correctly. A few common standards
used in the document scanning business are listed below:

  • 1D Barcode standards include:Codabar
    • 2 of 5
    • Code 39
    • Code 128
    • EAN 13
    • UPC
  • 2D Barcode standards include:
    • Aztec
    • DataMatrix
    • PDF417
    • QR Code

Where do you get barcodes for document scanning?

Now that you know a little bit about barcodes and why you should use them, you might be wondering how to apply them to your documents. There are a few different methods, depending on your situation.

If you can still edit the document, your best bet would be to use a special barcode font, which will allow you to type a string of characters or digits directly into a barcode format on your document using a regular keyboard. You can find many barcode fonts online for both download and purchase, with some that are purely decorative and others that match to a particular industry standard. We particularly recommend BarcodesInc.com as a source of a good free barcode font.

Often, files cannot be edited due to access, permission, or simply because they are already printed out. For instance, if you are scanning a backlog of files, it becomes difficult to add barcodes to the existing pages. Have no fear! You can still use barcode scanning by either applying barcode marked stickers, such as Avery lables, onto a blank area on the first page of each document or by printing out and inserting coversheets to separate the files.

With applications such as SimpleCoversheet, you can create one-off coversheets or link it up to a data source and automate creating a separator for every customer folder in your filing cabinet.

What scanner settings are best for barcode recognition?

While barcodes are naturally more accurate than text-based document management, there are still ways to ensure a higher degree of recognition. Resolution plays a part, and although barcodes are more forgiving than OCR, 300dpi is still the recommended resolution for the highest degree of accuracy. Likewise, since most barcodes encode information in the contrast between black and white areas of the page, bitonal (black-and-white) scanning is preferred over the anti-aliasing effects of greyscale and color scanning. You can also adjust the brightness and contrast options in your scanner settings to improve recognition on documents where the barcode is not being read.

What are the guidelines to ensure barcodes will be read?

The way barcodes are printed also has an effect on how easily they will be recognized. Coversheet software usually
has formatting standards built in to ensure that barcodes are printed in a way that can be recognized by scanning software.

There are both minimum and maximum sizes that barcodes can be scaled to while remaining useful – usually ranging between 80% – 200% of the suggested size. The suggested size varies by standard, but the most common width is around 1.5″. Keep in mind that there should also be at least a 0.3″ clean margin between the barcode edge and any other markings to avoid confusing the software.

The different barcode standards have varying amount of error correction built in, allowing for more and less compact barcodes with the same level of accuracy at equivalent scan settings. There are also error detection methods, such as check-sum, which act as redundancy checks by running the data through an algorithm and confirming that the result is equal to a small, easily recognized part of the barcode.

What are the limitations of reading barcodes?

As with any automated process, barcode recognition has some limitations. Different scanning applications use different barcode recognition engines, which are the prebuilt blocks of code that perform the actual recognition. As with any software, some of these engines are better and/or faster than others at the same job, and they vary in the types of barcodes that they can recognize. You must make sure that your scanning software has the capability of accurately recognizing the barcode standards you use.

Regardless of the software that you use, image quality will play a factor. While barcodes simplify the format that data is encoded in, reducing the margin for error, degraded barcode images can still cause the engine to incorrectly read the data encoded therein. Degradation can happen digitally or physically. Digital degradation can occur when an image is shrunk to a smaller resolution and then sized back up or when an image is copied too many times and thus accrues artifacts and other transcription errors. Physical degradation can occur when a printed barcode is smeared, worn, torn, or marked upon prior to scanning. Both of these alter the contrast and precise distances between parts of the barcode that determine the data that is encoded.

Bar Code Scanning, Barcode OCR, Barcode Printing, Barcode Reading Software, Barcode Recognition Software, Batch Scanning, Document Capture Solution, Document Scanning, Fast Scanning, Front End Scanning, Image Scanning, PDF Archive Scanning Software, PDF Barcode Recognition, Scanned Document Indexing, Scanning Software, TWAIN & ISIS Scanning
Bar Code ScanningBarcode OCRBarcode PrintingBarcode Reading SoftwareBarcode Recognition SoftwareBatch ScanningDocument Capture SolutionDocument ScanningFast ScanningFront End ScanningImage ScanningPDF Archive Scanning SoftwarePDF Barcode RecognitionScanned Document IndexingScanning SoftwareTWAIN & ISIS Scanning
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Compare Leading Solutions

Tuesday, 07 November 2017 by dwilder

The best way to see how the SimpleIndex processing workflow compares to other leading desktop scanning solutions is to see the same process performed side-by-side in each program. Below are videos we recorded of the same batch of documents being scanned and indexed in Kofax Express™, Kodak Capture Pro™, PaperVision™ Capture Express and Office Gemini DiamondVision™. In each one we configured the software to perform the same tasks:

  • Scan a batch of 10 pages
  • Capture a 7-digit account number using Zone OCR
  • Correct any fields that fail to recognize
  • Use a database lookup to populate additional index fields
  • Export the batch to PDF files

Using our standard benchmark batch* we recorded the following processing times:

  • SimpleIndex: 0:45
  • Kodak Capture Pro: 1:50
  • Kofax Express: 2:20
  • PaperVision Capture Desktop: 3:00
  • DiamondVision: 3:20

As you will see in the videos below, SimpleIndex provides the most efficient scanning and indexing workflow of any major document capture application.

SimpleIndex™

Kodak Capture Pro™

Kofax Express™

PaperVision™ Capture Desktop

Note: This video depicts PaperVision Capture Desktop, a now discontinued software that has since been replaced by the similarly functioning updated version of PaperFlow.

Office Gemini DiamondVision™

Testing Methods

The benchmark times were recorded using all available software shortcuts, and by performing data entry and user interactions as fast as possible. The same scanner and computer hardware was used for each test. Much care was taken to ensure that each application yielded the most accurate OCR results possible given the sample documents.

Unfortunately none our competitors could accurately capture the account number on all 10 pages. The extra time to correct these errors accounts for 15-30% of the difference in processing times. The difference in accuracy is due in large part to SimpleIndex‘s pattern matching OCR feature, which the other programs lack.

Keep in mind these videos were recording using the latest version available at the time this test was taken. Results may vary with with later versions.

Batch Scanning, Database, Database Autofill, Document Imaging, Document Scanning, Fast Scanning, Front End Scanning, Image Scanning, Keyword Indexing, PDF, Scanned Document Indexing, Workflow, Zone OCR
Batch ScanningDatabaseDatabase AutofillDocument ImagingDocument ScanningFast ScanningFront End ScanningImage ScanningKeyword IndexingPDFScanned Document IndexingWorkflowZone OCR
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Applications

Tuesday, 03 October 2017 by dwilder

Out of the Box Solutions:

These advanced SimpleIndex configurations provide out-of-the-box solutions for common scanning applications, and integrations with popular third party applications. Please contact us for more information about these integrations or to get a demo from our experts.

  • Mortgage – LoanStacker is a pre-configured solution for scanning and recognizing over 500 mortgage loan origination and closing documents with SimpleIndex‘s dictionary matching OCR.
  • Title Attorneys – Title attorneys that use RamQuest can automate the scanning of title and settlement documents using SimpleIndex.
  • Accounts Payable Invoices – Our invoice scanning solution can read the Vendor Name, Invoice Date, Invoice Number, PO Number and Total fields from invoices and export the data to your accounting software. Using SimpleQB you can fully integrate this solution with Intuit QuickBooks. For more advanced solutions capable of capturing line item data, see the Invoice Processing page.
  • NAPA Auto Parts Invoices – All NAPA authorized auto parts dealers receive invoices from NAPA that need to be archived. SimpleIndex has an out-of-the-box configuration that lets NAPA dealers scan and file these invoices.
  • Litigation Support – SimpleIndex can export scanned documents to the Summation DII data file format, allowing you to put the low cost, streamlined SimpleIndex scanning workflow to use in litigation support applications.
  • Patent Scanning – Read the patent number, title and abstract from any US patent document.
  • Statement Splitting – Companies that receive multiple bills or account statements in a single PDF file can automatically split these into separate PDF files in seconds.
  • Laboratory Document Management – Our partner, BlueRiver Systems, uses SimpleIndex as the document capture interface for their document management solution designed especially for the clinical laboratory market.
  • Federal Income Taxes – automatically recognize all the major forms and schedules in a federal tax return and create a bookmarked PDF with labels for each.

Case Studies:

PDF files detailing various SimpleIndex Case Studies:

  • Professional Civil Process
  • Breegle Building Products

 

Common SimpleIndex Applications

SimpleIndex‘s open architecture and automation features mean it can perform virtually any scanning and indexing task. These sample applications show how SimpleIndex can be used in a variety of business environments.

  • Invoice processing
  • MSDS – Material Safety Data Sheets
  • Automatic indexing for network scanners
    and copiers
  • Front-end scanning for custom applications
  • Distributed document scanning
  • Scanning & sorting tools for IT
  • Scanning service bureaus
  • Document imaging resellers

 

Industry-Specific Applications

PDF brochures on how to put SimpleIndex to use within your industry:

  • Health Care
  • Financial
  • Education
  • Legal
  • Transportation

KB Articles for OCR Applications

  • Language Pack for Standard/Tesseract OCR
  • Languages Supported in SimpleSoftware OCR Engines
  • What is Document Imaging?
  • Change the Dictionary Separator Value
  • Change the OCR Font or Type
  • Regular Expression (RegEx) - Syntax or Type
  • Autonumber Increment Value
  • I'm using full page OCR. The information is all appearing in the txt file but it is losing format about half way through. Data to the right is ending up at the end of the txt doc. Can this be fixed?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • If I have a form which is filled manually by hand, can SimpleIndex read the data from it?
Bar Code Scanning, Bar Codes, Document Scanning, File Indexing, OCR
Bar Code ScanningBar CodesDocument ScanningFile IndexingOCR
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  • SimpleIndex Standard Workstation
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  • SimpleIndex Barcode Recognition Add-on Workstation

Feature Cloud

QuickBooks Document Management TWAIN Scanning Software Database Autofill QR Code CSV Full Text Indexing Bar Codes Document Retrieval PDF Data Extraction Software Metadata XSLT Personal Document Management Document Capture Solution Invoice OCR Document Automation Clipboard OCR Barcode Recognition Software Optical Character Recognition Oracle Watermark TIFF PDF Annotations OCR Office to PDF Invoice Scanning Software Database Office PDF Document Indexing Bar Code Printing Screenshot OCR Export 1-Click Processing Watermark PDF Files Command-Line ISIS Driver Full-Text Search Distributed Scanning Scanned Document Indexing Fast Scanning PaperVision Document Managment File Indexing Document Management Software Search Image Scanning Text Processing Document Classification

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SimpleIndex Applications

SimpleIndex Applications Packaged apps built with SimpleIndex.
SimpleInvoice for AP
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