An Overview of TokOpen Sorting Office

Sorting Office removes the paper chase and protects documents immediately as they are received using a mixture of scanners and copiers. It is ideal for high volume, distributed and complex document capture environments.

Sorting Office Remote is another version of TokOpen Sorting Office and it is available to capture, import and index documents from companies' remote sites directly into a local database. Once the batches have been scanned, the data is transmitted to the central server when the traffic is at its lowest (for example every night) which avoids slow downs or bottle-necks on the network.

Sorting Office reduces manual indexing by obtaining index information already keyed into other systems. It uses engines recognition software to automatically identify and index documents. Sorting Office reads bar codes, checks boxes (OMR), machine print (OCR), even handwriting (ICR) directly from the scanned documents to reduce the need for manual indexing.

	Click here for an overview of the eCopy Connector
	Click here to view the 'How Sorting Office centrally captures and indexes your documents'

Sorting Office manages the capture and indexing of your documents in steps, each designed to significantly reduce both the time and the staffing costs required.

Step 1: Capturing Your Documents is the process where your documents are converted from paper into digital images. Quality control is maintained by numbering each captured batch, while the fixed batch size option prevents miss-feeds going undetected. When it comes to flexibility it does not get better than Sorting Office's flexibility allowing you to configure a Scan profile to manage every possible capture option.

Capture a single Document Type and import the documents into a single TokOpen Folder.
For example: Survey Forms imported into a single Project Folder
Capture a single Document Type and import the documents into multiple TokOpen Folders.
For example: Purchase Invoices imported into Suppliers' Folders
Capture multiple Document Types and import the documents into a single TokOpen Folder.
For example: Employee documents imported to an Employee Personnel Folder
Capture multiple Document Types and import the documents into multiple TokOpen Folders.
For example: Credit Notes, Invoices, Statements, etc., imported into Suppliers' Folders

Step 2: Quality Checking Your Documents is a manual process, which you can bypass once you are confident the images captured consistently meet your required standards. Should an image fail, it is rejected and replaced.

Step 3: Splitting the Captured Batch into individual Documents is only required if scanning double-sided or multiple page documents and involves quickly grouping the different images together to create different documents.

Step 4: Identifying Different Document Types is only required if you are processing a batch which contains different types of documents, for example Supplier Invoices and Delivery Notes. When scanning a batch containing the same type of document, Sorting Office bypasses this stage and moves directly onto the next.

If you are processing batches containing different document types you can use the Sorting Office DOKuStar or Teleform document identifier options, which will automatically identify each different document type in the batch.

Step 5: Indexing Each Document so it can be easily located when required by other TokOpen users. Indexing involves stamping or associating a set of indices with each document processed. Many, sometimes all can be automatically entered or checked using Lookup rules set-up by the System Administrator.

When index information needs to be read directly from the document itself, you have the option to use DOKuStar, which automatically searches for index information that is located in different areas of each document depending upon who created the document.

Alternatively, if you are processing forms, you can use Teleform or DOKuStar to automatically index each form.

Step 6: Importing Your Documents into TokOpen involves automatically creating the folder, if it does not already exist, and importing the Document with indices. This can be immediate or scheduled to run at regular times.

Click here to view the document capture process

For more information on TokOpen's Sorting Office please call +44 (0) 1908 366 388 or click here to complete our online enquiry form.