Faster intake processing with automatic linking to cases

Client

Public institution

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Challenge

Manual linking was slowing down document processing

The public institution received a large number of documents every day that had to be scanned, registered and linked to the right cases. After scanning, staff searched the system by hand, found the case and attached the document to it.

This added time to every document and increased the risk of linking it to the wrong case. The institution needed faster registration while making sure every scanned document ended up attached to the right case.

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Solution

Automatic barcode recognition

An advanced barcode module was implemented within TQORE DMS. The system automatically recognises the barcode on a scanned document and uses it to link the document to the matching case or record.

Staff no longer have to search the records and pick a case for each scanned document. Linking happens automatically, as part of the existing scanning and registration process.

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Result

Faster registration with fewer errors

Automatic linking sped up the scanning and registration of incoming documents and reduced errors when attaching them to cases. Staff can process more documents in the same amount of time, without repeating manual searches and case selection.

Each document is now linked to its case based on the barcode, instead of an employee making that connection by hand.

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Facing a similar challenge?

If you process a large number of documents every day, find out how TQORE DMS can simplify registering them and linking them to cases.