High Volume Scanning

Scanning departments and service bureaus that process thousands of pages daily can realize significant time and cost savings by using the most efficient Job Settings in a multi-user workflow.

Scanning

The most efficient scanning process is one that keeps the scanner running at its rated speed as much as possible. Time spent waiting for the software to process or save images, reloading the hopper, or anything else that stops the scanner, should be minimized.

SimpleIndex is able to perform barcode recognition and image clean-up in real time during scanning using the process images while scanning option.

SimpleIndex will also scan directly to the designated Output folder as long as there are no OCR options enabled, Autofill or other calculated fields, Database or SharePoint exports.

Enabling any of the following options will prevent direct scanning and require the Processing and Export steps that will stop the scanner. If they are needed, a second Job File should be used to perform the Processing step.

• OCR
• OMR
• Rotate Even or Rotate Odd pages
• Autofill fields
• Autonumber fields (except increment by batch)
• Database exports
• Page splitting
• Append to Start
• Log Files should be disabled
• Pre-Index Batch should be enabled

For optimal efficiency, use Barcode or Fixed fields to generate the scan filenames automatically so nothing needs to be keyed in by the scanner operator. But manual fields can be quickly entered before scanning if needed and used to generate the folders and filenames.

If the Output settings are configured to Append to End, a multi-page file will be created for each batch or barcode value.

Set it to Numbered 1-Page Files to create a separate file for each page.

Processing

Use a separate Job File to perform OCR, Autofill, Database exports, and other functions that require the processing and export stages.

Use Server Processing to fully automate this stage and run it in the background on a server.

If you don't have a server license, or need to perform all of the stages on a single workstation, you can run the processing step in a second SimpleIndex window while you continue scanning. You can also configure the Post-Process function to launch the processing job in a new window automatically after each batch is scanned.

The processing can bring over any data from the scanning step by parsing the Folders and Filenames that were created using Fixed fields.

In a multi-user workflow, the Database table used to store index values and manage batches should be populated during this step.

Quality Control & Rescanning

Use SimpleView application to load the scanned pages in a thumbnail view, with easy access to Image Clean-Up and Rescan functions. This is the most efficient configuration for high-volume processing, as it allows the QC operator to quickly load and view the images in place instead of moving all of the files during import and export steps.

Or use the embedded SimpleView viewer during a manual indexing or OCR data verification job to perform the review. This configuration is more efficient when many documents require data entry, since someone will need to look at all of the pages anyway.

Task switching between QC/Rescan and data entry is less efficient than performing each job separately. So for the highest volume and greatest efficiency it is best to separate these tasks.

If QC is being performed separately, it should be done before the Processing stage to improve the quality of the OCR results. But if performed as part of the manual indexing or data review stage, processing must necessarily come first.

Manual Indexing and Data Review

Any process that uses OCR to capture data will need a manual review step to verify the correct data was read on each document before the final output is created.

The Multiple Users page describes how you can use Folders or a Database to queue up batches for manual review and delegate them to operators.

Final Output

The export settings can be configured as part of the manual review step, or a dedicated job can run unattended and create the final output files when the other steps have been completed.

Using Server Processing to run a dedicated Export job keeps the data entry operators from having to wait for files to export before they can process the next batch. This can make a big difference if you are exporting very large files, uploading them to SharePoint or other content management systems, Imprinting, and other time consuming operations.