Re: Looking for people who have built document scanning/retrieval into an Access database
- From: "alfred" <alfredminnaar@xxxxxxxxxxx>
- Date: Sun, 13 Aug 2006 19:43:32 +0200
Download smart-it accounting from www.smartit.co.za
Goto Customers Maintenance and then click on the scan tab. Scan in
something. If that is what you want to do then I wil send the code or you
can use the program.
Alfred -- email to adminnaar@xxxxxxxxx
"Bob Alston" <bobalston9@xxxxxxxxx> wrote in message
news:bFIDg.19$nM6.17@xxxxxxxxxxxxxxx
I am looking for others who have built systems to scan documents, index
them and then make them accessible from an Access database. My environment
is a nonprofit with about 20-25 case workers who use laptops. They have
Access databases on their laptops and the data is replicated.
The idea is that each case worker would scan their own documents,
either remotely or back at the office.
And NO I am not planning to store the scanned images in the Access
database. I already know not to do that. The Access database would only
have a record with an index of the document its file name.
Conceptual Approach
--------------------
Use a document scanner that can put the documents in a directory with a
sequential number affixed. Something like c:\ScannedDocs
Then I would plan to have a program - probably Access/VBA that goes
through all documents ( in sequential file number order)in the directory
and brings up the scanned image. At this point case worker will identify
the document by client/consumer and type of document.
Then I propose to copy the document to another location, something like
c:\IndexedDocs
And rename the doc to include the client/consumer #, document type and
scan date and a sequential number in the document name
xxxxxxx-TTTTTTTTTT-yyyy-mm-dd-ssss
I would delete the source document from the scanned-in documents folder.
At the same time I would add a record to the Access database that link to
the client/consumer, identify the document type and scan date and would
have the file name of the indexed document.
When viewing the document within Access, I would plan to use the method of
retrieving it, and inserting it into a blob within an Access form for
display only. I would NOT store the image in the Access database
The Access database is already planned to be replicated, so this approach
allows the information on scanned documents to be available to central
office personnel as well. I am planning to have a central file of scanned
images, so each time the user would come into the office and the Access
database would be replicated, all new scanned and indexed documents would
be uploaded to a central repository.
The laptop users would only have scanned documents on their own
clients/consumers. Generally about 100-150 clients/consumers at a time.
I am guessing that initially the system would record 10-20 scanned images
per consumer. However over time, I would anticipate that more and more
documents would be scanned. The central database would have a copy of all
scanned documents.
ISSUES
Anyone done this on a distributed, laptop oriented basis before?
If so, guidance would be appreciated
Any suggestions on scanners to use?
Anyone have experience in having multiple users scan in their own images
and run indexing processes vs. having a central scanning and indexing
function?
Should I try to combining multiple images together? Most documents are
single page but a few are 2-3 pages and one is a whopping 18 pages.
Paperport software says it has features to combine multiple scanned
images?
Should I try to combine multiple scanned images together or keep separate
and just use page numbers?
What document format and resolution is needed? I am assuming that I would
use JPG but need suggestions on resolution.
Anyone have examples of doing this they would be willing to share?
Any comments on or suggestions for improving the overall approach.
Thanks
Bob
bobalston9 AT yahoo DOT com
.
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