Document Digitization Using Color-Alphanumeric Label Encoding
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Solution Overview
Problem
Current methods for converting paper-based records to digital format, such as manual transcription and scanning, are prone to errors due to manual entry of identification numbers, especially when dealing with large collections of records like patient or client data, which can lead to misfiling and incorrect association with electronic systems.
Innovation Solution
A method utilizing redundant encoding of patient identification on folder labels using a combination of alphanumeric characters and colors, where each character is associated with a unique color, allowing for accurate extraction and verification of identification information during the scanning process, enhancing reliability and reducing manual errors.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Extent of automation
If manual transcription or scanning is used to convert paper records to digital format, then the conversion process can be completed, but errors occur due to manual entry of identification numbers
Solution Approach 1:
The patent replaces manual mechanical entry of identification numbers with an automated optical scanning system. The scanner captures images of folder labels and automatically extracts identification information, eliminating manual typing errors while maintaining high accuracy through optical recognition technology.
Solution Approach 2:
The patent creates digital copies of folder labels through scanning. Instead of manually transcribing identification numbers, the system captures visual copies of the labels and processes these digital images to extract identification information, reducing human error while maintaining accuracy.
2Productivity
If manual entry of identification numbers is performed, then the scanning process can proceed, but extra effort must be expended to ensure proper association
Solution Approach 1:
The scanning system performs self-verification by automatically extracting and validating identification numbers from scanned folder labels. The system independently verifies the accuracy of extracted information without requiring manual intervention, thereby maintaining high productivity while eliminating verification time losses.
Solution Approach 2:
The system incorporates feedback mechanisms where the extracted identification information is automatically checked for consistency and accuracy. This feedback loop allows the system to self-correct errors and ensure proper association of records without requiring additional manual verification time.
3Reliability
If redundant encoding with colors and alphanumeric characters is used on folder labels, then identification accuracy is improved, but the complexity of the encoding system increases
Solution Approach 1:
The patent utilizes color coding as part of the redundant encoding system. Folder labels incorporate colored elements that correspond to identification information, providing an additional visual dimension for accurate identification. The scanner captures these color variations and translates them into digital identification data, enhancing accuracy while keeping the encoding practical.
Solution Approach 2:
The encoding system combines multiple encoding methods (alphanumeric characters and color coding) into a composite labeling system. This composite approach provides redundant information through different modalities, improving identification accuracy while the integration of these methods into a unified scanning process manages the overall system complexity.
Applied Scientific Principles
This section explains which scientific principles are used to turn an abstract innovation direction into a practical engineering solution.
Function Achieved in This Case
This approach ensures accurate and reliable identification of record sets during digitization, minimizing misfiling and increasing the efficiency of transferring paper records to electronic systems by using redundant encoding that can be recognized through optical character recognition and color analysis.
Implementation Method 1
A scanner is used to scan a container to produce an image thereof. The alphanumeric data and color data on the label are extracted from the image.
Data Source
AI summary
A method of scanning a set of documents in a container such as a file folder or storage box where the container contains a unique label containing identification associated with the documents in the container. The label comprises both alphanumeric characters and color information where each character is associated with a particular color. By scanning the container and analyzing the image of the container the unique identification can be retrieved with increased reliability by using both the color and alphanumeric information.