modern data capture - fixate · template. this process creates a digital fingerprint for each...

Modern Data CaptureStandardized Data, Simplified Integration: Better Business Value

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Standardized Data, Simplified Integration: Better Business Value

Poor Capture Processes are Costing You ................................................................. 3

Capture is Complicated ................................................................................................ 5

The Captricity Solution . ................................................................................................ 7

Turning Forms Data into Business Value .......................................................... 9

Infrastructure ........................................................................................................ 10

How Captricity Works – Step by Step ............................................................. 11

Security and Governance ................................................................................... 14

Management and Administration ..................................................................... 16

Best Practices ........................................................................................................ 17

Captricity vs. Other Capture Solutions ........................................................... 19

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Poor Capture Processes are Costing You

Inaccurate collection of customer data has a direct impact on the bottom line of 88 percent of companies, with the average

company losing 12 percent of its revenue, according to a recent survey from Experian Data Quality. And that is just one of the

many data streams most companies collect. According to a 2011 Gartner study, data quality affects overall labor productivity by as

much as 20 percent.

In a modern organization, data is the lifeblood of every decision and every action the organization takes. Data-driven organizations

need quality inputs to function well, across the entire organization.

The timely collection of accurate data is critical to maintaining efficient operations, making effective decisions and staying ahead

of the competition. However, for many organizations, both large and small, collecting and processing data in a way that is both

accurate and cost-effective presents an on-going challenge. This challenge is even more profound when the necessary data is not

in digital form, but trapped in static documents.

0 10 20 30 40 50 60

% of Sample

Don’t KnowWe Don’t Have a Data Quality StrategyNone

Top Drivers for Implementing Data Capture

Increased Efficiency

Enhancement of Customer/Citizen Satisfaction

Enable More Informed Decisions

Protection of the Organization’s Reputation

Cost Savings

Capitalize on Market Opportunities

Compliance with Government Legislation

Create a Single Customer View

Reduction of Risk/Fraud

Help the Environment

Other

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POOR CAPTURE PROCESSES ARE COSTING YOU

Unlocking Quality Data from Documents Begins with Capture

If the capture step of your document workflow produces consistently

high-quality data in the format you require, your chances of generating

downstream excellence skyrocket.

Data capture from static documents is a notoriously difficult computer

science challenge. The high degree of variability between data types

and formats in documents has made a single, one-size-fits-all solution

difficult to build and thus difficult to find. Many capture customers end up

selecting a “specialized” tool for each individual input channel (i.e., paper,

web, mobile, email) and soon find themselves working in a complex matrix

of capture solutions, each tailored for a distinct data format but incapable

of working across all channels effectively. Adding to the complexity, a

vast majority of these tools are difficult to onboard, deploy and maintain.

The end result is ugly—a collection of expensive solutions that require

significant IT resources and cause disruption to business units across the

organization.

A Single Home for All of Your Data Channels

Captricity offers a radical new approach to the capture problem.

Captricity integrates seamlessly with multiple data input channels,

offering a single “home” for ALL of your data channels. The proprietary

innovation at the core of Captricity—crowd-guided machine learning—can

transform your capture environment from a patchwork of tools into a

single, reliable solution. Delivered as a secure SaaS application, Captricity

also offers the flexibility and scalability of the cloud.

Setup can take less than one day and much of the system can be

maintained by business users, which means that no IT support is

required. This allows IT to focus on integration with downstream

processes/information systems and enables your organization to use the

extracted data to drive business insights.

Who Should Read This?

The capture methods you use matter.

This whitepaper will explain the nuances

and challenges of capture and take a

deep dive into the methodology that

differentiates the Captricity process,

ensuring 99 percent accuracy and timely

data delivery.

This whitepaper is for:

• IT staff responsible for onboarding

new technology.

• Business analysts responsible for

aligning the technology with the

business units.

• Solutions architects responsible for

configuration.

• Content managers responsible for

downstream content integrity.

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Capture is Complicated. As outlined above, unlocking useful data from static documents is known as the document delivery pipeline. Capture is the most technically complex and process intensive stage in the document delivery pipeline. This

complexity often makes it the most expensive portion as well. Why? Let’s start with a look at the elements of the capture process.

SCAN, SNAP AND UPLOAD YOUR ELECTRONIC AND PHYSICAL SOURCES INCLUDING:

• ICR• OCR• ETL• HANDWRITING• AND MORE

KEYWORDVALUE EXTRACTION

DATA NORMALIZATION

DATA VERIFICATION

DATA RELEASE & FORMATTING

CLASSIFICATION

DATACONVERSION

CAPTRICITY CAPTURE

UNSTRUCTURED PAPER DOCUMENTS

LINE-OF-BUSINESS APPLICATION MEDIA STREAMS PAPER FORM API EDI EFORM MICRO FICHE OFFICE DOCUMENTS

CAPTURE

Captricity CaptureScan, snap and upload your electronic and physical sources including:

Multi-Channel Physical & Digital Capture

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CAPTURE IS COMPLICATED

Capture with Captricity

As you can see, there are many technologies and platforms involved at each step of the capture and data transformation

process. The process begins with capturing images of the raw documents and moves through classification, conversion,

normalization, validation and release.

If something goes wrong along this pathway, it will negatively impact all downstream business processes. For example, if an

incorrect address for a customer is not corrected manually, it will cause product information and orders to be shipped to the wrong

location, usually resulting in lost revenue. A mistake like this will also trigger manual exception processes for customer support, data

validation and operations, driving up costs.

A Variety of Formats

In addition to the complexities of the capture process, for most organizations the data that needs to be captured resides in a

variety of formats. Structured forms, semi-structured forms and web forms make up a large proportion of inputs. These forms

often feed critical business processes and tie closely to revenue from sales and customer satisfaction. Automated collection of

this information can result in significant advantages for most organizations.

A subset of the data to be captured comes from handwritten forms. These forms pose a particular risk to the capture process, as

handwriting is highly variable and false positives or errors are both common and costly. For many organizations, erroneous capture

from handwritten forms can pose risk to governance structures, compliance and risk management. Due to the high cost of failure

for handwritten data, many organizations still rely on manual data entry for processes that include handwritten forms.

While capturing data from digital forms might appear easier than from paper forms, the cost of aligning data captured from digital

forms with data captured from their paper counterparts is tremendously high. This alignment is the only way extracted data from

multiple sources can effectively live in one central, unified database. If the organization can discontinue the paper form, the

problem is simplified. However, most organizations have at least one customer segment that prefers and/or requires a paper or

PDF form. These individuals have the same demands for timeliness as those who prefer digital channels.

The days when companies could achieve the efficiency and effectiveness they require using disparate systems for each form type

are over. In today’s fast moving business environment, organizations need a centralized input location that standardizes the format

and quality across all possible variations.

Let’s explore how an advanced forms processing platform can solve the hard problem under the hood while offering a simple

and easy-to-use interface for users.

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The Captricity SolutionWith Captricity, your organization can seamlessly include paper-based processes into digital workflows. No other service unifies all incoming data in one platform, from any source, including handwritten form data.

The result is a turnkey service that allows your customers and stakeholders to transition from paper to digital without

disenfranchising any customer segment or causing unexpected operational disruption.

It All Starts with Capture

Captricity works with document images from any source—from production

scanners to mobile phones—so you don’t need to change your scanning

process. From there, documents enter Captricity’s centralized hub via web

browser, email, upload agents, mobile devices or a REST API.

Once documents enter the system, they are automatically classified using

proprietary computer vision techniques and matched to a user-defined

template. This process creates a digital fingerprint for each document

and form variation, ensuring the right document gets matched to the

right template even when the system is fed batches of varied documents.

This step eliminates the administrative overhead of manual classification

(document sorting) and identifying form versions. Once classified, Captricity

splits all the information from an individual form or document into

constituent fields (a process called “shredding”). This process protects the

privacy of the form by breaking it into many unique elements.

Captricity dynamically combines machine prediction (from proprietary learning

algorithms) with a human validation engine. Initial extraction results are

compared to a three-way human validation process and ambiguous values

receive additional rounds of human verification. This process has proven to be

99 percent+ accurate, even for unconstrained handwriting.

Captricity leverages advances in machine learning techniques and combines

this data science with the scalable compute power of cloud infrastructure. This

powerful, next-generation combination allows Captricity to deliver an accurate,

scalable data capture solution that far outpaces legacy, on-premise options.

Captricity dynamically combines machine prediction (from proprietary learning algorithms) with a human validation engine.

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THE CAPTRICITY SOLUTION

Captricity fine-tunes itself as it goes, learning from on-going processing and

producing faster and more accurate results with larger data sets. The machine

learning aspect of Captricity means that the speed of processing future batches

increases with time. Faster processing, faster results, all without additional integration

or professional services.

In addition, Captricity uses the digital fingerprint of forms to automatically generate

web and mobile forms that enable your customers to submit information via

any channel they prefer—digital or analog. Combined with easy fax and email

integrations, Captricity provides a unique multi-channel capture solution.

Finally, once your data is unified within Captricity’s platform, the output can be

quickly formatted and easily manipulated to ensure it is usable by downstream

systems. This may include common options such as data validation rules and creating

exception queues. Captricity adds to these processes valuable new capacities such

as the ability to run automatic validation rules on hand-filled forms and automate the

ability for customers and stakeholders to correct or supplement the data.

Captricity’s approach makes obsolete many of the drawbacks of legacy capture

engines such as slow QA cycles, OCR and ICR mistakes and false positives, elaborate

verification software or manual verification by employees. Most importantly, legacy

capture systems require dedicated effort for fine-tuning which often is 80 percent of

the total effort and cost.

Turning Forms Data into Business ValueCaptricity integrates with front-end capture methods and back-end data systems

to support key business processes. It does this with a robust REST API, easy-to-

use interfaces and pre-built connectors to line of business applications such as

Salesforce.

All results in Captricity are stored in batches that are easily viewed, modified and

exported into standard formats such as CSV or Excel. It is even possible to integrate

Captricity as an automated engine that automatically feeds business processes

without any user interaction. These flexible input and output options add up to

endless customization possibilities that ensure Captricity fits easily into your unique

business environment. View Captricity’s complete workflow for document

input, processing, exception handling and result export on page 21.

How Does It Work?

View Captricity’s complete

workflow for document input,

processing, exception handling

and result export (page 21).

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Infrastructure

Below is a sample architecture diagram of how Captricity fits with your on-premise

and SaaS-based business applications.

3rd Party SaaSSystems

LOB SaaS

Systems

CloudStorage

Captricity Processing Cloud

Captricity

On Premise Systems

Rest

Rest

Rest/HTTPS

Res

t/H

TT

PS

API

LOB File Server

Business Process

Installing Captricity is simple for your IT organization or system administrator. Simply allow requests from the Captricity

application to and from the internal network and authorize users and connections with external cloud storage and SaaS

applications and Captricity is part of your business process. Once installed, there are no additional infrastructure costs to bear

and no upfront licensing. Captricity offers infinite scalability and accessibility from anywhere there is internet connectivity.

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How Captricity Works – Step by Step

Let’s take a look at the technical details of the Captricity

solution.

Captricity is a SaaS-based cloud application. It does not require special browser

plugins or expertise to use. All interactions with the product happen via the web

browser, agent or API.

Access to the platform is on an individual or team basis. Team functionality is

available for Silver subscribers or higher. The Team feature allows you to invite users

in different roles to access Captricity such as administrators or collaborators.

Once user accounts are created, or assigned to an organizational entity, users can

begin creating form templates. Form templates are the basic building block of the

Captricity service and define what data should be captured and how it should be

classified.

Step #1 — Setup

Form templates help classify documents as they come in and identify the data to

be extracted. Creating a form template can be done by a technical or non-technical

user. The process is simple:

1. Scan or photograph a blank version of the form.

2. Use the drag-and-drop interface to define each field location.

3. Give each field a name, a format and optional special instructions for

human validators.

4. Click “finish.” Once the form has been saved you will have access to

advanced settings.

5. Advanced settings allow you to set the status of the form template as

“Draft” or “Active.” Active form templates cannot be edited. You can also

change the behavior for multi-page documents such as splitting pages

or selecting first or last page only. You can create a duplicate of the form

The data fields from this enrollment form are identified in a Captricity “template” (above) and the Captricity Service delivers highly accurate, easy to use data (below).

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template as a new version and create formatting rules for data such as find

and replace, split fields into columns and change text formatting.

Once all form templates have been created users can process any completed

form utilizing these templates. Multiple templates can be used together, allowing

organizations to avoid sorting batches of multi-type forms and having them

automatically managed and processed.

Step #2 — Processing

All documents are processed in what is called a “batch.” A batch is a collection

of documents in their current state (scans, PDFs, email attachments) and their

associated templates.

When a batch is submitted for processing it is considered to be a “job.”

You can deliver documents (scanned images) to Captricity in multiple ways: web

browser upload, client-side agents, email, fax, mobile device, API, cloud storage and

third party deposit. Captricity accepts files in the file formats of PDF, PNG, GIF,

JPEG or TIFF.

Web Browser

This is the most common method of input, where a user can drag-and-drop one

or more already scanned images into the browser window. They login to their

account, click on “Inbox,” and drag files to the file-uploader box. There is also

the option to manually browse to files if required. As soon as files are uploaded

to the Inbox they will automatically create a new batch for processing. For the

advanced upload functionality a recent HTML5 compatible browser is required.

Client-Side Agent

Agents installed on your Windows or Mac are configured to take input images

from selected directories on your machine. This means users are able to scan

directly to selected locations or folders and images will automatically be placed

into a new batch in the organization’s Inbox.

Email

By emailing scanned files to a special Captricity email address, the images are

automatically loaded to your account’s Inbox and associated with a new batch.

This is also how a third-party contributor, who does not have access to the

Captricity account, can contribute forms for processing.

Multiple templates can be used together, allowing organizations to avoid sorting batches of multi-type forms and having them automatically managed and processed.

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Fax

Similar to the email feature, fax input uses facsimile devices to send a fax to

Captricity’s dedicated number. Once received, it is automatically routed to a

batch Inbox for processing.

Mobile Devices

Mobile devices pre-loaded with the Captricity app can add images to an Inbox

and new batch by using the app’s capture guide and upload options to submit

photographed images of forms.

API

The API is used to submit both scanned images and electronic data. Simple

POST API calls with associated API token and batch ID will add images to the

Inbox and associate them with a new batch for processing. Here is an example

of adding documents via the API using cURL.

curl -X POST -H “Captricity-API-Token: $MY_API_TOKEN” -F

“[email protected]”

https://shreddr.captricity.com/api/v1/batch/$BATCH_ID/batch-file/

Cloud Storage

If your organization is leveraging cloud storage for capture and storage of

completed forms or blank templates, then you can link and browse Google

Drive, Dropbox and Box accounts to select the images just as users would with

the web browser upload methods.

Batches can have images added to them up until the point that processing begins. If

you do not have all your completed forms at one time, you can leave the batch open

and add completed forms via any of the above methods until you submit the forms

for processing.

Once the batch is complete, the submission button is clicked and the batch

is converted to a job and sent to automated and human extraction and

validation engines.

You can deliver documents (scanned images) to Captricity in multiple ways: web browser upload, client-side agents, email, fax, mobile device, API, cloud storage and third party deposit.

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Step #3 — Export

Once a batch has been processed the owner(s) of the batch will receive an email

with a direct link to the completed job. The link will take users automatically to the

results page where they can view their results. They can even browse and view the

source image on a field level.

Results can be exported via API, Google Drive as a spreadsheet, to CSV file or a

business applications such as Salesforce and other proprietary solutions. Here is an

example of data export via API using cURL.

curl -X GET -H “Captricity-API-Token: $MY_API_TOKEN”

https://shreddr.captricity.com/api/v1/job/$JOB_ID/ instance-set/

Other business applications and Enterprise Service Buses (ESB) that can issue GET

requests such as TIBCO and MuleSoft can be used with the Captricity API Token and

batch id to import a collection of results for storage and processing.

Integrations via the API are a great way to fully automate the results extraction

process immediately after a job is completed.

Step #4 — Maintenance

Captricity’s self-service portal makes template creation, batch submission and data

extraction simple. With the exception of API integrations, Captricity is designed to

be user-driven and maintained, allowing all data collectors, collaborators and system

administrators to easily extract, view and export results. In order to keep Captricity

operating optimally, administrators should keep an eye on the following:

1. Number of users and access controls. Trim unused or expired users.

2. Number of templates and their usage. Consider trimming unused templates.

3. Watch for batches that have not been submitted for a length of time.

Another aspect of maintenance is collaboration and training with your team.

Captricity offers an exhaustive list of technical documentation, training videos,

professional services, quick-start guides and detailed blog posts on specific use

cases to help users get started quickly and fine-tune processing.

Results can be exported via API, Google Drive as a spreadsheet, to CSV file or business applications such as Salesforce and other proprietary solutions.

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Security and GovernanceCaptricity takes data security very seriously. We protect our customer’s data and

configuration at every step of the capture, extraction and release processes. We do

this by fully securing the API and Web Application via SSL (https), encrypting all data

at rest and in-flight, and implementing special security considerations each step of

the way.

Template Creation

Access to and modification of templates is limited to authorized users.

API Access

Ability to leverage the API is restricted to those who have approved access to

uniquely generated API Tokens.

Batch Creation

As documents are added to a customer’s batch they are stored in the Captricity

cloud. However the document storage is obfuscated, and there is no direct

relationship to a file, its account, batch or API tokens. This means that access to the

platform would not correlate access to image files and vice versa.

Third-Party Cloud Storage

When using a cloud storage system such as Box, Dropbox or Google Drive,

authentication occurs directly via the respective provider. Credentials for these

platforms are never provided to or accessed by Captricity. Instead, account-level

access is limited to a unique token that can be revoked by the user at any time for

any reason.

Processes

All images sent for processing are kept secure both in transit and during presentation

to human verifiers. Document processes using Captricity extraction algorithms occur

within Captricity’s cloud and are not sent to third-parties. When documents enter

the human validation process, only field snippets are presented to users, not whole

documents. The operator receives no additional information along with the images

that would correlate the image to a user, image file, organization or API token. As an

additional security layer, there is the option in the form template settings to redact

(black out) or hide particular fields from verifiers and anyone who has subsequent

access to that image.

Once your data is unified within Captricity’s platform, the output can be quickly formatted and easily manipulated to ensure it is usable by downstream systems.

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Data Review

Access to digitized results is only available to authenticated users via the secure,

self-service portal. Data is not shared with third-party organizations or non-

authenticated users. Only after export does the information leave the system. File

downloads and releases are done using the same SSL used for the application to

protect data in transport.

Captricity Support

Upon request, the Captricity support team may access accounts. Each support

member has access based on special credentials to the Captricity support portal.

This access is disabled for employees that are no longer a part of the team. When

accessing templates, batches and results, the support personnel is not able to store

any images locally and may only access the information via the support portal. The

support team does not have direct access to the files on Captricity storage cloud.

Healthcare Security

Captricity is 100 percent HIPPA compliant (covering all of the CFR 45 controls) making

it a platform that can be used by healthcare providers, payers and life insurance

providers to streamline billing and payment processes on change requests, claim

processing, UB, HCFA, EOB and Dental Claim forms.

Management and Administration

The following features and tools help organizations maintain appropriate administration policies and manage the data in Captricity effectively.

Template Versioning

After a template is used in processing, this template is automatically locked for

edits. This is done to maintain the integrity of the form and the relationship of the

form fields to already extracted results. If the form is modified, the form template

is automatically versioned and correlated to previous versions. Template versions

remain available within the users account.

Captricity is 100 percent HIPPA compliant (covering all of the CFR 45 controls) making it a platform that can be used by healthcare providers, payers and life insurance providers.

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Data

Once a job has completed and the results are stored, organizations should institute a

general policy not to run business processes from the data housed in Captricity. Data

should be exported to external systems for downstream processing. This policy will

protect the users if data is modified post export and will maintain data consistency. The

data in the Captricity portal should only be utilized for reporting and analysis.

Data Formats

As soon as results from the first batch of a job are received, it is critical to consider

all future changes to the form and the types of data being collected. Current and

future results often need to be stored and correlated in a standard data structure.

Therefore, variations implemented after initial results can cause problems with future

processing and review. If there is a high likelihood of change, it helps the organization

to silo exported results by the date of processing and the template used. Captricity’s

management tools can help substantially with this process.

User Access

Access to extracted results is only available via a secure web application or API call.

1. Administrative access should be limited to a small set of core users. However,

access should be granted to at least three individuals in an organization so that

if one administrator leaves the team, or is unavailable for an extended amount

of time, there will still be administrative level controls available.

2. Administrators should regularly prune both administrative and collaborator

users, limiting usage to active users.

3. Access to the platform should be limited to users who are part of the capture

process. Often organizations need many individuals to help collect and review

data, including employees, non-employees and third party contributors. These

individuals do not need to be users on Captricity’s self-service portal in order

to benefit from the data and may not need access to the system.

Business Continuity

To ensure business continuity, it is important to educate all the individuals responsible

for collecting data, and those who benefit from the results of the technology about the

tools being used for capture.

Broad education about the capture process also creates a consistent language, helping in project reviews and subsequent assessment of the capture process.

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Best Practices

The following best practices are drawn from our experience working with many organizations and are relevant to all capture customers:

Identify Stakeholders

We recommend that the organization know who all the individual stakeholders are

in the capture project. Typically, they include the business owner, technical owner,

users of the platform (administrators and collaborators), capture personnel, those

responsible for source documents and other data streams, and the users of the data.

Many of the most important stakeholders will not be direct users of the platform,

but beneficiaries of its output. Detailing your stakeholders will offer a holistic

picture of the project plan and allow you to quickly identify personnel for targeted

communication and management issues.

Capture Sources

It is wise to create a map that identifies and documents all capture sources and their

configuration for capturing images or EDI. This will dramatically help during quality

review and meeting technical support requests of users in the field.

Cloud Storage

If cloud storage is used as an input for data, organizations should consider linking

only corporate Box, Dropbox and Google Drive accounts instead of personal

accounts. This will maintain data security and help segregate roles.

Form Design

Forms designed from the outset to generate data in the capture process greatly

enhance project success. The best forms include:

1. Simplicity. Most long and complex fields will be more quickly and

accurately captured if split into multiple fields. It is also smart to choose

fields that elicit direct, non-subjective responses if the goal is a clear and

unambiguous data set.

2. Drop-out Forms. Unlike other more complex and expensive forms

processing solutions, Captricity does not require drop-out forms (i.e.

It is wise to create a map that identifies and documents all capture sources and their configuration for capturing images or EDI.

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surveys that ask respondents to skip questions based on certain answers).

If drop-out forms are being used, make sure templates are created against

non-dropped-out versions.

3. Block Format. Utilize forms with fields in mono-spaced block format. This

encourages users to complete forms with cleaner print and forces them to

keep data within the field and within the extraction area.

4. Avoid Free Text Fields. If they are required, provide lines to keep text in a uniform block.

5. Use Samples. Consider giving samples in each field in lighter lettering.

If images are scanned in black and white this light text will disappear

while at the same time letting your users know what type of data the

organization expects to see. This is particularly important for number,

data and value fields.

Image Quality

While many organizations do not have control over capture sources, there is a

benefit to addressing those sources you do control. These include:

1. For documents scanned using a document scanner, scan in black and white TIFF Group 4 300 DPI. This is the optimum size and quality for fast uploads, fast processing and high quality.

2. For photographed forms, photograph on a surface larger than the form with a solid background.

3. For photographed forms, hold the capture device level with the surface the form is sitting on.

4. For photographed forms, align the image with the borders of the devices capture window.

5. For multi-sided, multi-page forms, it is best to leverage a mobile or desktop scanner for best quality and most efficient input.

Template Edits

Avoid editing templates that have been used for processing jobs. Only in rare cases

do these form templates need to be updated. Instead, duplicate your template and

make edits on the new version.

Unlike other more complex and expensive forms processing solutions, Captricity does not require drop-out forms (i.e. surveys that ask respondents to skip questions based on certain answers).

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How Does it Compare?

Captricity vs. Other Capture Solutions

1. Use Alternate Data Collection Methods, Not Capture

Molding the organization to avoid capture seems like a nice way to streamline

processes, but it rarely works. Even in all-digital workflows, where the captures

needs are largely removed, most organizations find that a need arises that

requires capture. When the organization is not ready to facilitate that need,

they are left with the burden of starting a project that is unfamiliar to the

organization.

2. Legacy Capture Systems

Legacy capture systems generally demo well. This is because they begin with specific

documents and build generalized capture logic to extract the information on a

page-by-page basis. The results are great for those specific documents. But the

set-up costs are high and if a new document type is introduced, customization

has to begin all over again. In practice, legacy capture systems take many

months to implement and many more to stay current with your business needs.

And there is a high risk that once the installation is complete, the organization

has years of fine-tuning ahead. Add this time to the license fees, professional

services and support and maintenance, and your ROI takes years not months.

More importantly, expectations are not met because you cannot onboard the

technology in phases.

With Captricity the cost scales with you, and there is not a large outlay of cash

upfront before results are obtained. The ongoing support of the system is built

into the monthly cost and you bear no additional CAPEX or OPEX costs.

3. Digital First Capture

Digital first capture is a fantastic idea. This is capture at the point of entry using

a device or web application where customers can enter data and it immediately

goes into backend systems. This works for smaller organizations with small

variations in capture and an audience that is already familiar with technology.

However for larger organizations such as healthcare, insurance, government

and large financial institutions, this approach does not scale effectively and

often fails to meet the needs and comfort level of customers and constituents.

Capture is one of the most complex, labor intensive and challenging aspects of the document delivery pipeline.

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HOW DOES IT COMPARE?

Unless digital capture can be adopted 100 percent across the organization, this

mode will create a serious gap in information. Forms that customers will not or

cannot complete digitally will quickly create backlogs and other organizational

issues. Captricity allows your organization to begin to implement digital capture

and integrate it easily with traditional capture in a single, seamless process.

4. Manual Data Entry: Distributed or Centralized

Sometimes the perceived cost and complexity of automated capture forces

organizations to stick with manual data entry. This is a rational decision when

compared to the cost of legacy capture solutions.

Captricity offers the first automated capture service that makes it easy and

painless to move to an advanced capture solution that is both cost effective

and highly accurate. From day one, you can remove the cost and inefficiency of

manual data entry, repurposing staff for more impactful work.

Capture is one of the most complex, labor intensive and challenging aspects of

the document delivery pipeline. Captricity addresses these complexities in a way

that allows organizations to leverage advanced data capture technologies without

specialized know-how, technical requirements and complex setup.

Complex projects with multiple inputs can be up and running in days. Captricity’s

modern web-based architecture and API allows you to integrate the service

seamlessly into your business processes, combining paper-driven and digital

processes.

IT Managers, Business Analysts, Solution Architects and Content Managers

responsible for on-boarding capture processes will spend less time setting up

Captricity and more time optimizing the processes and leveraging the results.

Fast. Secure. Simple. 99%+ Accurate.

Learn More www.captricity.com

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For additional information and

detailed implementations of the

Captricity Platform, reference these

sources:

http://captricity.com/quick-start/

http://captricity.com/blog/captricity-announces-hipaa-compliance/

Automated submission from

document store

OPERATOROptional manual document review

Problems with Document?

Exception Handling

YES

YES

YES

NO

NO

MANUAL REVIEW

NO

CAPTRICITY APIPost to

Captricity to create batch

CAPTRICITY

Images sorted against template

documents

CAPTRICITY

CAPTRICITY

CAPTRICITY

CAPTRICITY

CAPTRICITY

CAPTRICITY API CAPTRICITY CAPTRICITY CAPTRICITY

CAPTRICITY

CAPTRICITY

Customer Downloads

Rejected Batch Pages

Manually correct data

Images matched

template? Data extractedAUTOMATED

DATA TRANSFER

Customer reviews the data extracted

Data reviewed and correct?

Download via API

Export with Salesforce Mapping

Export to Google

Spreadsheet

Download CSV File

This process flow provides an example (Generic) solution for Captricity data capture integration.

This document is an example of process flow only and would require further specification to determine the actual process and needed customizations.

Future iterations of integration work can include custom features such as data repair, automated exception handling, and export to Salesforce or other CRM/Legacy system.

Rejected Batch Page Notification

AUTOMATED SUBMISSION

MANUAL SUBMISSION

EMAIL NOTIFICATION

Email

Paper Scan

eFax

Web Intake

TASK IN CAPTRICITY COMPLETED

BY TEAM MEMBER

Task text describing task

CAPTRICITYPROCESS AUTOMATED

IN CAPTRICITY

Process text describing

process

Data missing or uncorrectable?

Legend

Illegible document

Missing key information

Multiple forms that

need to be separated

Blank document

Thank you or

complaint letter

Notes

CAPTRICITY

Upload Batch to Captricity

CAPTRICITY (STEEL)

(Optional) Data validated against

custom rules

CAPTRICITY (STEEL)

Transform/format data per custom rules

CAPTRICITY (STEEL)

Push formatted file(s) to customer or API

based data push

CAPTRICITY (STEEL)

Poll Storage, APIbased submission to

Captricity