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Home - bar code
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These documents which are vital to the
financial success of the company are lost
Many businesses find it challenging to find a system that will reliably
integrate important documents that are received via fax including
purchase orders, invoices, expense reports, claims, legal contracts, and
employment applications. All too commonly these documents which are
vital to the financial success of the company are lost, misplaced, or
misfiled into a row of filing cabinets that is so long it is difficult
to image you would ever be able to find them.
The cost associated with missing documents include having these
documents recreated, a decrease in employee productivity, labor costs
for fax retransmission, and materials costs such as toner, paper, and
wear and tear on printers and fax machines.
You can greatly improve the delivery of important documents and document
workflow for those documents vital to the success of your business by
incorporating bar code faxing into your business. This step could really
enhance the productivity and cost effectiveness of the following
departments:
• Accounts Payable
• Accounts Receivable
• Human Resources
• Marketing
• Sales
• Manufacturing
• Productions
• Legal
Other benefits of bar code faxing include eliminating the need for the
special forms and procedures that have been purchased or created by the
purchasing department, a decrease in lost documents, and assistance with
your corporations eDocument initiatives.
What is bar code faxing?
In bar code faxing documents which are regularly faxed are given bar
codes for the purposes of identification, routing, metadata, and
indexing. This is a computer based faxing strategy, which is reliable
and easy to implement. It is also very secure if you choose the correct
bar code symbology. The common names for the most common bar code
symbologies are as Code 39, Code 128, PDF417 and DataMatrix, otherwise
known as include 1D and 2D bar codes. The least expensive bar codes to
implement are code 39 and code 128 as these bar code fonts are supported
by common software products such as Microsoft Word. You can also find
the fonts for code 39 and code 128 available for free on the internet.
There are some benefits, however, to PDF417 and DataMatrix bar codes.
They can hold more data, support Check Sum and work well with various
types of encryption. Due to proprietary application requirements it may
cost a company more to set up a bar code faxing system using to PDF417
or DataMatrix.
You can either use a bar code fax cover page or include the bar code
within the actual materials that are being faxed. A computer generated
bar code will be added to either the cover page or the document,
depending on how your system has been set up. Bar codes can also be
added with a label maker or a hand held bar code printer. Placed on any
of the documents four corners the bar code is easily identified. Because
faxed documents shrink during transmission, it is recommended that a
slightly larger font be used in the creation of the bar code. You will
get the best quality faxed images and reduced shrinking with the use of
intelligent fax hardware. The type of document created will dictate the
type of information that is contained in the bar code. When it comes to
invoices common items contained in the bar code include invoice number,
customer name, customer account number, and department to which it is
being sent. Employee expense reports may contain the employees name,
employee number, month of report, and total amount due to employee. An
applicants name, social security number, and type of position applying
for can all be contained in the bar code for an employment application.
There are almost endless possibilities when it comes to the data that
can be placed in the barcode.
The metadata, or information, that is contained in the bar code will be
read by the fax server software as soon as a fax with a barcode is
received. This data is then used to identify the document, route it to
its proper location, store the document in the proper location, and
retrieve the document for later use.
Summary
The technology used in bar code faxing is not really all that new. While
the technology has been around for a while it is gaining recent
popularity due to the introduction of other new devices including
multi-function devices that can scan, print, copy, and fax, intelligent
fax boards, more reliable computer and operating systems, improved
imaging technology, and the need of business to resolve regulatory and
compliance issues.
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