Automated data capture & document management - made simple!

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1 Automated data capture & document management - made simple! Reduce document and data capture overheads Improve efficiency Improve processing levels Improve accuracy of results Reduce processing costs

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3 Contents 03 Coping with administration paperwork 04 Removing the pressure 04 Automated data capture & document management 05 Automating the paper flow 05 Organisational cost savings 06 How DocXP works 11 Additional modules 12 DocXP unique features 13 Why DocXP is the right solution for you 15 References Coping with administration paperwork Capturing, processing and classifying documents and data is still a major issue in many organisations. In recent years increased Government regulations, coupled with the escalating need for protecting information, has put a huge emphasis on document capture in the workplace. This has added significant pressure on businesses for accurate data and record keeping. But achieving this can be a challenge, especially when you need to get over all the day-to-day issues such as budget restraints, data processing bottlenecks, compromised quality, staff overheads, paperwork security issues and lack of office space to store paper files, whilst still striving to improve efficiencies and reduce costs. Page 3

4 Removing the pressure With four decades of experience in delivering business critical data capture solutions around the world, DRS has earned the reputation as the leading authority in removing the pressures associated with capturing and processing data and documents. Our experience of working in partnership with a wide range of commercial organisations gives us a clear appreciation of the data and document capture challenges and complexities faced in today s environment. From the banking, financial and insurance markets, through to the healthcare and commercial sectors, we are continually reducing our customers business transactional document processing costs as well as enabling improvements in the efficiency of their processes. As a member of the Association for Information and Image Management, we are fully committed to providing the best of breed solutions to our business customers. Our business transactional document processing solutions are proven to reduce document and data capture overheads, whilst at the same time improving efficiency, processing levels and accuracy of results. With a range of software and hardware solutions, along with our full service bureau facility, we are able to provide our customers with full system integration, consultancy and continued ongoing support. Automated data capture & document management made simple! Whether you are processing data from structured forms where you expect to see typical information in the same place such as a timesheet, examination registration or a patient treatment form, or from unstructured forms where the information you need to capture could be anywhere on the form, such as an order form or an invoice, DocXP can process it quickly and accurately. Page 4

5 Automating the paper flow D ocxp is a data capture software platform that can free you by eliminating paper forms, cutting form production and processing costs, and increasing productivity. When relevant information is captured and processed automatically, the time and manual labour saved can be truly liberating. DocXP professional features can be combined to facilitate very effective processing of documents and extraction plus validation of data from a large variety of papers, those with hand print data and those with machine print data and indeed a mixed format. The system is modular and scalable in both its design and in its pricing, from single-user to multi-users across multiple locations. Organisational cost savings Designed to process highly complex tables and line items, whilst carrying out auto-inspection, correction and verification of data at the same time, our DocXP software suite brings significant organisational cost savings and efficiency gains. The system has full user security, an extensive permissions model and full audit trail that allows for both the production of user and document level statistics. With its ability to automatically identify a document type, DocXP is used to capture and process a wide range of business transactional documents including invoices, purchase orders, explanation of benefits and delivery notes. Sophisticated classification technology separates DocXP from all other competing products. It is able to automatically identify the document type with no pre-configuration, making it one of the best intelligent document and data capture solutions on the market today. DocXP captures and processes complex data from any type of document whether the data is in predefined areas or in different locations on every document structured or unstructured. DocXP is flexible to adapt along with a customer s plan and growth for the future. Page 5

6 In only 4 steps DocXP provides a means of capturing document images, verifying and exporting data, and filing or archiving the images and data in a way that allows them to be retrieved quickly and efficiently. How DocXP works Page 6

7 Step 1. Scanning Working with any ISIS or TWAIN scanner, DocXP allows the user to scan directly from the application and display each and every image on-screen during capture. This enables the user to ensure that the quality of the images are at the highest possible level. Good quality images will reduce the workload of the operator in subsequent data capture processes as more data will be read correctly. Images are displayed page by page as the scanner scans the images one by one. Pages can be rotated and pages can be moved before and after other pages. Once the scanner operator has completed the operations on the document, it can be saved and will be made into a DocXP document. Forms that have been configured for capture by DocXP will be automatically rotated by the application. Step 2. Processing documents DocXP provides fully automated classification of structured and unstructured documents. DocXP processes structured forms without user intervention. It automatically recognises scanned pages, and reads hand printed, machine printed and check box information to a high level of accuracy. It includes powerful page level pre-processing as required, cleaning up the image and scaling the page to the right size for interpretation. When DocXP extracts information from an unstructured document, such as an invoice, it automatically indicates to the system what is to be captured and from where on the page. It has an extremely intuitive interface and intelligently captures all the relevant data at the time of scanning. DocXP when processing unstructured documents: finds and reads summary data from forms it has not previously seen captures individual line data, for example, an individual item quantity, item descriptions, product codes and amounts. Page 7

8 Step 4. Filing & Retrieval DocXP includes an easy to use archive and retrieval function that enables indexed documents to be stored during processing or when imported from other applications. The retrieval function enables the operator to enter appropriate search criteria and access all of the matching documents easily. The user can zoom in, rotate, export images and save as a PDF. The data for all documents is always online and instantly available. Using Windows Explorer 5.5 or above will enable you to run web based retrieval. Step 3. Validation & Correcting documents DocXP also offers web based invoice approval which allows you to integrate with a corporate system to completely automate the invoice approval process. Supplier invoices can be turned around much easier whether they be in paper or form. Once the document has been processed and the data extracted, the Character Inspection module ensures that the captured data is free of errors. Character Inspection allows the operator to quality check high confidence characters and quickly flag up any incorrect or suspect characters. Apart from operator validation, the fields on a form can have additional logical validation applied as well as cross validation between fields. This approach ensures captured data exceeds the 99% accuracy that is required. The Index module allows the user to review the suspect characters identified automatically as well as those previously flagged up by the operator during Character Inspection. DocXP is very accurate on correctly interpreting most of the characters on the forms so verification is a speedy process. Page 8

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11 Additional modules DocXP Admin Allows configuration of data capture validation, user security and auditing. This includes the DocXP Status Viewer module which allows continuous monitoring of system and user performance. DocXP AutoCapture Automatically capture invoice summary level fields for invoice number, total amount and invoice date. It reduces the setup effort for DocXP for invoices and reduces the cost of manually setting up all invoice types. DocXP Redaction Allows any municipal authority, government or private organisation to safely and efficiently obscure or remove sensitive data such as social security numbers from publicly available document images. It reduces costs of dealing with sensitive data and deals with legacy archival documents. DocXP EDF Allows the indexing of electronic documents directly from other software interfaces such as Word, Excel and Outlook into the DocXP structured storage system ensuring that all the index rules are applied. The documents can then be retrieved with DocXP Retrieval or exported into any other document management or workflow system. This module also allows any other document formats to be indexed into our storage and retrieval system. DocXP Full Text Combined with DocXP Retrieval, Full Text allows powerful searching of content within a document. This server based module extracts textual content from within a wide range of files as a background process. This then allows logical searching of content combined with the captured or keyed metadata. Auto indexing of documents for quick storage and retrieval DocXP Fax Review Allowing the user to deal with common fax problems, Fax Review enables the combining and splitting of pages, routing of documents to different inboxes and allows the user to deal with common image quality issues associated with faxes. Page 11

12 DocXP unique features The ability to read highly complex tables within the system ensuring it remains at the forefront of technology. Character Inspection interface allows the operator to quality check high confidence characters quickly, and flag up any incorrect or suspect characters, so they can be reviewed and corrected at the next stage. Easy capture of Line Items. These are units of a document that are shown on a separate line of their own and generally refer to different elements in a group of data (so this means there might be 2 or 3 lines of information that are relevant to one thing). All process stages on view from one screen. Ability to view all stages of the data capture process on one screen. Receive technical support and undertake optional onsite training tailored to your needs Page 12

13 Why DocXP is the right solution for you ensures a high level of captured data integrity minimises the amount of human intervention required in document processing so reduces human error and reduces overheads generates data that can be easily transferred to any downstream processing platform consequently reducing paper storage supports structured and unstructured document processing provides powerful administration tools with security and auditing delivers simple retrieval interface for users supports free text searching of document content has a special module to handle faxed documents into DocXP operates with open client server architecture operates on friendly and intuitive Graphical User Interfaces scalable from low to high volumes auto indexing of documents for quick storage and retrieval receive technical support and undertake optional onsite training tailored to your needs. Page 13

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15 Since implementation we have worked closely together and introduced several enhancements and had additional functionality developed, which have increased throughput and accuracy. Our most recent project being an electronic interpreter and processor for XML and CXML orders. This development will become part of the DRS DocXP core product offering and enable smooth interfacing between our document handling system and our customer s E-Trading solutions. Kevin Field, Head of IT, YPO References Yorkshire Purchasing Organisation improves efficiency with DocXP The largest formally constituted local authority purchasing consortium in the UK halved its resource responsible for customer orders, whilst still increasing processing levels by 12% through using DocXP. YPO is able to automatically capture, process and verify customer reference numbers, supplier addresses and product codes, as well as many more complex checks, including mathematical validation in areas such as totalling quantities and financial values. World-leading software company integrates DocXP SunGard serves more than 25,000 customers in more than 70 countries, including the world s largest financial services companies. DocXP is an integral part of SunGard s US-based product portfolio. As part of SunGard s mission critical software and IT services in the financial sector, DocXP is able to help drive SunGard s customers unique business strategies, whether they are increasing efficiency, improving customer service, complying with regulations, or capturing growth opportunities through innovation. Managing full document lifecycles Capita Total Document Solutions provides solutions to enable clients to manage the full document lifecycle from scanning, intelligent data capture and electronic document management through to workflow systems and hosting services. Employing over 36,000 staff, Capita TDS is one of the UK s largest outsourcing organisations working with the private and public sector, central and local government, the National Health Service and financial institutions. Page 15

16 Worldwide Data Capture Specialist Since 1969, the DRS Group has been successfully capturing and processing business critical data for organisations in over 50 countries using its own range of document and data capture technologies. It has the skills and expertise to manage data capture problems of any size or complexity and is a world-leader in scanning and recognition excellence. DRS technology is built around delivering solutions to business critical data capture problems. DRS Data Services Limited 1 Danbury Court, Linford Wood Milton Keynes, MK14 6LR, England Tel: +44 (0) Fax: +44 (0) enquiries@drs.co.uk