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Microsoft Legal Department

The Importance Of The Right Software And Forms In Organizing Bar Coded Faxes

Reliably integrating important electronic and paper documents received by fax such as invoices, expense reports, purchase orders, employment applications, claims and legal contracts into the daily business workflow is a common challenge. These documents are critical to many revenue related business processes and yet they are commonly misplaced, lost or misfiled in a never-ending row of filing cabinets.

In addition, the reproduction of these paper documents decrease productivity and increase daily soft costs such as manual labor burden, fax retransmission, paper, toner, and printer wear and tear.

Incorporating bar code faxing into an organization will improve the business document workflow and mission critical data access to the following departments in your organization:<ul><li>Human Resource Departments</li><li>Accounts Payable</li><li>Accounts Receivables</li><li>Sales</li><li>Marketing</li><li>Legal Departments</li><li>Production</li><li>Manufacturing</li></ul>
Bar code faxing will also help eliminate the need to purchase or develop special forms applications and processing procedures, minimize lost documents and help with any eDocument initiatives your organization may have.

<b>What is bar code faxing?</b>

Bar code faxing is a computer based fax methodology in which commonly faxed documents are given bar codes for identification, routing, metadata and indexing purposes. Bar code faxing is simple to implement, reliable and depending on the bar code symbology used, very secure. Bar code symbologies used in bar code faxing include 1D and 2D bar codes, most commonly referred to as Code 39, Code 128, PDF417 and DataMatrix. Code 39 and 128 are the most inexpensive and easiest to implement because applications like Microsoft Word support bar code fonts. Code 39 and 128 fonts are readily available on the internet free of charge. PDF417 and DataMatrix bar codes can hold larger amounts of data, support Check Sum and various types of encryption. In some cases, implementation of these PDF417 or DataMatrix is more expensive due to proprietary application requirements.

Bar code faxing can be accomplished with the actual document itself or with a bar code fax cover page. The bar code is computer generated and added to the actual document/cover page. Another method of adding a bar code is with a hand held bar code printer or bar code label maker. The bar code can be placed and easily identified in the one of the four corners of the document. It is recommended to use slightly larger font sizes when using bar code faxing because fax documents shrink slightly during actual fax transmission. The use of intelligent fax hardware minimizes the shrinking and provides the highest quality fax images. Information captured in a bar code will vary depending on the document type. For invoices the bar code may contain the invoice number, customer name, and account number. It may also contain the name of the department it is being routed. For expense reports the bar code may contain the employee ID number, month of report, total amount due etc. Employment applications may contain phone number, social security number, position applying. The information that can be contained within a bar code is unlimited.

Once the fax with the bar code is received, the fax server software has the ability to read the bar code and extract the information or metadata. This metadata is then used to a) Identify, b) Route, c) Store & Deliver and d) Retrieve documents efficiently and effectively.

<b>Summary</b>

The use of bar code faxing isn't new by any means. In the past several years however it has gained traction and acceptance in the fax server, scanning, document management, content management and imaging industries due to the introduction of the multi-function devices (scanner, fax, printer, copier), better imaging technologies, more robust computers, operating systems, intelligent fax boards and the need to resolve compliance and regulatory issues.

About the Author

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Microsoft Legal Department
Sheriff's Department Saves Time and Money with Custom Information Management Hub

Non Disclosure Agreement Template – Keeping Your Trade Secrets Safe

When a company or organization is new, business owners are usually willing to work with partners and third-party companies that can help the business grow. However, as time goes on and the company develops successful ways of dealing with clients and suppliers, trade secrets are often shared. Sharing too much sensitive information can be the downfall of any company, and it's important that you have the proper legal documents handy when you are entering into a new partnership with a third party. The need for a Non Disclosure Agreement Template If you've ever thought about bringing in a contract technical writer to help your team create a new user guide, or been interested in using a professional marketing firm to help you develop your new advertising campaign, then you need to know about the utility of a Non Disclosure Agreement Template. In both of the aforementioned scenarios, you would need to share sensitive information about products that have not yet hit the market with these third-parties. If information about these products was leaked to the public, intentionally or accidentally, it could be disastrous for your brand. What is a Non Disclosure Agreement Template? Creating documents that are legally binding can be difficult for those that have no legal background. That's why it's better to use a template Non Disclosure Agreement that already contains all the necessary legal information to make sure that your information is protected at all times. The template can be downloaded in a matter of minutes, and easily opened through your existing Microsoft Word program. The document is easy to customize and can be transferred to different departments. When you open the three page document, you'll see that all the most essential legal language is already included. All you have to do is make sure to customize the document in certain ways to make it pertinent to your company and the current business partnership in question. In a matter of minutes, you'll be able to produce a solid non disclosure agreement for all third party relationships, reinforcing your professional reputation and protecting your company from accidental or malicious sharing of sensitive information. Using this template will prevent you from having to put important business relationships on hold while your legal department draws up a new agreement every time.

About the Author

www.demandmetric.com (Demand Metric Research Corporation) is a leading provider of an assortment of online tools & templates that aid in business analytics, measurement, planning, presentations,decision making, team building etc. Further information on Brand Perception Survey, Website Design RFP Template and Incident Report Template visit http://www.demandmetric.com

Microsoft Legal Department