accelerating business processes with distributed capture

1© Copyright 2009 EMC Corporation. All rights reserved.

Accelerating Business Processes through Distributed Capture – Bringing Capture to the People


Agenda

• Challenges with distributed processes

• Captiva Distributed Capture Solutions

• Demonstration

• Use Cases

• Summary and Questions


Distributed Capture – Improving Efficiency and Reduced Costs

Centralized Capture• Documents sent to central location

• Dedicated staff for processing

Distributed Capture• Processing moves to remote location• Documents scanned where generated

• Remote scanning and/or indexing• Centralized management

• Post processing after remote submission

Centralized Capture• Documents sent to central location

• Dedicated staff for processing

Distributed Capture• Processing moves to remote location• Documents scanned where generated

• Remote scanning and/or indexing• Centralized management

• Post processing after remote submission

Centralized vs. Distributed - Which is the right approach ?


Problems Often Require a Distributed Solution

Managing volume and varietyForms, documents, digital pictures, electronic formats

Inefficiency and expenseSlow, sequential, “one-person-at-a-time” processing

Inadequate information accessGlobal, 360-degree access to customer data and business transactions needed

ComplianceDifficult to establish enterprise controls and comply with regulations

Customer serviceCompetition for customer loyalty requires better, faster customer service

Reduce costs

Financial institution Avoiding out of compliance

penalties

Improve productivity

Reduce risk

Tax and Revenue DeptCut processing time from 2 weeks to 1 week

P&C – claims processingEliminated $250,000 in shipping costs


EMC Captiva Intelligent Capture

Invoice Number Vendor Name Purchase Date Subtotal Grand Total Payment Terms

10010 Acme Products 30 January 2008 $ 6,014.81 $ 6,025.88 Net 30 Days

CaptureCapture ClassifyClassify ExtractExtract ValidateValidate DeliverDeliverCaptureCapture ClassifyClassify ExtractExtract ValidateValidate DeliverDeliver

Capture documents from

central and distributed locations

Automatically identify, organize,

and route different

document types

Index or extract business-critical

data based on the document

type

Ensure data accuracy using business rules,

database lookups, and manual correction

Deliver images and data to EMC

Documentum, ECM, BPM, or other systems


The Glue – Centralized Capture Server

• Centralized server manages the remote processes

• Pushes new processes to remote users – required field data, validations, document classification

• Manages security – what processes users can access Captiva Capture

Server

CaptureCapture ClassifyClassify ExtractExtract ValidateValidate DeliverDeliverCentrally manage your capture processes

http://images.google.com/imgres?imgurl=http://www.clubprinter.com/images/HP_LaserJetM3035xs_MFP.jpg&imgrefurl=http://www.clubprinter.com/&usg=__6V4Urdg2gLQcD7b6QJrj0jaT5J8=&h=281&w=250&sz=7&hl=en&start=4&um=1&tbnid=B-ITUBv6sOC-qM:&tbnh=114&tbnw=101&prev=/images%3Fq%3DMFP%26hl%3Den%26sa%3DN%26um%3D1


Improving Process Efficiency Through Distributed Capture

CaptureCapture ClassifyClassify ExtractExtract ValidateValidate DeliverDeliverCaptureCapture

• Faster processing; limit delays transporting paper

• Reduce risk of lost or misfiled documents

• Enable knowledge experts to contribute directly

Remote capture server

Indexing via Citrix

Network-attachedscanner

Web client— scan and index

Remote index clients

Remote scanclients

Network-attached MFP


Eliminate shipping cost, accelerate processes, improve productivity, secure content

Distributed Capture for Your Remote Offices

Easy to implement:• Web-based, fast and easy

scanning, importing, and indexing from remote locations

Put it to use:• Integrates with content

management systems for solutions like accounts payable, human resources, archiving, transactional capture

New York Remote Offices

InputAccelServer

RemoteeInput Client

LocalInputAccel

Clients

RemoteeInput Client

eInputServer

WANVPN

Internet

WANVPN

Internet

9© Copyright 2009 EMC Corporation. All rights reserved. 9

Scannersand MFPs

Scan and Index from Remote Locations

What remote users can do:

•Control the scanner directly from within the browser, or acquire images from a multi-function device, or network scanner

•View any page in the document; insert new pages or delete current pages

•Manage multiple batches by maintaining a list of unsent and sent documents

•Add index information

9

Capture and deliver accurate content in a matter of seconds, rather than days


Reducing Claims Processing Costs with Captiva Distributed Capture

Results• Capture scanned document images, digital

photographs, and other files from remote locations via an Internet connection

• Digital cameras and distributed scanning enables field agents to capture the virtual claim file

• $250,000+ savings in reduced postal costs

• $5 million savings by electronically gathering and submitting supplemental claims information

Insurance Company This leading insurance company serves its customers exclusively through a select group of local independent insurance agents who deliver quality financial protection to the people and businesses in their communities. The company is one of the top 20 publicly traded U.S. property and casualty insurers, with over $4 billion in revenues.


Electronic Process

Accelerating Document Processing

PaperPaperReceivedReceived

CaptureCapturePaper-based Process


Accelerating Document Processing

PaperPaperReceivedReceived

CaptureCaptureCaptureCapture

Capture documents sooner

Transform documents into usable business data

Simplify the integration between capture and business process

Electronic Process

Paper-based Process


Distributed Capture Sample Scenario

Healthcare – New Patient Enrollment

Step 2: Patient arrives. Documents scanned by front office administrator

Step 3: Document captured based on barcode and business rules

Step 1: Patient completes basic information online – PDF document generated with barcode

Step 4: Documents and data exported to content management system

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Extend Your Centralized Capture Operation

Immediate Return on Investment– Leverage existing investment in

MFPs– Eliminate shipping costs– Reduce cycle times– Reduce risk of loss and improve

Compliance

Bring Capture to the People

Enabling Capture Throughout the Enterprise

CaptureCapture ClassifyClassify ExtractExtract ValidateValidate DeliverDeliver


Simple User Experience


Centralized Processing

Capture

Captiva CaptureServer

Extract

MetadataAuthorDateFromSubjectCustomer

Classify Validate

Additional Processing at the Server

DELIVERMicrosoftFileNet,

IBM, SAPOpen Text

DELIVER


Best Practices What Approach is Best for Us?

• MFPs or desktop scanning?

• Centralized versus distributed?

• Remote scanning only?

• Should front office workers perform the indexing?

• How do we ensure the data capture at a remote location is valid?

Understanding both the business and technical requirements:•Who your users are•What your document volumes are at each site•Where can the information be capture most effectively•What the process entails – needs to be real-time or not•What hardware you have available today


Setting the New Standard for Enterprise Capture

Extend Your Centralized Capture Operation

– Leverage existing investment in MFPs, network and desktop scanners

– Eliminate shipping costs– Reduce cycle times– Reduce risk of loss and improve

compliance

Benefits• Reduce

operating costs

• Reduce paper costs

• Improve the quality of information

• Accelerate business processes

• Stronger compliance control

Delivering Results: •P&C company – Eliminated $250,000 in shipping costs from their claims process

•Financial institution – Cut costs by 30% from deploying scanning on-site and streamlined AP process cutting time from 7 days to 1 day


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