Scanning and Indexing Orders

Scanning and indexing by Job numbers helps our client reduce costs and keep workflows running smoothly.

Scanning and Indexing

A client of ours is a successful contract manufacturer of blinds. Shops take the orders for blinds from their customers and then post, fax or email the specifications to our client. The goods are then manufactured to order and sent to the required location.

Each order is allocated a client order number. The order received is given to the production teams and manufacture starts. Because of the availability of supplies, complexity or size of the job and similar factors, some orders are processed faster than others. The orders get out of sequence.

Optimal Data help by regularly scanning and indexing all orders completed to a PDF format. The orders are indexed by the client order number. The client then uploads the indexed PDF client orders onto their server where Microsoft Server 2008 indexes the Client Order Folder and combines the uploaded files with the existing files. All Client Orders are then in sequential order and available for search by their client order number. The sequential ordering assists with production controls and timely billing of clients. This allows our client to combine an effective paper based production system with their Management EDM system.

Even with todays changes in technology the sending of orders on paper continues and so does the requirement for scanning and indexing. Many of the clients are small businesses who design and measure bespoke interiors for their own clients. At this stage a technology platform available to all clients and also usable by them is a little way off. The day will come but at this stage the paper way is still the simplest. Eventually the paper may be replaced by an app but that time has not yet come. It is factoring all the variables for an app and then the training that will require considerable thought.