Automated Document Batch Processing with OCR Indexing
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Solution Overview
Problem
Conventional document management systems are time-consuming, costly, and lack real-time synchronization and security during document scanning, processing, and retrieval, especially when dealing with large volumes of paper-based and electronic documents.
Innovation Solution
A computer-implemented system that manages documents by creating batches, prioritizing scanning through external triggers, enhancing image quality, indexing, and securely storing documents with real-time synchronization, allowing for easy retrieval and generation of management reports via email/SMS.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Productivity
If conventional document management systems are used to scan and process documents, then documents can be stored and retrieved, but the process is time-consuming and lacks real-time synchronization
Solution Approach 1:
The patent replaces manual document handling and mechanical scanning processes with an automated optical character recognition (OCR) system. The scanner captures document images and the OCR engine automatically extracts and digitizes text content in real-time, eliminating the need for manual data entry and significantly reducing processing time while maintaining high productivity.
Solution Approach 2:
The system implements self-service functionality where the document management system automatically performs scanning, OCR processing, indexing, and storage without requiring manual intervention at each step. The system synchronizes data across multiple devices and platforms automatically, enabling real-time access and reducing the time loss associated with manual document management operations.
2Ease of manufacture
If manual sorting and scanning of documents is performed, then documents can be organized, but the process is costly and tedious
Solution Approach 1:
The patent replaces manual sorting and organizing operations with an automated OCR-based document management system. The system automatically extracts text from scanned documents, indexes the content using keywords and metadata, and organizes documents into digital folders and categories, making document organization extremely easy while managing the complexity through integrated software algorithms.
Solution Approach 2:
The system creates digital copies of physical documents through scanning and OCR processing. These digital replicas can be stored, searched, and managed electronically, eliminating the need for physical sorting and handling while maintaining full accessibility and organization capabilities through software-based management systems.
3Adaptability or versatility
If documents are transferred between systems, then data can be shared, but security is compromised
Solution Approach 1:
The patent creates secure digital copies of documents through OCR processing and stores them in a protected database. The system enables sharing and transfer of these digital copies across multiple platforms and devices while maintaining security through controlled access permissions, encryption, and audit trails, thus providing both adaptability for sharing and reliability for security.
Solution Approach 2:
The OCR-processed digital text serves as an intermediary layer between the original scanned document and the storage/retrieval system. This intermediary format enables secure transfer and sharing while maintaining the ability to verify document integrity and control access permissions, balancing versatility of transfer with reliability of security.
4Ease of operation
If searching and tracking of documents is performed in conventional systems, then documents can be located, but the process is tedious
Solution Approach 1:
The patent replaces manual searching and tracking operations with an automated OCR-based search system. The system extracts text content from all documents and creates an indexable database, enabling users to search for documents using keywords, phrases, or metadata. This automated search mechanism dramatically improves ease of operation and reduces search time compared to manual browsing or basic file naming conventions.
Data Source
AI summary
A computer implemented system and method for managing a stack containing a plurality of documents. The system scans and manages documents provided by the users in form of batches. Multiple users can provide the documents to be managed in form of a stack that contains the documents separated by separating pages and submission forms. The submission forms are then identified by the system to identify the batches and allot track numbers to the identified batches for future reference. Documents within the batches are identified by the separating pages and are allotted barcodes for identification. These documents are scanned and processed to obtain quality checked images of the documents which are then stored in a central repository. The system allows the users to change/set prioritization of a request or document type and also allows automatic indexing, routing of the transactions, processing, quality checking, and modification in the scanned images.