Capturing documents is only the first step. All incoming content must be classified and indexed in order to be effectively processed or stored. In other words, the system must identify what the document is – a resume, an invoice, etc. – and then choose the information it will use to search for the document later – customer name, company name, date and so forth.
While it takes seconds to scan a document, it can take minutes of work per document to index. Often, a person must view each document to determine the retrieval terms and then manually type them into the system. Bottleneck city.
It’s also essential that these values are accurate, otherwise documents will be misfiled and can delay business processes later on.
The time it takes to index the documents and verify that the values are correct can make this the most costly part of the entire process.
Barcode recognition servers
Even with a highly skilled workforce, manual document indexing is labor intensive, costly, and error-prone.
Hyland solutions can use bar codes to automatically separate, classify and index your organization's scanned business documents – reducing manual data entry and user errors.
Do you need to classify and index your scanned documents without spending hours on manual data entry? Would you like to accurately capture all information that is necessary for indexing directly from line of business systems with just a single click?
Hyland solutions create bar code cover sheets, which significantly reduces the costs and delays of manual rekeying. Data entry errors disappear and you accelerate business process cycles.
Autofill keyword sets
Even if your processes require you to manually enter some index values, autofill keyword sets can dramatically reduce the time spent indexing your documents. Often, you will find documents with similar keyword values – like when multiple documents relate to a single customer. Each document may share similar indexing values, such as customer ID, name, ZIP code and telephone number.
Once you enter these values into one of your systems, your Hyland solution can reuse them during the indexing process of subsequent documents. Instead of typing the same values again and again, you need only enter the first unique value and the solution will automatically fill in the rest.
Learn more about Hyland document scanning solutions now.