Document scanning

High volume batch scanning

With batch scanning, a large number of documents are scanned without interruption. Powerful document scanners can be fed with several hundred documents and the PixEdit applications ensure processing according to the configured setup.

A well-designed automatic batch scanning system will save the business resources and be less vulnerable to failures.

Separation and indexing

Scanning many documents as one batch, one usually gets one single, big file back from the scanner. You need a way to automatically identify each document and divide the batch into separate files.

Barcodes and QR codes

Applying a barcode on each document in the batch is a very effective method for both separation and identification.

Filenames

In its simplest form, the barcode contains just a filename to be used when saving the document. Your document management system can then easily pick up the uniquely named documents after the batch scanning and processing is done.

Barcodes can also contain more information than just a name. It could be folder names, which is useful if you want to automatically put your documents in different categories.

Metadata For more advanced document workflows, where extensive metadata tags for each document are required, matrix barcodes are used. These can contain a lot more information, take up less space and are much more secure than traditional linear barcodes.

Barcode support in PixEdit

Linear (1D) barcodes: Code 39, Code 128
Matrix (2D) barcodes: QR-codes
Barcodes on separate sheets or small stickers
Separation sheets with barcodes can be printed out from PixEdit®
Individual barcodes with metadata for each document
Auto-numbering of documents using the same barcode

Other separation methods

Simple separation sheets

If you just need a simple and quick way of just separating the documents in a batch, you can use a general separation sheet included with the PixEdit® software. To be able to identify each document after the scanning, you specify a common filename for all the documents and a count number will be automatically appended during the automatic separation process.

Highlighter pen, yellow marker Another quick way of separating and naming documents in the batch is to use a yellow marker pen to highlight some text on the first page of each document. The highlighted text will be used as the filename and can be used to index it in the database afterwards.

Page intervals

If the documents in the batch are always the same number of pages, you can just set a fixed interval to separate them. A common filename and auto-numbering is used to identify each document.

Improvement and optimization

Through advanced cleanup and image enhancement operations, the documents are improved and the file size is optimally compressed. The quality is preserved while the size is reduced and requires less storage space.

More about optimization

Data extraction

Retrieve data from existing files or during document scanning. The data extracts can then be used for registration in a system application.

More about Data extraction

OCR

Advanced OCR technology (Optical Character Recognition) turns text in images and scanned documents into digital text. This provides searchability and the possibility to reuse text.

More about OCR

Scan to PDF and PDF/A

With PixEdit document scanning, the scanned documents can be saved to current requirements for various PDF versions.

PDF/A is a file format that is specialized for the long-term preservation of electronic documents. The format ensures that all necessary information is included to reproduce the document exactly as the original in the future, on all systems. PDF/A is now an ISO standard recommended by public archive authorities and archiving companies worldwide. Compared to standard PDF, PDF/A is much more restrictive. This is to ensure that the document is completely preserved in the file.

Advantages of PDF/A

All used fonts are included in the file: the text will always appear as original
Platform independent: The documents look the same regardless of device
Text search: Scanned documents can be made searchable (OCR)
Colors are clearly defined and preserved
Metadata (information about the document) in a mandatory standard format

System integration

PixEdit software is used with a wide range of document management systems and applications. Many alternative integration options provide flexible setups for easy and good integration for the delivery of scanned documents directly to the system.

More about system integration

Document Scanning