Andrew Wade

Drowning In Paper: Introducing Batch Scanning

Blog Post created by Andrew Wade on Oct 20, 2017

The Scenario:
When people think of scanning they often think of piecemeal scanning, that is scanning each document separately. The issue here is scanning devices and MFD’s have the capacity to scan many documents at one time and very quickly.
In this issue, we look at how to achieve batch scanning – being able to conveniently scan multiple documents in the one quick session and at the full rated mechanical speed of the document feeder.
The problem:
When scanning a large batch of documents, users are faced with the problem of having to separate batches manually, run each document individually, label each accordingly, and route each document to its appropriate location. As you can tell, this is very time consuming and outdated practice, but is a fundamental way that many companies do business. Umango’s batch separation option has an embedded solution that helps separate large batches in a variety of ways as seen below

  1. Based on Number of Pages

Users can set up documents if there are a specific number of pages so that if each batch has an identical number of pages, you can set the batch to separate after a specified number of pages has been processed.

  1. Barcodes

Using Barcodes is an effective tool to recognize, manage, and categorize each document based on the barcode on the coversheet of each batch. Barcodes can be set for automation when reading each batch to without any user intervention can send documents and batches to their proper location by just the barcode that has been assigned to each batch.

  1. OCR text on first page

Optical Character Recognition has the flexibility to dynamically seek key words or phrases to determine when to separate documents (we call this smart seek). Using OCR document separation can smart seek a client name, titles and so on, helping the user automatically separate documents, as well as allowing for manual intervention if the confidence levels of finding that key word or phrase were not met.

  1. Separation Sheets

Umango separation sheets are an easy to use document separator that can be slipped in-between documents and once scanned, automatically separates each accordingly. Unlike most batch separating features that make you go out and purchase them, Umango has created a tab that allows users to print as many separator sheets as needed at no cost. With companies that process high volumes of documents, separation sheets can get lost in mountains of papers. To avoid this, Umango recommends using different colored separator sheets to quickly locate and remove separator sheets after scanning.

  1. Automatic Document Recognition (ADR)

ADR is a cool feature that analyzes each sample coversheet, and being able to read the structure of that document and separate based on how similar the document is to the sample. This can be set to levels of confidence and thresholds that must be met for the document to separate making it flexible on how similar or different the page can look for it to automatically separate.
If you really want to get sophisticated you can even use ADR to separate mixed document types in the one batch and route them to various scanning jobs for different processing.