Effektivisere, organisere og strukturere Digitalt postrom

Transcription

1 Effektivisere, organisere og strukturere Digitalt postrom 1

2 Agenda IRIS What we do Typical customer needs in the Mailroom Digital Mailroom definition and advantages Mailroom Technologies Typical usecases: a) Simple mailroom Media Leakage Healer b) Personalised Mail Automated Sorting c) Company Mailroom Records Management Procedural method Analyse Your Mailroom Summary

3 IRIS = Intelligent Document Recognition - Components 1Scan 6 Documentcompression 2 centrally 5 Character- 3 Documentcreation Recognition 4 Extraction

4 Why Digital Mailroom? More than 80% of all documents are stored in personal files! There is still a lot of paper in the Mailroom, Sorting and Distribution costs time and money! Communication between employees is limited and knowledge will be lost when the employee leaves the company! Communication via mail including follow up (archive, different document versions) is not structured and wastes a lot of time! Documents will be printed and information will be added and sometimes individually stored it`s not sure whether all information is available! > 80% of relevant information is hidden as unstructured data, these are very often not available for search and analysis! There are many different storage areas and storage media (paper archive, personal file on PC, Mail-Server, leading system), there is no general overview about all information in one system!

5 Digital Mailroom definition Digital mailroom is a term used to describe the automation of incoming mail processes. Using document scanning and document capture technologies, companies can digitise incoming mail and automate the classification and distribution of mail within the organisation. Both paper and electronic mail ( ) can be managed through the same process allowing companies to standardise their internal mail distribution procedures and adhere to company compliance policies. Many companies still believe that they are legally bound to archive some documents as paper for a certain time, such as accounting documents or contracts. According to a recent survey by AIIM, legal admissibility of scanned documents is still seen as an issue in over a quarter of businesses. Most digitized documents are now legally admissible in a court of law. The new British Standard, BS Evidential weight and legal admissibility of electronic information covers this in detail. Wikipedia Digital Mailroom 5

6 Digital Mailroom advantages One major benefit of turning all incoming paper mail into images as soon as it is received, is the extent to which it shortens the decision cycle. The various technologies at the heart of digital mailrooms help companies rationalise their processes, e.g. it allows companies to reduce costs associated with resending documents between sites. Mailroom costs not only include staff costs involved in the distribution of letters, but also the costs associated with the sorting. resending, loss or deterioration of documents. A digital mailroom implementation has a direct effect on all those costs and becomes a key element of competitiveness for the company. Ensuring incoming mail tracking has become a necessity for the majority of companies, with compliance regulation being a major factor. The earlier a document is transformed into an image file, the more reliably it can be tracked throughout its life cycle. Furthermore, a scanned document becomes accessible by all authorised users (as a PDF, TIFF or JPEG file). The file created includes more than simply images; it references one or more documents in the archive database and records all the actions carried out by the people responsible for the file. The security of the process guarantees the authenticity and integrity of the document, which aligns with the records management policy of the company. The electronic management of incoming mail improves the handling of documents within service oriented companies and agencies. It enhances the quality of the service offered to customers by allowing staff to instantly access customer files and answer questions immediately. The improvement of customer service is considered to be of fundamental importance by the majority of companies. Wikipedia Digital Mailroom

7 Mailroom Technology Freetext Recognition (3rd generation) = creation of FULL-Text (with good quality) together with word position (XML coordinates) and word type (date, amount, number, keyword,.) Extraction rules work on FULL-TEXT: regular expression search rules between word types attractor search Index generation based on Fuzzy database Classification of incoming documents based on different techniques - (manual) barcode based classification - simple (keyword based) classification - complex classification learns from (> 20) doc types) ->

8 Classification of Documents IRIS XClassify is a combination of different classificators which learn how to generate the best set of features needed for classification of Documents. All features which are collected called the Universe contains the Classification knowledge XClassify 1 Information aggregation y/n Rules f b a d c Multi-statistical evaluation 2 Labeling symbolic raw XFingerprint Features XContext 3 Adjustment A-prioriknowledge

9 Digitize your Mailroom!!! Use Cases a) Simple mailroom Media Leakage Healer b) Personalised Mail Automated Sorting c) Company Mailroom Records Management P-docs and E-docs

10 Simple mailroom Media Leakage Healer 10

11 Simple Mailroom Media Leakage Healer & x Goal for the project: Scan all incoming letters / documents Sort with the help of a department barcode Generate FullText OCR with Format conversion to Office Documents Compression of coloe images and PDF generation

12 IRIS Powerscan as Media Leakage Healer Document Separation and Barcode Extraction Document Index

13 Personalised Mail automated sorting of incoming documents 13

14 Personalised Mail - automated sorting of incoming documents Automated Process = Index generation based on Fuzzy database Documents are available for electronic archiving and ad hoc workflows Personal Mail is automatically provided within the DMS due to the employee s name The employee receives a notification via and can edit, delete or forward the document Receipt of incoming mail Claim processing Response to customer 2. Department Mail business process Complete Business Process 1. Personalised Mail receipt by the users

15 Advantages of Personal Mail and automated sorting Personal Mail Improves the distribution of documents to the employees Helps to store and retrieve all incoming documents including Full-Text search Screenshot Verify

16 Mailroom Demo Counter reading cards complaints Personal Mail Service Classification Backoffice systems (ERP, Workflow, Archive, ) HR documents Personal Mail Human Resources Solution Package PM (Personalized Mail) Solution Package HR (Human Ressouces) Personal Mail HR documents Invoices Credits Personal Mail Accounting Solution Package Contracts Maintenance contract Leasing contract Solution Package Accounts Payable Solution Component Forms Invoices Credits Counter reading cards Clomplaint Contracts Personal Mail IT department

17 Company Mailroom Records Management 17

18 Records Management and Electronic Files Electronic files are needed for different departments f.e. IT-department: Hardware- and software-systems for warranty periods HR-department: all HR relevant documents, e.g. employment, dismissal Customer Records (CRM): all customer relevant documents The prime index as well as the document type & date are determined. Within the DMS system dedicated folders are constructed Classification Businessprocesses Documents trigger business processes and workflows electronic file

19 Advantages of Records Management All documents are centrally accessible Documents can be found immediately Deadlines are met Exoneration of employees from routine work Business processes are started reliably and standardized S a m p l e w o r k p l a c e ISO Norm defines Records Management as leading task, efficent and systematic control and process of document generation, receipt, storage, usage and selection of documents including the capture process and documentation of storage including confirmation and information about business processes and Transactions as electronic files with Metadata.

20 Canon Norge reference at Leading system We extract what you need SharePoint ECM Archive and Workflow Archive PDF Scan IRIS Xtract for Documents SC Capture Plus with ihqc compression Images with Meta- and Business - Process Data PDF/A with fulltext Digital Mailroom old paper file Kredinor files: classification of envelopes which cover different documents case number with several entry points

21 Lawyer office Klinge & Heß Germany The customer wants to scan all incoming documents immediately after delivery 2 times per day. Letters should be opened, prepared and separated and scanned with MFPs. Documents should be sorted to the right lawyer based on case number Document date will be extracted for sorting within file Due dates are important 4-eyes-principle!!! Furthermore: indexation of old paper files, manual indexation of single documents at MFP screen Indexation: Date case number due date simple doc type

22 OVERVIEW OF THE SOLUTION Complete Mailroom processing workflow

23 Digital Mailroom Your Advantages Automated process = improve quality Documents are immediately company-wide available = shorten decision cycles Complete sorting of all incoming documents = minimize mailroom costs Documents are already available for archiving and business processes = follow up

24 PROCEDURAL METHOD ANALYSE YOUR MAILROOM Digital Mailroom Workshop 1,5 3 days Deliverables: Actual Mailroom description and Concept for automated mailroom Analyse incoming Documents List of relevant Document Types for Classification Prime Index and Extraction Fields per Document Type Live Test: Generate first Universe based on YOUR documents Individual classification demo with YOUR documents Standard classification demo with neutralised documents

25 RESULTS OF MAILROOM - ANALYSE File-Plan List of Document Types with Categories Classification rates for YOUR documents, POC=proof of concept

26 Digitalt postrom The start of something new! IT`s that EASY Try it out 24-Mar-11