Naming the scanned file by barcode makes document easy to find

Have you notice that there are more and more documents containing barcodes? Do you know what does those barcodes mean? According to the explanation of Wikipedia, traditional barcodes systematically represent data by varying the widths and spacings of parallel lines. Therefore, barcodes are actually used to manage the documents or forms, and are widely used in documents such as logistics forms, medical records, production process history, contract/management reports, and book/mail management. The reason why barcode is convenient for file management is that its high reliability–the accuracy rate far exceeds the manually key-in; the high efficiency–the reading speed is fast; the cost is low and it’s easy to make. A set of barcode represents a case, which is very convenient for tracking and management.

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Well, we all know the convenience of barcode, and how important barcode is to the management of files or forms. The next step is what we are focus on, in order to facilitate archiving and searching, we will further digitize these barcoded documents or forms into electronic files by scanner scanning. Should we use barcodes to manage the scanned documents? It truly makes sense, right?! At this moment, we will face a problem. Traditional scanning software names the file by date and time. Or the filename will be the combinations of prefix/suffix and the serial number. If you want to change the filename to barcode, you have to open each file then manually modify the filename. It not only takes a lot of time, but also errors can be easily made. Because of the typing error, you may not find the correct file when necessary, it’s really very inconvenient.

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Plustek is very thoughtful to notice this difficulty. We’ve recently launched a new scanning software DocAction II, which can directly set barcode as the filename. DocAction II can recognize various kinds of barcodes, including EAN-13/UPC-A, UPC-E, EAN-8, Code 128, Code 39 and Interleaved 2 of 5, almost all the barcodes on the market can be identified. After the scan is completed, the files under the same barcode will automatically become one file, and can be easily found later. No need to rummaging through all the files, as long as you search the barcode in the database, you can find the one you want, it’ really easy!

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2 thoughts on “Naming the scanned file by barcode makes document easy to find

  1. Pingback: Full text search examines ALL of the words in the scanned document!

  2. Pingback: Multiple file naming formats help you classify the scanned file as soon as you see it!

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