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If you're looking for a paperless office, then a good place to start is in the mailroom. With a continual increase in the amount of digital content coming into companies today, the Mailroom is often the sole source of incoming paper, and what better place to start to address a problem than at the beginning? Let AMS Imaging Show you how our In-House Mailroom Automation Solutions and Virtual Mailroom Services can help your organization achieve industry-leading levels of efficiency and operational excellence.
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Saturday, April 8, 2023 Confidential
Mailroom Automationwith
About AMS Imaging, LLC
Document Management since 1971
OnBase Platinum Partner
Kofax Gold Solutions Provider
10+ Kofax and OnBase Certified Engineers
Clients in 32 of 50 States and Over 25 Countries
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Saturday, April 8, 2023 3
What is a mailroom?
Most companies will receive documents from third
parties and internally that need to be sorted.
In a “mailroom” these documents are sorted to be
forwarded to the appropriate party e.g. Business Users (for items that need action)
Storage (for non-action items)
Challenges with Manual Mailrooms
Slow Manual Process –results in delays getting
important documents to people who can action them
Excessive Labor Requirements –Larger mailrooms can
require a significant number of employees to manage
Error Prone –The manual sort means that documents
can be sent to the wrong locations
Lack of Transparency –Paper flows mean that
documents can get lost
Dependency on “Key” Staff–Mailroom “Business Rules”
are stored in the heads of the workers
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Opportunity for Automation
An Automated Mailroom consists of: - Scanning Equipment (converting paper to electronic media)
Capture of Electronic Data (email, fax import)
Intelligent Capture (for OCR, Classification and Extraction of key data)
Data Repair (to review and repair captured data where necessary)
Routing/Export (to send document to the appropriate people)
Audit Trail (enabling documents to be tracked)
Statistic (enabling statistics about the performance of the system)
•The advantage of this: - Faster Process
Clear Business Rules
Reduced Labor/Manual Effort sorting documents
Traceability/ Audit-ability
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Mailroom Capture in Finance
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Steps in Mailroom Processing
Preparation
Scanning
Classification
Extraction
Routing
Processing
Archive
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Steps in Mailroom Processing
Preparation
Scanning
Classification
Extraction
Routing
Processing
Archive
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Solution Components - Scanning
Opex Scanners – AS7200i Integrated Mail Opening & Extraction
Kofax VRS Included
Up to 120 Pages Per Minute
Images to Kofax Capture
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Steps in Mailroom Processing
Preparation
Scanning
Classification
Extraction
Routing
Processing
Archive
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Mailroom Transformation
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Why is KTM the right choice?
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Rules based approach Advantageous for small number of
document types. Exceptions and explicit knowledge
can be coded
Feature learning approach
•Process complex documents in many
categories Setup system fast and keep it up to
date.
Setting up KTM
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KTM “Learns” the Documnets
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KTM can have “Rules” added
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Content-Based Classification
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Document Classification Example
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MARKETINGLeads & prospects
Customer info
Competitive data
Surveys
CUST. SERVICECorrespondence
New account setup
Service requests
Warranties
HRApplication forms
Resumes/CVs
Benefits forms
Healthcare forms
SALESOrder Entry
Contracts
Lead tracking
Forecasting
Proposals
FINANCIALSInvoices
Order processing
Cash receipts
Proof of delivery
Expense accounts
CORPORATECorrespondence
Litigation
Contracts
KTM uses Format Locators
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Format Locators enable
rules to be built for identifying
data with a specific format: Dates Financial Amounts Customer ID Number Reference Numbers
Format locators enable
nearby Keywords to be used
to validated data found
KTM also uses Database Locators
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Unique, Unprecedented Accuracy
Database Locators provide “Context Clues” to where
a document belongs. This technology is unique to
Kofax Transformation Modules.
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Steps in Mailroom Processing
Preparation
Scanning
Classification
Extraction
Routing
Processing
Archive
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Routing with Workflow
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Processing with Workflow
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Taking Paper Mobile
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Tracking & History
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Document Archiving
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Seamless Integration
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ACT
Applied Systems
ATS – AS/400®
Attachmate ® 6.7
Auto CAD LT 2002 ®
Banner
BAAN ®
Cerner ®
Chempax ® 2000
Citrix ® Clients
Client Access ®
Clientele ® 7.0
Colleage
CosNet
Epicore ®
FAST
FAST Teller Systems
Full Court 3.0
GIS Arch Map
GIS Arch View
Great Plains ®
Host on Demand ®
Hummingbird ® 3270
Infinium ®
JD Edwards ®
JD Edwards One WorldTM
Jolly Giant QWS3270 ®
Lawson ®
Lotus ®
Lotus ApproachTM
MAS 90 ®
MAS 200 ®
McKesson ®
Meditech ®
MestaMed ®
Microsoft ® Access ®
Microsoft Office Prop. Windows ®
Microsoft Outlook ®
MUNIS ®
Oracle ® Financial
Oracle Forms
PeopleSoft ®
People Trak
PowerBuilder ® 7.0
PowerBuilder 8.0
Quick Books ®
QVT/Term
Ruby/Sapphire from Prism
Rumba ® 2000
SAP ®
SalesLogix ®
Siebel ® 6.01
Sungard ® – Omnivest / Omnitrust
Solomon ®
Stolas System
Syspro ®
The Diamond SystemTM 4.120
Toughe
TRMIS5
Tropics Software Tech
Visio ®
Wintam
Enabled Applications
Thank You!
Thank You!
For More Information, Contact:
Michael R. Thomas
Director – Solution Development
631-406-9916
http://www.amsimaging.com