fundamentals of intelligent document capture
TRANSCRIPT
1© Copyright 2009 EMC Corporation. All rights reserved.
Fundamentals of Intelligent Document Capture
2© Copyright 2009 EMC Corporation. All rights reserved.
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
2
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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
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…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
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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
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Insurance
Where Do These Challenges Exist?
Government
RealEstate
PharmaceuticalsFinancialServices
Manufacturing
Retail
Technology
Telecommunications
Healthcare
EverywhereEverywhere
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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
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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
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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
© Copyright 2008 EMC Corporation. All rights reserved.
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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
11© Copyright 2009 EMC Corporation. All rights reserved.
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
CaptureCapture ClassifyClassify ExtractExtract ValidateValidate DeliverDeliver
12© Copyright 2009 EMC Corporation. All rights reserved. 12
Capture from All Types of Sources
Faxes
Scanners
eForms
NetworkDirectories
MFPs
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
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
13© Copyright 2009 EMC Corporation. All rights reserved.
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
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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.
15© Copyright 2009 EMC Corporation. All rights reserved.
Intelligent Document Recognition
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 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
16© Copyright 2009 EMC Corporation. All rights reserved. 16
AppsForms
Quotes
ClaimsTaxReturns
Contracts
CLASSIFIED DOCUMENTS
Automatically Classify Documents
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
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
17© Copyright 2009 EMC Corporation. All rights reserved. 17
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
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
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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.
19© Copyright 2009 EMC Corporation. All rights reserved. 19
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
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
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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
21© Copyright 2009 EMC Corporation. All rights reserved. 21
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
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
22© Copyright 2009 EMC Corporation. All rights reserved. 22
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
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
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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.
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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
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
25© Copyright 2009 EMC Corporation. All rights reserved.
Electronic Process
Accelerating Document Processing
PaperPaperReceivedReceived
CaptureCapturePaper-based Process
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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
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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
Terms
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
28© Copyright 2009 EMC Corporation. All rights reserved.
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
29© Copyright 2009 EMC Corporation. All rights reserved.
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
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