Barcode Automation for Document Indexing

Indexing large batches of documents can be time consuming and cumbersome, not to mention usually unnecessary. Barcode Automation for your capture process can eliminate a huge majority of document indexing, giving your team the ability to focus on higher priority activities and tasks. RPI’s John Marney and Michael Hopkins share some of our tips, tricks, and best practices for incorporating barcodes into your document prep and capture processes.

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John Marney:

Hello and welcome to another RPI Consultants webinar Wednesday. Today our topic is automating and document indexing and separation by using barcodes. A few things real quick before we get started. The side deck and of course the video of this, so the recording of this presentation, will be made it back over to you after we are done. If you do have any questions around this topic or really anything else, please use the questions window incited the GoToWebinar pane to submit your questions and we will answer those as soon as we’re done.

Finally, if you have any ideas on any content that you would like to see presented on by RPI, please let us know. You can use the questions pane there or, you know, send us an email and we’re happy to put something together. Even if you just want some general life advice.

Michael Hopkins:

That’s right. There we go.

John Marney:

So, today, of course, as we said, our topic is a barcoding. Next month we have two webinars queued up. In the morning where you have a session with a couple of our project managers around to our updated project delivery methodology. But in the afternoon we’ll be discussing some topics around accounts payable reporting.

As many of you probably know, my name is John Marney, I’m the manager of solution delivery on this team. I have many years of experience in ECM and OCR space from design through software implementation. Most of my background is in back office with health care organizations. Primarily that’s going to be accounts payable solutions, certified in many products including OnBase and Kofax TotalAgility. And I will be a first time father here in a few short weeks.

Michael Hopkins:

We’re all excited for you, John. I’m excited for you John. My name is Michael Hopkins. I’m the marketing corporate communication manager for RPI Consultants, specifically the content process automation practice. I’m an old school Perceptive guy, for any of you that had been around perceptive software for a long time. I had been specialized in clinical healthcare solutions, did a lot of the solution design, sales support, that kind of thing. I am absolutely a proud Kansas Citian, and if you are familiar with the area at all, I am a total midtown snob.

John Marney:

He won’t even visit my house.

Michael Hopkins:

No. Way too far south. Gonna be looking at the agenda today. Before we get started in talking about the barcode solution, we’re gonna talk to you just a little bit about RPI Consultants for those of you that maybe don’t know who we are, and then we’re going to jump straight in. And when we start talking about automating, document indexing, separation, those types of things, we want to first talk about some of those areas where those are really going to make an impact. And so what we’re talking about is areas of high volume or large batch document scanning and indexing. After that we’ll talk to you about what implementing a solution looks like, some of the choices that you’ll have to make, some of the considerations there. And then we’ll follow that up with some larger considerations in the context of your bigger solution of technical architecture before closing up with summary questions.

So a little bit about RPI Consultants. RPI consultants is a professional services organization. We specialize in enterprise technologies. We’re preferred partners with Hyland, Kofax, and Infor Lawson, which means that we’ve got an entire team of people dedicated to software solutions such as a Perceptive Content, formerly ImageNow, OnBase, Brainware and a whole slew of Kofax products including KTA, RPA, all those types of things.

We’ve got now, actually, almost a hundred full time consultants, project managers, technical architects, with offices located in Baltimore, Tampa, and John and I are here in Kansas City, as I alluded to a little bit earlier.

So, getting started. Again, what we want to talk to you about first is where does barcode indexing and separation really provide you some value. Where you’re going to get a return on investment there. And what we’re talking about, typically, in those types of situations are high volume, large batch, scanning, and indexing, areas. And so when we talk about what the requirements look like in those areas, basically that’s exactly it. We want to capture a huge amount of documents, typically those are large batches with multiple documents within them. We need to capture them, whether they’re physical records and documents, or they’re imported maybe from an MFD scanning locally, regionally, nationally, internationally, or even importing digital forms.

But the point is to bring all of those, all that content, and all of those batches into the system, separate those into the individual documents and then take those documents and indexing them to the keywords that’s going to be relevant.

The main challenges and issues when we talk about these high volume, large batch areas, is it comes down to two things: time and resources in accuracy and efficiency. Regarding time and resources basically just takes a long time to collect those documents, sort them, separate them, get them scanned in, and then once they are scanned in, you still have to go sort of page by page or document by document, indexing them to your host system. And that takes a lot of time. The more time people spend doing that sort of all day long, yes, they get very good at it, but they’re also going to be more prone to mistakes. And so we want to talk about accuracy and efficiency here, and the fact that we want to make sure that we’re making fewer errors.

Some of the things that contribute to that as well, illegible scanned documents, if those were being brought in that way. And then all of that is within the constraints of maybe having to meet some service level agreements that your department has, your organization has, or depending on who you are, hospital health care, that type of thing, is actually mandated by regulation.

Kind of already mentioned a couple of these as we’re talking through it a little bit. But the common functional areas where we see barcodes really making a difference in some of these large volume, large batch areas, is listed here. First being medical records, and we’re talking both patient registration and post discharge scanning. Patient registration being the point of capture for outside medical records, consents, those types of things. The post discharge scanning being even more so. As a patient stays longer in a hospital they collect more documents and your medical records, HIM folks are responsible for having to scan all of that in, index it, and then quickly make is available to the doctors.

Another area is your human resources or employee records. Like human resources departments right now, we’re looking at the cost that they’re spending to support offsite storage, file pulls, that type of thing. So employee back scanning is an area where if you go and implement a barcode strategy, they can really help get those documents indexed and captured faster.

Additionally, employee benefit forms for current employees. When employees are hired and they’re going through the onboarding process, a lot of forms related to benefits. And so if we can get some barcodes on there, obviously that helps get them in faster.

Student records is a little bit similar in the sense that a lot of universities and colleges are paying for offsite storage. At some point you’re gonna want to capture those into a software solution to stop paying for those storage things. Barcodes again, can help you with that back scanning.

But they can also be used to help out with different areas like financial aid application, student employment, those types of things, again, where there are a lot of records they are going to have to capture and index very quickly.

And then finally, th