Use Barcodes to Transform your Document Management System

Document management is critical for businesses dealing with a lot of paperwork daily. A robust document management system deploys different technologies to help organize and manage documents in a better way. While every document management solution offers a document scanning module for quick data capture, leading ones use modern-day technologies to provide a seamless experience. Barcode recognition is a technology that can transform how you manage documents. If you haven't implemented it into your workflows, you should do it soon.

Quick Introduction to Barcode Technology

Barcodes are ubiquitous. They are present on every product label, magazine, book, and whatnot! Barcodes are a way of representing visual data in the form of lines, bars and spaces. They can be majorly divided into two types, one-dimensional barcodes and two-dimensional barcodes. Different barcode types are used in various industries for quick information retrieval, lesser errors, time savings, better security, and much more!

Using Barcode Technology for Document Management

Document management solutions are evolving with time and changing trends. As the use of mobile phones grew, mobile web capture has become imperative for most organizations. Every smartphone with a good camera can act as a mobile document scanner allowing you to capture data on the go. Similarly, you can use a mobile device's camera to read barcodes anywhere, anytime.

• Quick Access to Information: The older methods of retrieving documents from archives are time-taking. Barcodes on digital copies allow you to get immediate access to information. All you need is a mobile device with a camera and a barcode-based document management solution, and you can quickly scan barcodes on the go.

With modern-day technologies, such as Optical Character Recognition (OCR), data retrieval becomes even faster as it allows you to search documents quickly by entering relevant keywords.

• Reduced Workload: Instead of manually entering information, you could easily find details such as the contact details of the document owner by quickly scanning the barcode.

• Better Security: Digital document management is already more secure than paper-based document management systems. Barcode technology further helps reinforce security levels for robust document management. Barcodes such as dynamic QR codes can be easily updated when required. You can approve and control the distribution of information and disable or enable permissions anytime. No need to update info on every record!

• Fewer Errors: Manual data entry is prone to errors. Barcode recognition technology reduces the need for manual data entry as you no longer need to feed information manually. Use your smartphone to scan the barcodes and copy the results wherever required. Hence, lesser errors and better results.

• Improved Productivity: Most companies are now adopting mobile web capture to eliminate the need to download special apps and perform data capture quickly. It saves a lot of time and effort. The same applies to barcode scanning. You can read barcodes with your smartphone to get instant access to information. As you don't have to spend time on manual data entry, you can focus on other critical tasks that help boost productivity.

Building a Barcode-based Document Management System

Do you want to add barcode scanning functionality to your document management system but don't know where to begin? Well, here's an easy way to do that! Instead of performing coding from scratch, try a barcode scanner SDK. It will let you build a barcode scanning module for your document management system using just a few lines of code.

Let's take a look at some of the most exciting benefits of a barcode scanner SDK.

• Easy Implementation: With a few lines of code, you can embed barcode scanning functionality into a new or existing app. You don't have to follow hundred-page steps to prepare your barcode reading module. This is why most organizations opt for barcode scanner SDKs over building a module from scratch.

• Customization Capabilities: Off-the-shelf barcode scanning solutions come with a certain set of features that may or may not cater to your specific business requirements. Choosing a barcode reader SDK gives you the liberty of customizing features critical to your organization.

• Time Savings: With a barcode reader SDK, you don't have to spend days cracking the code. It's already done for you. The quick integration process saves time, and you can get a barcode-based document management system in a short interval of time.

Pro Tip!

While looking for a barcode reader SDK, do not forget to make the most of online demos and free trials to understand the features and functionalities in a better way. You may compare different options to see which one suits your business requirements the most!

• Technical Guidance and Support: When you choose a leading vendor, you will receive technical guidance. Be it with the implementation process or understanding certain features, the technical experts will be at your disposal to make things more transparent and easier for you. You just have to be mindful while choosing the vendor.

Barcode technology is advantageous in so many ways. That is the reason why its usage is only growing with time. Integrating barcode recognition into your document management system can prove to be a game-changer for your business.