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SimpleIndex

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SimpleIndex PDF archiving capabilities include high-speed scanning, full-text OCR, intelligent data capture with pattern matching and database validation, automatic organization of PDF files into standardized folder and filename conventions and export of documents and data to CSV, XML or any SQL database.

Take control of Sales Tax exemption forms

Monday, 14 November 2022 by Simple Software

Automatically fill and file sales tax forms

Ben Franklin once noted, “…nothing is certain except death and taxes.” In the case of state sales taxes, they may be unavoidable, but managing your customers’ sales tax exemption forms and making sure you’ve sent current exemption certificates to your vendors doesn’t have to feel like a terminal condition.

Comes with automatically fillable PDF Sales Tax Exemption Forms from Every State

SimpleIndex has the power to recognize the forms you receive from customers and file them automatically so you can find them in seconds.

SimpleIndex also fills out sales tax exemption PDFs from every state to create a complete set of your forms ready for emailing to your vendors.

Link both processes to your customer and vendor data sources to streamline the process. Even without those lists, the state, certificate number and expiration recognize automatically, leaving you with the simple task of clicking on the customer name to file the document away.

You’ll never have to dig through old emails or piles of paper to make sure you have that exemption on file again!

When it’s time to send your vendors the proper state certificate to get your sales tax exemption, simply open up the Fill Vendor Form job, select the vendor, and all your state exemptions are filled out automatically and assembled into one PDF file suitable for framing emailing.

Manage your customer sales tax exemption forms:

  • Scan customer sales tax exemption certificates submitted on paper
  • Process e-mailed PDF sales tax exemption forms
  • Use OCR or read the filled-in forms from PDF files to file them automatically
  • Search and view customer tax forms in seconds
  • Receive automatic e-mail notifications when exemptions expire
Indexing Customer Sales Tax Certificates

Fill out and e-mail vendor sales tax exemption forms:

  • Standardized, fillable PDF sales tax forms for every state
  • Select a vendor and fill in all the relevant name and address information automatically
  • One click fills in every state form with both your company’s information and your vendor’s
  • Packages saved to bookmarked PDF files and e-mailed to vendors
  • Receive automatic e-mail notifications when exemptions expire
Filling out all state certificates with a single entry to send to vendor

Find out more!

The sales tax management solution is available for free to SimpleIndex users!

Download SimpleIndex – Download the Sales Tax Jobs

Some initial setup is required, and we can help you out with that too. Our Professional Services department can have you up and running in just a couple of hours.

Please Contact Us to find out more about automating your sales tax time thieves with SimpleIndex!

1-Click Processing, Database Autofill, Document Management Software, File Indexing, OCR, OCR Form Processing, Office PDF Document Indexing, PDF, PDF Archive Scanning Software, PDF Bookmarking, PDF Data Extraction Software, PDF Forms, Search, Server OCR, Unattended Processing
1-Click ProcessingDatabase AutofillDocument Management SoftwareFile IndexingOCROCR Form ProcessingOffice PDF Document IndexingPDFPDF Archive Scanning SoftwarePDF BookmarkingPDF Data Extraction SoftwarePDF FormsSearchServer OCRUnattended Processing
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Affordable Document Management

Monday, 14 November 2022 by Simple Software

SimpleIndex® is a great solution for small businesses and departments that need a quick and affordable way to scan, organize and view documents. SimpleIndex provides a wide variety of retrieval options, many of which require no special software to find and view documents.

Affordable Document Management Solutions with SimpleIndexThe most basic solution uses Windows folders and filenames to organize and find documents on a shared network drive or synced to a cloud storage platform.

SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible.

You can also use SimpleIndex with SimpleSearch to create a keyword-searchable database that lets you find and view documents based on one or more index values.

There are several advantages to using SimpleSearch instead of Windows folders:

  • Find documents based on specific keywords or phrases
  • Drop-down lists to select possible keyword values
  • Use “And” and “Or” logic to search multiple field values
  • Search the full text of OCR’d documents, Office and PDF files
  • Search results are returned instantly
  • Quickly browse through all matching files, even if they are in different folders
  • Integrated file viewer with zoom, annotation, print and email functions
  • Index data stored in a database and can be re-used for reporting and other applications

Integration with Third Party Document Management

SimpleIndex is able to integrate with Enterprise Document Management Systems using a variety of integration methods.

  • SharePoint integration is built directly into SimpleIndex.
  • Cloud Storage platforms like Google Drive, Box and OneDrive can be integrated via sync apps.
    Output standardized and organized folders and filenames. Full-text search for Office and PDF files.
  • Popular document management systems like Digitech PaperVision and ImageSilo, Computhink Contentverse, Laserfiche, and others are supported out-of-the-box using SimpleExport to create custom import files.
  • Integration with many other systems can be done via the default CSV data file format.
  • If a custom import file format is required, SimpleExport can be configured to produce it.

Lowering the Cost of Document Management

automate data entry for affordable document management

Many small businesses are going digital with their documents. However, many also find that the document management systems available are too complex, expensive, or labor-intensive to be practical in a small office.

SimpleIndex was designed to solve this problem by removing many of the costly and cumbersome “gotchas” that make practical implementation of these systems impossible.

Here are some of the ways SimpleIndex saves you money:

  • Standalone scanning, indexing & retrieval license starts at $500.
  • No limitations on processing volume (“click charges”).
  • Files are stored in standard formats using logical folders and filename structures
  • Exported files can be synced any cloud storage platforms
  • Key data is embedded in the file names and metadata tags to ensure they can be found without a third party database or app
  • SimpleView provides both free and low-cost options to browse, search and view exported documents.
  • SimpleSearch provides a client/server document management system with index field and full-text search for a minimal cost per workstation.
  • SimpleIndex integrates with any custom database, allowing you to use existing infrastructure or free/open source database platforms instead of buying expensive licenses.
  • SimpleIndex integrates seamlessly with most document and content management systems available on the market today. Leverage the low cost and enhanced feature of SimpleIndex as an alternative front-end for migrating documents to your DMS.
  • SimpleIndex uses OCR, barcode recognition, database lookups and advanced pattern matching algorithms to automate the indexing and filing of captured documents. Combined with its streamlined workflow, SimpleIndex gives the highest level of automation you can get in this price range.

KB Articles for Document Management

  • Oracle database is slow to respond
  • What is Document Imaging?
  • Using alternate database schemas
  • Multiple Sort Fields on Search
  • Access Database Connection String
  • How do I delete an image and it's database entry?
  • Is it possible to search for and retrieve documents with Windows desktop search?
  • Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
  • How do I use the Media Wizard to create searchable DVDs or thumb drives?
  • How do I export index data to a database?
Contentverse, Document Automation, Document Management Software, Paperless Office, PaperVision, PDF Archive Scanning Software, QuickBooks Document Management, Search, Server OCR, SharePoint Scanning, SimpleView
ContentverseDocument AutomationDocument Management SoftwarePaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementSearchServer OCRSharePoint ScanningSimpleView
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Check and Repair All PDF Files

Monday, 29 July 2019 by Simple Software

You can set SimpleIndex to assume that it needs to check every PDF file and fix it.

Go to this location in the Windows Registry:

Computer\HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\SimpleIndex\Misc

Create a New String Value called “FixAllPDF” and set the value to 1

Office PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF Data Extraction SoftwarePDF FormsUnattended Processing
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Keep Pages in Original Order when Bookmarking

Monday, 29 July 2019 by Simple Software

If you want to keep all the pages in the same order that they were imported, even though they all go with different bookmarks then do the following.

1.  Open the configuration in Notepad.
2.  Search for <BOOKMARK_PAGE_ORDER>
3.  Change this line from “false” to “true”:  <BOOKMARK_PAGE_ORDER>true</BOOKMARK_PAGE_ORDER>
4.  Save and close.

Office PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF BookmarkingPDF Data Extraction SoftwarePDF FormsUnattended Processing
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Do Not Combine Pages to 1 Bookmark

Monday, 29 July 2019 by Simple Software

If you want to keep pages in bookmarks separate instead of combining them into a single bookmark when the same bookmark value is found in several interspersed images in the batch do the following:

1.  Open the Job Configuration file in Notepad.
2.  Search for this value:  <BOOKMARK_PDF1>
3.  Enter this directly above the line that has <BOOKMARK_PDF1> if its not already there:  <BOOKMARK_UNIQUE_LEVELS>-1</BOOKMARK_UNIQUE_LEVELS>
4.  -1 is the default value and that means that no pages should be combined into one bookmark unless they fall in order.  0 means that the first bookmark level should be combined into one bookmark value and the rest should not.  1 means that the first and second bookmark levels should be combined and the rest should not be.  ETC.

PDFPDF Archive Scanning SoftwarePDF Bookmarking
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Is it possible to search for and retrieve documents with Windows desktop search?

Wednesday, 28 February 2018 by dwilder

Windows Search works great with SimpleIndex because all index data can be saved to the folder and file names as well as the file properties, and OCR text can be saved to hidden layers in PDF files. Windows Search will read all of these elements when building its index and will return any matching files when you search.

Using Windows Search on a file server allows for instantaneous searching across terabytes of documents and text for all of the users on your network.

IFilters allow Windows Search to search within file contents.

Here are three popular PDF IFilters that will enable text searching for PDF files:

  • Foxit PDF IFilter (commercial)
  • TET PDF IFilter (free/commercial)
  • Adobe PDF IFilter (32-bit / 64-bit) (free)

If you have issues with PDF text searching in Windows 10, this article has detailed instructions for resolving PDF IFilter issues:

https://fixedit.itxpress.biz/2018/07/05/searching-pdfs-in-windows-10/

ContentverseDocument Management SoftwareDocument RetrievalFile IndexingMicrosoft Word Data ExtractionOffice PDF Document IndexingOffice PDF Text ProcessingPaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementSearchServer OCRText ProcessingUnattended Processing
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  • Published in Database & Retrieval, Export, Office PDF Text Processing
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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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Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?

Wednesday, 28 February 2018 by dwilder

All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.

ContentverseDocument Management SoftwareDocument RetrievalFile IndexingPaperless OfficePaperVisionPDF Archive Scanning SoftwareQuickBooks Document ManagementSearchServer OCR
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  • Published in Database & Retrieval, Licensing & Installation
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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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  • Published in TWAIN & 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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I have a scanner/copier that creates PDF and TIFF files and saves them to my file server. Can I use SimpleIndex to create a searchable CD/DVD from these files?

Wednesday, 28 February 2018 by dwilder

This feature is included in SimpleIndex at no additional cost and is called the Media Wizard.

The Media Wizard is located in the “Send” file menu and is called Media Wizard. It allows you to burn your images, indexes, a database and a free SimpleSearch viewer for just the CD or DVD. It also provides an easy way to get the maximum amount of information on the media that you want it on.

You set up the Media Wizard by pointing it to your image folder and database and you select the media that you would like to put it on. It then saves a file folder with all the files that you would need in the size of the media you are using in the location that you designate. You then burn these files using the burning application of your choice.

Document Management SoftwareDocument RetrievalPaperless OfficePDFPDF Archive Scanning SoftwareSearchServer OCRTIFF
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  • Published in Database & Retrieval, Import
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How do you configure full text searching in Retrieval mode?

Wednesday, 28 February 2018 by dwilder

On the Database tab there dropdown in the lower portion of the panel for Full Text OCR Field. Put the name of the field that will store the full-text data there. This must be configured both for Insert and Retrieval mode configurations. The database field needs to be sufficient length to store the entire text of your document.

Of course, the Insert Mode configuration must have “Enable Full Page OCR” checked to generate full text data from images. Text from MS Office documents, PDF files and existing OCR text files can be used without setting this option.

When designing your Retrieval Mode configuration, create a Text field to use for full text search queries. On the Database tab, set the corresponding “Database Field Name” to the full text database field.

When searching on your full text field, SimpleIndex finds the text you enter no matter where it appears in the document. It is able to match partial words. It does not perform boolean or natural language searches. The text entered must match the document text exactly.

DatabaseDocument Management SoftwareDocument RetrievalFile IndexingFull Text IndexingMS AccessMySQLOCROCR Form ProcessingOCR ScanningODBCOffice PDF Text ProcessingOraclePaperless OfficePDF Archive Scanning SoftwarePDF Data Extraction SoftwareQuickBooks Document ManagementSearchServer OCRSharePoint ScanningSQL ServerText ProcessingUnattended ProcessingWorkflow SoftwareZone OCR
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  • Published in Database & Retrieval, OCR
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How do you configure OCR to read index information from MS Office or PDF documents?

Wednesday, 28 February 2018 by dwilder

MS Office and PDF files generated by software or PDF printer drivers already have the text you need to recognize in the file. Scanned documents need to use OCR to read text from an image of the page. With Office and PDF files, SimpleIndex can just read the text, which is much faster and accurate than image OCR.

To recognize index fields from the document text, first create OCR fields on the Index tab as you would normally. Next, on the Zones & OCR options tab, check the “Use Full Page OCR for this Field” option for each OCR field. This tells SimpleIndex to process the existing file text.

If the index value is a unique pattern of digits or list of possible values, use Template or Dictionary matching to locate the value within the text. Please see the manual for details on Template and Dictionary matching.

If the value appears in a specific location in each file, coordinates can be used to locate it. When processing text, the X, Y, Width and Height settings correspond to line and column numbers within the file text. This is explained in greater depth in the manual.

SimpleIndex will assume that any TXT file with the same name as a file being processed is the OCR text for that file, so this method can work with any type of file.

Find out more about Optical Character Recognition on the SimpleOCR Guide.

Microsoft Word Data ExtractionMS OfficeOffice PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPaperless OfficePDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF Data Extraction SoftwarePDF FormsText ProcessingUnattended Processing
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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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PDF Text Processing Demo

Friday, 12 January 2018 by Simple Software

This sample job demonstrates the PDF text processing capabilities of SimpleIndex by extracting the Document Number, Date, Document Type, Customer and Total from a number of documents without OCR, by processing the text layer of PDF files.

Adobe Acrobat PDF Text ProcessingComputer-generated PDF files, such as those created using PDF printer drivers, already contain digitized text. SimpleIndex reads the text and performs Template and Dictionary Matching to locate and extract the correct data values from the text.

Since the existing text is being used, OCR is not performed. This makes processing much faster and 100% accurate, especially compared to solutions using zone OCR.

While this demo runs interactively, text processing jobs can run in unattended mode since the data does not need to be verified.

Full-Page OCR can also be used to get text from scanned PDF files with no existing text. SimpleIndex will also detect when a PDF file has existing text and only perform OCR on the documents that need it to improve performance.

Find Out More

  • Download or get an Online Demo
  • PDF Text Processing Features in SimpleIndex
  • PDF Features and Settings Wiki Pages
  • Full-Page OCR Wiki Pages
  • OCR Features and Settings Wiki Pages
  • OCR Software Guide on SimpleOCR

FAQ Related to PDF Text Processing

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  • Instant Integration With Any Application
  • Affordable Document Management
  • Indexing Solutions with Barcode Recognition
  • Document Classification
  • Zone OCR and Dynamic OCR
OCR, Office PDF Document Indexing, Office PDF Text Processing, PDF, PDF Archive Scanning Software, PDF Data Extraction Software, Text Processing, Unattended Processing
OCROffice PDF Document IndexingOffice PDF Text ProcessingPDFPDF Archive Scanning SoftwarePDF Data Extraction SoftwareText ProcessingUnattended Processing
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Searching and Viewing Documents

Wednesday, 04 October 2017 by dwilder

If you have not yet decided on a plan for how to organize your electronic documents for later retrieval, you should take some time to consider the possible options.

Search and Retrieval with Document ManagementThere are several ways to search and view documents processed with SimpleIndex®

  • Use SimpleSearch to use keyword searches to find and view indexed documents
  • Use SimpleView to browse folders, search files, view, edit and annotate scanned documents without a database
  • Use a Document Management System for integrated searching, viewing, workflow, security, compliance auditing and other records management functions
  • Use Cloud Storage platforms like Google Drive, Box and OneDrive
  • Use SharePoint to share documents online with custom metadata, create custom document workflows and employ records management standards
  • Link files to a custom application using the Command Line Interface or RPA bot
  • Integrate with your Database to associate documents with records via link or binary field
  • Work with our Professional Services Team or an Authorized Dealer to create a customized solution or direct integration with virtually any application

Choosing a Document Management Solution

Given the variety of free or very low cost file storage solutions available, why would you invest thousands of dollars in a document management system?

  • When high security or access tracking logs are required
  • Compliance with regulations like HIPAA, Sarbanes-Oxley, FINRA, FOIA, SEC, etc.
  • There are document-based workflows that can benefit from automation
  • Users need to view files without installing software licenses (like DWG, VSD or  PSD)

If you already have a database or business app that you use to search for records, and that application has the ability to store or link external documents to those records, this is usually the best choice.

If your business application doesn’t have document management capabilities, there are integrations that can overlay a button or hotkey that lets users open associated files from any screen.

If your business has many different types of documents spread across multiple departments that use different applications, and they sometimes need to be able to access each others’ documents, then a central repository is the better solution.

Cloud Storage platforms like Google Drive, Box and OneDrive provide low-cost, secure online storage that makes it very easy to share documents worldwide on any device. However they don’t have the ability to do field-level indexing to allow for more granular searches, lack the compliance tracking features of a more robust DMS, and don’t have integrated viewers that can display some of the less common file formats without having the application installed.

Find Out More

Read more about Affordable Document Management solutions with SimpleIndex.

Check out our How to Scan Documents for a detailed guide to creating scanning and retrieval systems.

Download SimpleIndex Now

Our Professional Services department can help you with every step of our project, and often have you up and running in just a couple of hours.

Please Contact Us to schedule a demo or ask us any questions you have!

 

KB Articles for Document Management

  • Oracle database is slow to respond
  • What is Document Imaging?
  • Using alternate database schemas
  • Multiple Sort Fields on Search
  • Access Database Connection String
  • How do I delete an image and it's database entry?
  • Is it possible to search for and retrieve documents with Windows desktop search?
  • Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
  • How do I use the Media Wizard to create searchable DVDs or thumb drives?
  • How do I export index data to a database?
Contentverse, Document Imaging, Document Management Software, Document Retrieval, Full Text Indexing, Paperless Office, PaperVision, PDF Archive Scanning Software, Personal Document Management, QuickBooks Document Management, Search, Unattended Processing
ContentverseDocument ImagingDocument Management SoftwareDocument RetrievalFull Text IndexingPaperless OfficePaperVisionPDF Archive Scanning SoftwarePersonal Document ManagementQuickBooks Document ManagementSearchUnattended Processing
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MS Office & PDF Text Parsing

Tuesday, 03 October 2017 by dwilder

Office Videos | PDF Video

The template and dictionary matching capabilities of SimpleIndex‘s OCR function can be used to extract index information from the text of existing MS Office and PDF files, or any file with an accompanying TXT file. SimpleIndex® will search the document for matches on unique patterns and value lists, then index the document with the matching data. Zone coordinates can be set to limit the search area to pre-defined regions on standard forms. The result is a fully automated indexing and renaming process for all your electronic documents!

Using existing text, SimpleIndex can index and rename hundreds of files each minute and achieve perfect accuracy. These files can then be quickly searched with SimpleIndex Retrieval, SharePoint and Google search engines, or uploaded into your company’s document/content management system or custom business applications.

Enhanced Text Parsing & PDF Support

PDF Form Read Write DataMS Office and PDF text parsing features are now included in the Basic version of SimpleIndex, making it much more affordable to enable automatic document sorting on the desktop. Additional Office and PDF features include:

  • Convert any MS Office, HTML, XML and image files to PDF before processing
  • Read and write password protected PDF file
  • Searchable PDF output (Image + Hidden Text)
  • Interactive template builder and tester
  • Easily select PDF or PDF/A output format
  • Native PDF viewer and auto-repair of problematic PDFs
  • Read data from PDF forms
  • Populate blank PDF forms with index data

Batch Convert Office Documents to PDF

If you have Microsoft Office or OpenOffice installed, you can use SimpleIndex to automatically convert MS Office documents to PDF files for archival. PDF files are better for archival than editable formats like Word and Excel. They can be annotated, encrypted, searched and viewed with free PDF readers.

There are many free applications that let you convert documents to PDF one at a time. SimpleIndex lets you convert thousands of files at once while it also extracts data from the text for indexing or data entry automation. This feature is ideal for migrating or archiving Office documents to SharePoint, document management systems and custom web applications.

Quickly Organize Any File on Your Computer

SimpleIndex lets you process any type of file on your computer. If an OLE-enabled viewer is installed, SimpleIndex will display the document on the screen. Other documents can be opened automatically in their default application when they are indexed. Quickly type index field data that can be used to reorganize the files into subfolders and structured filenames for browsing and searching on your network, or uploaded to your document/content management system or custom business application.

If the file has an accompanying text file (*.TXT) with the same name, the text in that file can be used for index field extraction, fully automating the process.

Viewing & Indexing MS Office Documents

SimpleCoversheet Barcode Indexing CoversheetsSimpleIndex features full support for viewing and editing MS Office documents (Word, PowerPoint and Excel) on computers with or without MS Office installed. The full application interface is displayed within the SimpleIndex viewer, letting users view the full content of the documents, edit them with all the features of MS Office and save the changes. Modify privileges can be denied using Windows file security or by the SimpleIndex administration wizard to keep out unauthorized changes.

If MS Office is not installed, SimpleIndex can open and display them in the built-in viewer in read-only mode.

KB Articles for MS Office & PDF Text Parsing

  • Change the Dictionary Separator Value
  • Regular Expression (RegEx) - Syntax or Type
  • Check and Repair All PDF Files
  • Keep Pages in Original Order when Bookmarking
  • Do Not Combine Pages to 1 Bookmark
  • Can I split a PDF based on bookmark values?
  • Is it possible to search for and retrieve documents with Windows desktop search?
  • Can SimpleIndex read bar codes from existing PDF files?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • How do you configure OCR to read index information from MS Office or PDF documents?
Automatic Data Capture, File Indexing, Microsoft Word Data Extraction, MS Office, Office PDF Document Indexing, Office PDF Text Processing, Office to PDF, Paperless Office, PDF, PDF Archive Scanning Software, PDF Barcode Recognition, PDF Data Extraction Software, PDF Forms, Text Processing, Unattended Processing
Automatic Data CaptureFile IndexingMicrosoft Word Data ExtractionMS OfficeOffice PDF Document IndexingOffice PDF Text ProcessingOffice to PDFPaperless OfficePDFPDF Archive Scanning SoftwarePDF Barcode RecognitionPDF Data Extraction SoftwarePDF FormsText ProcessingUnattended Processing
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