fundamentals of intelligent document capture

Fundamentals of Intelligent Document Capture

Unique Challenges with Transactional Content

Usually received or generated as part of a business process

Multi-channel interactions (receipt and distribution)

Often originates as paper or as an electronic form or document

Critical business asset or instrument and frequently required to be retained as an official record

Often required to provide a full accounting for how and why decisions were made

The Paper Management Problem

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

…Yet Paper is Here to Stay

“The ‘paperless society’ goal is a very nice and noble one…Unfortunately, I don't see any trace of progress toward it.”

— Arpad Horvath, University of California, Berkeley

“Paper use is rising by up to 8 percent every year with the average $1 billion company generating more than 88 million pages annually.”

— Lexmark

“The number of documents generated— both electronically and on paper—will soar to 20 trillion over the next five years.”

— Xerox

Is Paper Costing You a Fortune?

Paper is expensive

– Up to 19 copies of a single document

– $20 in labor to file each document and $120 in labor searching for misfield documents

– One invoice can cost $8 to process, 70% of which is related to handling

– Off Site Storage

$1.00/per document to store

$5.00/per document to retrieve

– Organizations loses one out of every 20 documents and spend 25 hours recreating each lost document

Information Source: PricewaterhouseCoopers, IAPP, IDC, and Environmental Science & Service Division

Insurance

Where Do These Challenges Exist?

Government

RealEstate

PharmaceuticalsFinancialServices

Manufacturing

Retail

Technology

Telecommunications

Healthcare

EverywhereEverywhere

Ensure document management and compliance processes

Improve data accuracy and reduce manual errors

Reduce costs

Reduce risk

Intelligent Capture Benefits

Improve productivity

Eliminate manual tasks and increase parallel tasks

Leverage automation to speed processing

Reduce labor costs

Reduce paper shipping, handling, and storage costs

Different Capture Solutions

Digital Office

Reduce costs associated with paper storage, copying, etc.

Improve compliance and eliminate risk of physical loss of business-critical paper documents

Transactional Capture

Reduce costs associated with processing paper documents

Improve efficiency and accuracy of paper-based business processes

Improve compliance for regulated processes

Organizations Expect More from Capture Applications

EMC delivers more value for your capture applications

Centralized and distributed capture environments

Enterprise capture architecture

Reduced cost of ownership and ease of use

Highly accurate intelligent document classification and data capture

Process-ready Business DataBusiness-critical Documents

“Intelligent capture” applies advanced recognition technology to capture documents and other data types, transforming this information into usable business data

Introducing Intelligent Capture

Sales Order

Vendor A 2 $ 6,025.88 $ 12,051.76

4 $ 1,030.96 $ 4,123.84

$ 16,175.60

Sales Order

Vendor B 12 $ 3,011.65 $ 36,139.80

Intelligent capture…

Captures information from various sources distributed throughout the enterprise

Leverages intelligent document recognition technologies to reduce, if not eliminate, manual document preparation and data entry

Fully integrates with the business systems to maximize productivity and increase time to value

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 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

Capture from All Types of Sources

E-mail

Scanners

eForms

NetworkDirectories

Captures various content types through fax, scanner, network drives, remote sites

Includes paper, electronic documents, and data streams

Applies image-quality checks and image clean-up to speed processing without manual intervention

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

Reducing Claims Processing Costs with Captiva eInput

Results

Capture scanned document images, digital photographs, and other files from remote locations via an Internet connection

Digital cameras and distributed capture 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.

Intelligent Document Recognition

CaptureCapture ClassifyClassify ExtractExtract ValidateValidate DeliverDeliverClassifyClassify ExtractExtract ValidateValidate

Sophisticated image- and text-based classification

tools to identify documents without manual preparation

Zonal and intelligent freeform data extraction

to transform all documents into electronic data

Effectively control business processes by

validating data for correct recognition and

accuracy

AppsForms

Quotes

ClaimsTaxReturns

Contracts

CLASSIFIED DOCUMENTS

Automatically Classify Documents

Enable capture of all documents throughout the organization

– Identify document types based on graphic and text characteristics

– Route documents to appropriate business processes or departments

Reduce costs of preparing documents for capture

– Eliminate need for document separators and barcodes

– Improve capture of multiple document types and multi-page documents

Doc Set 4

Doc Set 1

Patient Folder 0045128

Doc Set 2

Doc Set 3

Patient Folder 0045670

Identify and Organize Documents

Automatically organize documents without separator sheets or barcodes

Organize documents in multiple levels (page, document, folder, etc.)

Speed processing and eliminate manual processing

Improving Access to Critical Information

Results

Improves patient care by providing clinicians and administrators with easy access to medical and other records

Scanning patient records into the system and downstream record printing with bar codes saves each nursing unit coordinator two hours each day

Enables faster handling of insurance denials and faster receipt of payments

Group Healthcare PracticeA multi-specialty group healthcare practice. More than 480 physicians and 4,600 nurses, therapists, and other support staff work together to meet patients’ needs.

Intelligent Data Extraction

Extract critical business data based on document type

– Simple indexing to extensive data extraction

Extract using zonal and freeform techniques

– Enhanced extraction reduces manual costs and enables faster, more accurate business processes

Index/Validation

DocumentsSeparated

Index DataExtracted

Full PageOCR

Data extracted using OCR, ICR, OMR and barcode recognition

Key data from images

Supports rubber band OCR-assisted indexing

Maintains the data integrity

Real-time validations against back-end databases and business systems

Define specific business rules for each document type

Ensuring Accuracy Through Data Validation

Invoice #Invoice #

PO NumberPO Number

TotalTotal

102214102214

9800327898003278

$7,206.50$7,206.50

Automatic extraction of machine-printed and hand-printed text from documents

Data extracted using both zonal regions and intelligent freeform extraction rules

Invoice #Invoice #

PO NumberPO Number

TotalTotal

102214102214

9800327898003278

$7,206.50$7,206.50

Ensuring Accuracy Through Data Validation

Vendordatabase

Validate automatically against data sources, business rules, and applications

Manual validation to inspect errors or to enable data correction

Maximizes data accuracy before delivery to business systems

Driving Business Performance

Results

Captiva InputAccel and Captiva Dispatcher eliminate document sorting and separator sheets prior to scanning

Eliminated third-party outsourcing to manually enter the nearly 100 fields on its forms

Achieved a document pass-through rate, from scan to export, including classification and all extraction, with no user interaction, of more than 90 percent

Financial Services CompanyA leading provider of financial security for term life, health, and retirement needs of middle market Americans, this Fortune 500 company has more than $4 billion in annual revenues.

Other Systems

Deliver to Repositories and Business Processes

• Dynamically control where documents get delivered

• Assign index values to attributes in content management systems

• Control user permissions to exported documents

• Initiate workflows based on document type and index values

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

Enabling Service-Oriented Capture

Capture and Deliver

Business Process / Application

External App Calls InputAccel Process

Image Enhancement

Classification

Recognition

Validation

Custom process

Invoice Number

Vendor Name Purchase Date Subtotal Grand Total Payment

10010 Acme Products 30 January

2008 $ 6,014.81 $ 6,025.88 Net 30 Days

ClassifyClassify ExtractExtract ValidateValidate

Web Services support enables capture services to be flexibly integrated with any enterprise application

ProcessInitiated

BusinessRules

DecisionExecuted

Benefits of Intelligent Capture

Reduce operating costs—automate document preparation, data entry, etc.

Reduce paper costs—lost, duplicated, shipped, handled, filed, etc.

Improve the quality of the information that is driving your critical business processes

Accelerate business processes— immediate access to all information and supporting documentation

Stronger compliance control— enforced electronic retention and redundancy

Accelerate time to value and realize a complete return on investment

Intelligent Capture Recap

Key Benefits

Complete ROI delivered within 6-12 months

Reduce document sorting and data entry labor costs by up to 90%

Reduce cycle times by over 75%

Save $1 per document to store paper documents electronically

Intelligent capture capabilities

Capture from anywhere within enterprise

Automatically classify all documents

Extract and validate data from all documents

Integrate with all systems throughout the enterprise

Reasons to Choose EMC

Industry’s only complete enterprise solution

Fiscal strength and viability

Recognized enterprise market leader

Proven, scalable, unified architecture

Platform and solutions approach

Get Involved with EMC CMA Communities

Why should you join?

Collaborate and share best practices

Shape the direction of future EMC products

Network with innovators across the globe, 24/7

Join now by going to: community.EMC.com/go/Documentumcommunity.EMC.com/go/SourceOne

developer.EMC.com/go/Documentumdeveloper.EMC.com/go/XMLtech

community.EMC.com/community/labs/d65

fundamentals of intelligent document capture

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