The simple barcode is one of the most useful tools in the automation of paper document imaging. A simple series of black lines on a page can indicate to MaxxVault Enterprise where a document starts, where it stops and identify the document. Using barcodes with your MaxxVault import process can make short work of this crucial task.
MaxxVault Enterprise can interpret barcodes in different ways. The first way barcodes can be used is to tell the system where the division between documents occurs in a stack of papers being scanned. Scanning one document at a time adds a great deal of time and labor to the act of scanning. Rather than scan one document at a time, a page with a barcode on it (either on the original document to be scanned of on a special barcode cover page) will tell MaxxVault to start a new document. All the pages scanned after that barcode will be placed into the same document until a new barcode is found, ending the current document and putting all subsequent scans into a new document.
Barcodes can also represent information on or about the document. For example, the barcode could indicate the type of document, such as an invoice, and/or the invoice number. Whether the document is from your organization or some other, MaxxVault can interpret the barcode information and place it into the appropriate index field for that document, saving you the trouble.
When indexing information captured from the barcode is paired with MaxxVault Enterprise’s database look up feature, document indexing is simplified even further. When the information captured from the barcode is entered into the appropriate index field, MaxxVault can initiate a search in the business database to match that data and then bring back the other associated pieces of information to complete the indexing. For example, the invoice number, contained in a barcode, can be matched to the account in the database, pulling associated information that will auto-populate the other index fields. This auto populated data could be: purchase order number, customer name, order date, salesperson, etc. Using barcodes with MaxxVault can initiate the complete automation of the indexing process!
MaxxVault Enterprise barcode reader makes the simple task of scanning and indexing documents even easier. Whether the document originated from your company or not, MaxxVault can use the barcode on the documents for identification, indexing and even route it to the appropriate folder. Filing a document was never easier thanks to MaxxVault.
INFORMATION CAPTURE Content enters an organization in many ways: paper, e-mail, system-to-system transactions, spreadsheets, paper and electronic forms and even text messages. MaxxVault features built-in components to capture, scan, retrieve or integrate with any content-producing system.