As an example should get you started. It appears you are using a roll your own solution.
I'm a web app developer researching a solution for my company to scan client documents from paper to pdf quickly and efficiently. Currently, this is done very low-tech here - someone scans a document at the copier, where it will be sent to a folder on our server. At the copier, the user must name the file a certain way so that when a scheduled task runs and looks at the files in this folder, it recognizes the client, the document type, and the employee who scanned it, all from the filename. If the info in the filename is good, the task moves the file to another folder and saves the info in our database.
Needless to say, this method is time-consuming and very vulnerable to human error. Some of the employees here tell me that at their previous jobs, this kind of thing was handled using barcodes. I'm a web app developer, so this is a little beyond my skillset at the moment, but I'd like to get up to speed on this and find a better way for us. We need for an employee to be able to scan a document, have the document saved as a pdf in a specific folder on *our* server (and not some other company's server), and have the filename, the client id, the document type, and the employee id saved in a table on our database (MS SQL Server 2014). However, I don't know the best software for generating and printing barcodes/QR codes, and I've no idea how to program our copier (a Toshiba eStudio 556) to read them, or if it's even the ideal hardware for high-speed scanning. Any tips would be greatly appreciated - thank you!