Use cases · Any office

Paper becomes a searchable PDF in the right folder

You scan the stack. DataSnap turns it into PDFs you can search, with a clear name, in the folder where they belong.

The challenge

A scan from the multifunction printer gets a number for a name and is filed by hand. Searching for a word does not work. A stack of different documents becomes one big file.

How it works

You scan the stack and see every page, with a warning on a bad page.
DataSnap divides the stack into documents, on blank pages, separator sheets or barcodes.
DataSnap straightens the pages, cleans them and reads the text on your own PC.
Every document becomes a searchable PDF/A with a name from the date, the client and a sequence number.
The PDF goes to a folder, a share, a mail address, an SFTP server or the archive.

What it brings

A worked example with 250 documents a week and 1.5 minutes of renaming and filing per document.

Nr	Per week	Today	With DataSnap
1	Scanning, renaming, filing and checking	about 6 hours 40 minutes	about 67 minutes

Who it is for

Accountancy firms, notaries, schools, the back office of municipalities and any small business that still files paper.

Next step

Ask your partner for a demo, or give your partner a stack from an ordinary week without confidential documents. If you do not have a partner yet, we will suggest one.

Other use cases

Construction and installationDelivery notes processed on the day they arriveDataSnap reads your delivery notes, checks them against your sites, suppliers and articles, and only shows you the deviations.See the use case Wholesale and manufacturingYour customers' orders in your system, without typingDataSnap reads the purchase orders in your mailbox, checks every line against your article list and sends the order to your ERP after a short review.See the use case Government and careThe day's post digital at the right department, before noonThe mail room scans the letters in one stack, DataSnap recognises the type of letter and sends each letter with a deadline to the right department.See the use case Any organisationYour shared mailbox processes itselfDataSnap reads your shared mailbox, sends every attachment to the right processing and only shows you what it does not recognise.See the use case

Demo

See DataSnap at work on documents from your own sector.

In 30 minutes we scan a stack of samples, such as an application form or a delivery note, and you see how each value is read and checked. You know the price up front.

Book a 30-minute demo See the prices