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PRODUCTS AND SERVICES -> DOCUMENT SOLUTIONS -> CAPTURE AND INDEXING |
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TokOpen Sorting Office removes the paper chase and protects documents immediately by indexing and importing documents captured by image scanners, digital copiers, network scan servers, or a combination of each. Sorting Office helps manage the transfer of these documents to other employees anywhere in the organization for indexing between departments, even between remote offices.
Sorting Office reduces manual indexing by obtaining index information already keyed into other systems. It uses the fast and accurate DOKuStar family of OCR and ICR engines from Océ to automatically identify and index documents. Sorting Office reads bar codes, checks boxes (OMR), machine print (OCR), and handwriting (ICR) directly from the scanned documents to reduce the need for manual indexing.
6 steps to capture and index your documents
Sorting Office manages the capture and indexing of your documents in steps, each designed to significantly reduce both the time and employee costs required.
Step 1: Capturing Your Documents is the process where your documents are converted from paper into digital images. Quality control is maintained by numbering each captured batch, while the fixed batch size option prevents miss-feeds going undetected.
When it comes to flexibility it does not get better than Sorting Office's ability to configure a Scan profile to manage every possible capture option.
- Capture a single Document Type and import the documents into a single TokOpen Folder.
For example: Survey Forms imported into a single Project Folder.
- Capture a single Document Type and import the documents into multiple TokOpen Folders.
For example: Purchase Invoices imported into Suppliers' Folders.
- Capture multiple Document Types and import the documents into a single TokOpen Folder.
For example: Employee documents imported to an Employee Personnel Folder.
- Capture multiple Document Types and import the documents into multiple TokOpen Folders.
For example: Credit Notes, Invoices, Statements, etc., imported into Suppliers' Folders.
Step 2: Quality Checking Your Documents is a manual process, which you can bypass once you are confident the images captured consistently meet your required standards. Should an image fail, it is rejected and replaced.
Step 3: Splitting the Captured Batch into individual Documents is only required if scanning double-sided or multiple page documents and involves quickly grouping the different images together to create different documents.
Step 4: Identifying Different Document Types is only required if you are processing a batch which contains different types of documents, for example Supplier Invoices and Delivery Notes. When scanning a batch containing the same type of document, Sorting Office bypasses this stage and moves directly onto the next.
If you are processing batches containing different document types you can use the Sorting Office, DOKuStar, Teleform or Eyes & Hands document identifier options, which will automatically identify each different document type in the batch.
Step 5: Indexing Each Document so it can be easily located when required by other TokOpen users. Indexing involves stamping or associating a set of indices with each document processed. Many documents, sometimes all documents can be automatically entered or checked using Lookup rules set-up by the System Administrator.
When index information needs to be read directly from the document itself, you have the option to use DOKuStar, which automatically searches for index information that is located in different areas of each document depending upon who created the document.
Alternatively, if you are processing forms, you can use Teleform or Eyes & Hands to automatically index each form.
Step 6: Importing Your Documents Into TokOpen involves automatically creating the folder, if it does not already exist, and importing the Document with indices. This can be immediate or scheduled to run at regular times.
TokOpen ERM
TokOpen Enterprise Report Manager is used to automatically capture documents and reports created by transaction systems.
Enterprise Report Manager (E.R.M.) automatically captures, indexes and imports the output from your transaction system, without ever producing hard copy.
All data is centrally managed. From your user workstation, you can search for and view documents online, exactly as if they had been printed and scanned.
TokOpen Indexer
TokOpen Indexer allows full text searches by automatically indexing the content of all documents, image and application managed by TokOpen.
Find the documents you need by searching the text contained within all your documents managed by TokOpen!
TokOpen Indexer will:
- Accurately OCR image documents
- Create an index of all text in all documents
- Provide high speed searches through Gigabytes of text
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Document Management
Capture and Indexing