Raise The Bar, Speed The Data

Why barcodes? First, barcodes deliver an extremely high degree of accuracy, routinely hitting recognition rates of 99%. Assuming that the information held by the barcode was encoded correctly, the odds are stacked in your favor that you will be able to read the code flawlessly. Second, scanning a barcode takes a fraction of a second. The alternative option of manually entering the information is considerably more time consuming, and other automated recognition technologies, such as ICR, are more problematic. Third, a barcode can be used to index data to be stored in a database, making it quick and easy to access the stored data by simply scanning a barcoded label or form.

Choosing Barcode Tools & Symbologies

Plenty of off-the-shelf capture and forms processing products support barcode recognition right out of the box. There are also barcode fonts available and stand-alone barcode recognition applications that spot, identify, read and decode common barcode symbologies into straight ASCII. However, if you plan to integrate barcoding capabilities into a custom application, you will probably need a developer’s toolkit and the help of a programmer.

Different barcode symbologies are suited to different applications. Here’s some basic advice. Code 39 (a.k.a. 3 of 9) is fine for encoding numbers and alpha characters. It is currently the most prevalent barcode symbology used in document management because it is easy to generate and to recognize. Since it uses start and end character marks, Code 39 is also a very reliable symbology. Code 128 goes beyond Code 39 by supporting the full ASCII character set.

Two-dimensional barcodes, such as PDF 417, are promising in their capabilities, but they have yet to be widely adopted. Some have been developed for specialized use, such as the bullseye-style 2-D code used by United Parcel Service. The attraction of 2-D codes is that they can encode a great deal of information — even providing a digital summary of the document or a photographic image.

Two-dimensional codes are useful if the document is being used in a context absent from a database of information that’s relevant to that document. For example, many countries are beginning to barcode passports using 2-D barcode. The code holds a digital image of the rightful owner of the passport as well as other personal data. When the document is scanned at a passport-control station, it becomes readily apparent whether the passport is legitimate.

From a document management standpoint, the greatest disadvantages of 2-D codes are that they occupy more space on a page than a conventional barcode and are difficult to read with hand-held wands. If you need documents to carry a substantial amount of encoded information, 2-D barcodes are great. However, if you merely need to identify a document for indexing purposes, a more basic symbology, such as Code 39, should meet your needs.

A 2-D Success Story

All too frequently, expense reports are typed out by employees, reviewed by supervisors and then re-keyed in accounting departments. Price Imaging in Plano, TX, alleviates this problem with A.P.–Express, an accounts payable automation solution. The software (which starts at $80,000) manages both employee expense reports and vendor invoices, and it automates the flow of data to accounting with three data collection alternatives: OCR/ICR, Web and 2-D Barcode.

A.P.–Express’ 2-D functionality offers a highly reliable way to capture complete data from a paper document. The user fills out an invoice or expense report as usual, but the software encodes all the data in a 2-D barcode. The PDF 417 barcode can capture as many as 3,000 characters of data, and is printed on a second page that acts as a document separator during scanning. InputAccel capture software from Input Software (San Jose, CA) is used to recognize the barcode on the separator sheet, validate the report and cue it to a workflow system for final processing.

Price integrated barcode functionality into A.P.–Express using the Scan Image Toolkit from Axtel (Fountain Valley, CA). The toolkit includes code for both printing and recognizing 2-D barcode in bitmaps. According to Steve Houser, president of Price Imaging, “The code provides fast performance and accurate reads.”

Houser says approximately 80 percent of the 2-D-encoded forms flow through A.P.-Express untouched, and the exceptions are usually due to report discrepancies rather than barcode errors.

Tracking Documents

Whether 2-D or linear symbologies are used, another popular application for barcodes is turnaround documents, which are mailed out to clients, filled out and returned to the sender for processing. When the completed form is returned and scanned, the barcode facilitates a quick match up with the client’s records in the company database. This expedites forms processing and reduces the need to re-key client data. The result is more efficient and less expensive document processing.

Lenders are frequently in need of just such a solution. Document Systems (DSI) of Carson, CA, distributes Doc*Magic, a combination software package and forms-processing service. DSI’s customers are mortgage brokers, banks and other lending institutions who need efficient turnaround of the paperwork needed to apply for mortgages. The software helps users create all of the forms needed to initiate a mortgage application in the borrower’s state and local jurisdiction.

Doc*Magic gives away their software for free, but they collect fees for each set of documents produced with their system. The financial institution enters or imports the borrower’s information into the software, which then dials into DSI’s computers. The DSI computer reviews the request and determines what forms will be required to process the loan in the state of origin. The system then populates the required forms, performs all the necessary calculations and returns the completed package to the lending institution’s computer — all within approximately 20 to 30 seconds. The lending institution then distributes the forms to the closing agent and/or borrower to begin the approval process.

Each form in the loan package carries a unique barcode ID. Many larger institutions use barcode readers to check in the documents, so they can quickly ensure that all the necessary forms are present and in the correct order within the loan package. If the institution scans the loan documents into an electronic imaging system, the barcodes can be used for automatic indexing.

According to DSI, the coding is sophisticated enough to let users identify revisions of particular pages of an individual loan document. This level of detail allows the institutions to track and, if necessary, retrieve revisions to loan documents with ease. Some counties are beginning to store document images instead of paper, so the barcodes also help them keep track of the forms.

Barcode tracking functionality was built into DSI’s system using the Imaging Barcode Recognition Suite from Skyline Tools (Woodland Hills, CA). They chose this toolkit because it is royalty free, which fits with DSI’s approach of giving away their software to users and collecting payment as mortgage applications are processed.

Barcoding R&D

Barcode helps track documents at Hoffman LaRoche. The pharmaceutical giant uses the Barcode Recognition Toolkit from VisionShape (Orange, CA) to encode case reports filed by physicians participating in new drug trials. The physicians fill out barcoded report forms on the efficacy of the drugs and return them to Hoffman LaRoche by fax, where they are processed through a fax server. The barcodes serve in the indexing process, helping the company cope with the large volume of reports received each day from physicians participating in tests.

Separating & Indexing

One of the most common uses of barcode is in backfile conversion and day-to-day image capture. In this context, barcodes are often printed or affixed as labels to the separator sheets placed between documents for scanning.

Developer’s toolkits make it easy to add barcode functionality to existing applications. In a project for the Minnesota Department of Health, integrator Metamor Worldwide of St. Paul, MN, used SmartScan Xpress ActiveX Controls from Pegasus Software (Tampa, FL). The toolkit was used in a Visual Basic application that drives the department’s FileNet Watermark system.

As a part of the front-end scanning process, SmartScan detects and recognizes barcodes on labels and separator sheets. The codes deliver indexing data necessary to identify and, later, retrieve documents. Metamor says it chose the Pegasus toolkit because the ActiveX controls can be integrated into an application with as few as ten lines of code.

Coding for Accuracy

Because so many documents now contain barcodes, it is common for separator sheets to use two barcodes. A customized solution met this requirement at The Borden/Hamman Agency, a wholesale life insurance broker in Dallas, TX, that brokers insurance to more than 2,500 independent insurance agents. The agency had had approximately 4 million records that had to be converted, so they contracted with Advantage Concepts, a Houston-based reseller, to configure and install a Taskmaster image/data capture system from Datacap (White Plains, NY). Advantage Concepts wrote a Visual Basic program that generated dual-barcoded separator sheets, which were used to separate the records associated with each insurance policy into meaningful batches.

The first code is a sequentially generated unique number that is assigned to a paticular client in Borden/Hamman’s customer database. The second code encodes “BHA” for Borden/Hamman Agency. This static value confirms that the first barcode is actually on a separator sheet, as opposed to a barcoded document. This prevents extraneous codes from confusing the barcode-based indexing routine.

With two operators organizing and scanning 20,000 forms per day, Datacap Taskmaster recognizes the barcodes on the image and performs a lookup against the company’s client database. This information is then combined with a case number and recognized form type to store and index the document in a Paperclip document management system. Borden/Hamman expects to complete the process some time in the year 2000.

Toolkits
AccuSoft	Westborough, MA 508-898-2770 www.accusoft.com
Product:	ImageGear 99
Description:	Complete imaging toolkit incorporating 20 functions including image display, loading and saving, cleanup, printing, TWAIN scanning, data access, format conversion, compression, etc. Options include a Barcode Plug-in that automatically reads codes at any angle in any location on the image. The plug-in supports more than a dozen linear barcode symbologies plus 2-D PDF 417.
Price:	ImageGear 99 ProGold with BarCode 1D and 2D is $3,390 plus royalties
	Reader Service Number 240 at ProductInfo
Axtel	Fountain Valley, CA 714-964-6666 www.axtel.com
Product:	Scan Image Tools 3.1 Silver/Gold
Description:	16-bit and 32-bit DLLs and OCXs support printing and reading of all major linear barcodes. Allows you to recognize color and gray barcodes as well as smaller-than-recommended barcode sizes. Gold kit supports higher processing speeds. Separate AX-5 and AX-6 toolkits ($995 each, plus licensing) handle CodeOne and PDF 417 2-D symbologies. This was one of the first products to read two-dimensional barcodes.
Price:	Silver $995/Gold $1,495
Licensing:	Per user charges of $10 (100+ users, Silver) to $895 (1-5 users, Gold).
	Reader Service Number 241 at ProductInfo
Gentriqs	Tampa, FL 877-436-8700 www.gentriqs.com
Product:	Cleqs Barcode Toolkit and Engine
Description:	Barcode recognition engine designed for C/C++, Visual Basic, Delphi or Java programming environments. Finds and reads any number of barcodes anywhere on a page. Available as DLL or Active X component, both with setup dialogs.
Price:	$1,500 for the toolkitz. The engine costs $250 (one barcode per second) to $2,500 (10 barcodes per second)
	Reader Service Number 242 at ProductInfo
GGX	Lexington, MA 781-372-1240 www.ggx.com
Product:	SeaBars Barcode Recognition Software and AutoPilot toolkit
Description:	A ready-to-use application or (DLL) toolkit for reading barcodes anywhere on a scanned image or fax. Locates bar codes at any position, angle or size. Supports 14 major linear formats plus PDF417 2-D bar codes.
Price:	The application software ranges according to the level of barcode supported, from $480 to $1,480. Toolkit licensing prices match the application prices.
	Reader Service Number 243 at ProductInfo
Kofax	Irvine, CA 949-727-1733 www.ggx.com
Product:	ImageControls 3
Description:	Complete document imaging toolkit with extensive image processing and recognition functionality including patch and bar codes. Ten barcodes are supported and you can support multiple barcodes and barcode types on the same page.
Price:	$995 to $2,995
	Reader Service Number 244 at ProductInfo
Pegasus Software	Tampa, FL 813-875-7575 www.jpg.com
Product:	Smartscan Xpress Barcode Toolkit
Description:	32-bit ActiveX control for Visual Basic, C++, Delphi and Web development environments. Automatically detects 21 linear barcode symbologies; reports barcode type, position and skew; returns barcode value; reports errors.
Price:	$499
Licensing:	$150 to $1,500 per cpu depending on speed and volume.
	Reader Service Number 245 at ProductInfo
Skyline Tools	Woodland Hills, CA 818-346-4200 www.imagelib.com
Product:	Barcode Recognition Suite
Description:	Delphi, Visual Basic, C++ and Visual C++ DLLs (and soon ActiveX) that will spot and read multiple barcodes in any location on the page. Supports 17 leading linear symbologies.
Price:	$1,999
Licensing:	Royalty free.
	Reader Service Number 246 at ProductInfo
VisionShape	Orange, CA 714-282-2668 www.visionshape.com
Product:	VisionShape BarCode Recognition
Description:	Available as an end-user application or developer’s toolkit, BarCode Recognition lets you process images containing barcodes anywhere at any angle. Available in 16- and 32-bit DLL, VBX and OCS. Automatically finds, identifies, reads and decodes the leading linear barcodes and generates ASCII correspondingly.
Price:	$1,495
Licensing:	$450 (one user) $250 per user (10 users), discounts in quantity.
	Reader Service Number 247 at ProductInfo
Printers/Labeling Software
Bear Rock Technologies	Shingle Springs, CA 530-672-0244 www.bearrock.com
Product:	Argox 214TT Printer
Description:	Bundled with Bear Rock’s Bar Code Labeler applications, this thermal transfer and direct thermal printer provides a versitile barcode labeling solution. The unit handles roll-feed, continuous plain paper and thermal paper from 1” to 4.65” wide. Prints 3” per second at 203 dpi.
Price:	$695
Product:	Bar Code Labeler Expert
Description:	Software supporting 500 label formats and all major barcode symbologies. You can import color or black-and-white images or data from .DBF, .DIF or ASCII database files. A Merge Assistant automatically places fields when merging database files. Supports serial number, date and time stamping.
Price:	$199
Product:	Labeler Wizard Edition
Description:	Labeling program combining every major bar code symbology with more than 700 pre-defined label formats. Includes support for JPEG and Extended Metafile (EMF) graphics as well as Acrobat PDF Writer. Enhanced printer support for thermal and inkjet printers.
Price:	$395
	Reader Service Number 248 at ProductInfo
Document Control Solutions	Fullerton, CA 714-738-6131 www.docsolutions.com
Product:	Quick-Filer
Description:	This software helps people who want to store and retrieve files both electronically and in paper. It prints out barcodes containing index information such as name and Social Security number (this information is pulled off a database). The barcodes can be put on the first page of documents and then picked up by barcode recognition software during scanning to save manual keying of index data. The barcodes can also be put on folders containing the original documents. Then with a portable scanning device you can link those barcodes to the physical location of the files (e.g. a box or filing cabinet) and store that information in a database that helps you find paper originals.
Price:	$2,995
	Reader Service Number 249 at ProductInfo
Document Tracking Systems
Compsee	Mt. Gilead, NC 407-724-4321 www.compsee.com
Product:	Apex II Portable Data Terminal
Description:	When used with Total Recall software from DHSAssociates, this device helps you track documents that you need to keep in their paper form. Libraries, police stations and hospitals use this system to keep track of documents, books, X-rays and tools. As a document or item is checked out, you swipe an integrated laser scanner or a tethered scanner over an employee badge or a barcoded employee list.
Price:	Ranges from $795 to $2,445
	Reader Service Number 250 at ProductInfo
DHS Associates	Orange Park, FL 904-269-5330 www.dhsassociates.com
Product:	Total Recall
Description:	Records management software for paper archives. Using a Web browser, users can query the database to a centralized storage facility and find and request files. Once people have checked out documents, the software used with a barcode scanner can track a document from one person to the next. You could put a scanner in each department or have a central barcode scanning/document check-in and check-out point.
Price:	$3,500
	Reader Service Number 251 at ProductInfo