The DocuWare RECOGNITION module uses Optical Character Recognition (OCR) and bar code recognition to extract information from a document to populate the indexes automatically and reduce or eliminate the need for manual entry of indexes – improving both the speed and accuracy of document storage.
Recognition allows OCR to be used on scanned documents and their content cut and pasted into indexes. Any document with a pre-defined format can be recognised and their content mapped to automatically populate an index value. Barcodes can be read and used as unique indexes for documents and identify the start and end of multi-page documents.
Some examples are detailed below:
Fast Purchase Invoice Storage
To store incoming purchase invoices, start by sticking barcode labels on each invoice in the batch and scan them into DocuWare. Where an invoice is more than one page it will be grouped together since DocuWare knows that a new invoice begins only when it reads a barcode.
RECOGNITION places the scanned documents into the appropriate user basket for onward processing (say the accounts clerk). DocuWare uses the bar code as the unique reference for the invoice.
The accounts clerk clicks on each invoice in turn and adds additional indexing information that is likely to include supplier name, invoice number, amount etc. When a value that DocuWare recognises is entered (say supplier name) it can access either its own databases or third party databases (say the accounting system) and bring out additional useful indexing information such as the purchase ledger account number.
The accounts clerk can cut and paste from the invoice image (using OCR) to make the entry of the indexes error free.
On completion the document information can be fed back into the accounting system updating the purchase ledger with the new invoice.
Signed Delivery Notes are Returned from Customers
The format of the delivery note is known so it can either scan the document for a valid delivery note number or it looks for a pre-printed bar code version of the delivery note number. This identifies the document which can then scan the completed delivery note into DocuWare and make it available for users to view.
It might be linked to the accounting system so that when you drilled down on a customer delivery note it automatically displayed the completed (and signed) delivery note which could then be printed or e-mailed as required.
