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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
18
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
19
Rules in the Classification Library
20
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
22
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
28
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
42
43
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
44
Assign GL Codes
45
QUESTIONS ANSWERS &
?
Demonstration
Thank You
Please remember to fill out your survey
to receive two complimentary drink
tickets for the post Summit afterglow.