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