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Advanced Capture and

Automated Indexing

Tom Hoffman, National Channel Account Manager

Capture Solutions, Hyland Software

OnBase Capture – How do you get the

paper in?

Methods of Capture with OnBase

• Scanning paper documents

– Document Imaging and/or Faxing

– Integration with MFP and MFD devices

• Importing electronic documents

– PDF, Word, Excel, HTML, etc.

– Integration with Email and Fax

• Other components of a Capture solution:

– Data extraction and validation

– Routing documents and rules-based workflow

– Store, search and retrieve

– Data delivery and integrations with external systems

OnBase Capture and Import Modules

• Production Document Imaging

• Desktop Document Imaging

• Disconnected Scanning

• Front Office Scanning

• Express Scanning

• Web Scanning

• Directory Import Processor

• E-mail Archive

• Subscription Server

• Virtual Print Driver

• Integrations for Fax Servers

• Integration for MFP

• Integration for 3rd Party Scanning Solutions

Advanced Capture Processing

Architecture

Advanced Capture License (OCR Server)

OnBase Capture

Capture

• TWAIN / ISIS / Kofax • Batch Scanning • QA / Re-Scan • Imprinter Support • MFP / MFD • Import • Fax / Email / EDI

Process

• Image Enhancement • Annotation • Auto Orientation • Color Dropout • De-skew / Crop • Blank Page Deletion • Full Page OCR • Classify / Separate

Data Validation

• Key from Image • Point / Click Indexing • QA / Re-Index • Verify and Match • Lookups / Validation • Database, ERP, CRM • Image-enabled Apps • Revision Control

Store • Architecture • Single Repository • Images and Data • Application Enabler • Keyword Search • Full Text Search • Retention / Reporting

Export

• Deliver Image / Data

• Web Services / SOAP

• EDI / HL7

• XML, PDF, TXT, DOC

• Workflow

• Notifications

• Integrate, ERP, CRM

Extract

• Bar Code • Auto-fill / Lookup • OCR / ICR / OMR • Document Processing • Structured Docs • Semi-Structured Docs • Unstructured Docs

Benefits of Integrated Advanced

Capture

• Lower total cost of ownership

– Minimal training

– Integrated with OnBase ECM modular functionality

• Increased ROI

– Leverage OnBase investment

– Scalable across the enterprise with no processing costs

• Rapid Deployment

– Easy to install and configure

– Rapid change management and deployment

OnBase Capture Solution - Benefits

• One solution vendor – Leverage solution expertise

– Support

– Integration

– Enhancements

• One tightly integrated solution

• Maximize investment in OnBase

• Complete solution

• Simplicity

– Easy to configure, use and update

– Point-and-click template creation

Business Problems Solved with Capture

• Inefficiency and inaccuracy related to the manual indexing

of documents

– Document classification and indexing are extremely labor intensive

– Allow employees to focus on high value tasks

– Automation improves accuracy and enables faster indexing

• Process Improvement

– Faster transaction completion

– Cycle times document availability

– Customer service

Advanced Capture Overview

• OCR – Machine-printed characters

• ICR – Hand-printed characters

• OMR – Checked or filled boxes/circles

• Signature Detection – Analysis of a signature area

• Line Item Extraction – Tabular layout of rows and columns

Advanced Capture – Example

Top 10 Challenges

DATA ACCURACY

1. Classification

a) Document Type

b) Document Definition

c) Document Set

2. County

3. #7, Yes or No

4. If Yes for # 7, additional info.

5. Validate CPA Number

6. #21 check value on another page

7. Does #21 = 10% of #16

8. Signature

9. Date Format

10. Signed submitter = Field #11

AnyDoc Addition to OnBase Capture

Portfolio

• Wider range of Capture solution offerings

– Large market for automated document, data capture and classification

– Extensive feature-set competitive with major industry players

– Broader solution portfolio for resellers and customers

• Hyland Capture (AnyDoc) Team

– Recognized and respected capture vendor

– Dedicated professionals experienced in capture and ECM

• Development Roadmap

– The respective products work well together now, and will become more tightly integrated as we move forward

– Collaboration between Development teams will accelerate product advancement

AnyDoc, a Hyland Software solution-Product Suite

What is it ?

AnyDoc’s Stand Alone Scan/Capture Platform

Scan, Quality Assurance, Index, Release

Local and Remote deployments

Distributed Scanning and Quality Assurance

“On The Fly” Scanning

Front end for OCRAD, INFINIWORX, EXCHANGEit

CAPTUREit

Key Technology Features:

Barcode/Patch Code for Document Set and Batch breaks

Batch Indexing via: Prompt

Tables (VBScript)

Barcodes

Page/Document Indexing via Barcodes

VBScripting Object Model Script imprinter stings, table interactions, Kodak Image

Addresses…

Quality Assurance Features

What is it ?

AnyDoc’s capture workflow product

Innovative design allows users to create a step-by-step workflow

Adapts to your existing business processes

INFINIWORX

High End Classification

Image

Text

Keyword

Algorithm

Content Analyst

“Electronic Mailroom”

Scan, Classify, Route for

Processing

Check 21

CAR/LAR processing

MICR processing

Create and endorse virtual

check back

Email processing

Import/process key email

fields

Attachments

Key Technology Features

Classify Records

• Classify incoming records as:

– Judgment

– Motion

– Request for Continuance

– Proposed Order

– Summons and Complaint

– Trash (repeat documents, envelopes, blanks pages, etc.)

** Future new document types can be added at anytime

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Tools can be added to build additional business process functionality or … adapt to changes

(Drag-n-Drop onto the Palette)

Trace and Audit output …real-time information…

about the Workflow job as it is being processed

Workflow Platform

• Begins as a “blank” palette

• Drag tools onto it

• Connect the arrows to create a Workflow Parameters can be modified in a GUI

to enhance the Workflow

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Rules in the Classification Library

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Image Classification

Match to library of images

Text Based Classification

Keyword search and comparison

Entire page or by Region

Conceptual Classification

“Reads” entire document for conceptual text relationships

Combination of Technologies

Use in “and” or “or” relationships

Manual Exception

Route to a verifier for ID

Classification Match Rules

21

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Match Criteria %

What is it:

AnyDoc’s forms processing product

Replaces/enhances typical heads-down data entry:

Scan images for processing (replaces Key From Paper)

Applies Character Recognition technologies to automate and speed data entry (fewer keystrokes)

Applies and enforces business rules on the data entry fields

Creates/releases text and images

Rules

Data Extract

Quality

Assure

Import

Commit

Verification

OCR for AnyDoc - Process Phrases

OCR for AnyDoc - QA Phrase

OCR for AnyDoc

Key Technology Features:

Local scan/capture

Scan, QA, Image Perfection, Rescan

Data capture

Structured Templates

Unstructured Forms (AnyApp Technology)

Key From Image

Basic Image Classification

Auto ID – text based

AccuID – image based

OCR for AnyDoc

Full data extraction Intelligent extract

Currency Dates Addresses

Rules GUI based Custom VBs

Verification phase Fix broken rules Correct data

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EXCHANGEit

EXCHANGEit

What is it:

AnyDoc’s Data Connector

Move Data and Images to Archival Systems

Drag-and-drop setup between source and destination

Move EDI files

EXCHANGEit

Key Technology Features:

Map Source information to one or more Destinations

Make moves conditional with VBscript

Destinations can be:

EDI 810, 835, and 837 output

AnyDoc’s Certified SAP interface – Park or Post Invoices to SAP

Write to industry leading Databases

Custom text files

Output to industry standard imaging archival/retrieval systems

Move files

Directly at the end of processing in OCRAD

Deploy as a server application via EXCHANGEit Scheduler

Solution Experience

Finance and Accounting Accounts Payable, Accounts Receivable,

Check21

Healthcare HCFA (CMS1500+UB04), EOB, Lab Results,

Electronic Patient Records, Encounter Forms

Insurance Claims, Forced Placed Insurance

Government and Education Surveys, Test Scoring, General Forms, Census

Forms

Service Bureaus All types of forms and volumes

General Forms

Solutions

Accounts Receivables

Check with Attached Remittance

Capture all check data

Capture all Remittance data

Balance remit line items to the check

Snap an image of the check

Virtual endorsement

No physical bursting of the check

Check with Multipage Remittance

Capture all check data

Capture all Remittance data

Balance remit line items to the check

3 page doc set

INFINIWORX - Check 21

Routing # Account # Check #

Rules

Customer ID = Invoice Customer ID

Eliminate misapplied payments

Rules

Alerts to Highlight Discrepancies

Amount = Net Amount – Discount

Solutions

Accounts Payables

10,000 Vendors – 10,000 Formats

Similar data in unique locations

AnyApp Technology Finds the Data

One Set of Intelligent

Algorithms for ALL vendors

10,000 Vendor Invoice

Formats (or many more)

New Vendor Invoices

One set of accuracy Rules

AnyApp Technology

AnyApp Technology Finds the Data

Data Captured

PO Number

Invoice #

Invoice Date

Terms

Freight

Handling

Tax

Total

All detail lines AnyApp

Technology

Extract All The Data

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Balance Line Item Detail

(QTY x Price) balanced to Ext Cost

Sum Ext Costs balanced to Sub-total

Sum Ext Cost, freight, tax, shipping, etc. balanced to invoice total

ALERTS

76.00

Database Query

Query the Database to

validate part number

Auto fill unit price from Database

Amherst

Research Queue

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Assign GL Codes

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QUESTIONS ANSWERS &

?

Demonstration

Thank You

Please remember to fill out your survey

to receive two complimentary drink

tickets for the post Summit afterglow.