document capture: best practices, tips and tricks
DESCRIPTION
Learn the recommended best practices for capturing documents into WebDocs for paperless document management. Explore a variety of scan and capture techniques and tips to solve common issues. Learn more about WebDocs: http://www.rjssoftware.com/Products/Catalog/WebDocs/TRANSCRIPT
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Document Capture: Best Practices Tips and Tricks
Presented by :
Bill WhalenSolution Specialist, RJS Software
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What are Best Practices?
Approach to Document Capture
Step 1 – Analysis – Know Your Process
Step 2 – Know Your Options
RJS Capture Technologies and Options
Controlling Uncontrollable Content and Documents
Forms Processing (AP, AR and others) and Internal or External Forms
Forms Processing (Advanced OCR)
Fillable Forms
Use Cases and Examples
Agenda
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IT and Functional Business Units = Key to Rolling Out Successful
Paperless Implementations … Behaviors Ability to enforce HABIT Paperless is limited by what you are willing or able to put in and also only
as valuable as you can articulate in Return on Investment (ROI) People, Hours or Dollars
What are Best Practices?
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Requirements to User Expectations
Develop options and deliver solutions, not features
Avoid the “I thought it would do ...”
Stat about failed workflow projects here
RJS Solution Design and/or RJS Workbook
What is it … how to get it?
Implement by Design or Design by Implement?
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Ask questions and observe the process.
What sort of documents are we dealing with?
How are they generated (internal, external)? How are they received or
used?
Gather samples and see the real deal
Map the process
Standardize capture processes and know the options
Step 1 - Analysis
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Can you solve a problem without knowing the possible answers?
RJS Options – Fully Manual to Automated
User Tools: MS Office, Inbound Email, Files Via Desktop
Server-Side Tools: Forms output, Monitoring applications
Full Automation: Controlled and Uncontrolled content
• 80/20 rule of automation and paperless
• Dealing with politics – Dang humans …
• Less clicks = adoption and maturity
• Don’t know? See and ask!
Step 2 - Know Your Capture Options
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Paper CapturePaper Capture Electronic CaptureElectronic Capture
WebFormsWebFormsEmail /Fax CaptureEmail /Fax Capture
Electronic FormsElectronic Forms
Report and Data Delivery
Report and Data Delivery
Indexing CaptureIndexing Capture • Tray Capture• PDF Driver• MS Add-ins• Batch Import
• Tray Capture• PDF Driver• MS Add-ins• Batch Import
• Forms Processing• Scan Workstation• Tray Capture
• Forms Processing• Scan Workstation• Tray Capture
• Network Folders• Native Capture• Email• Fax
• Network Folders• Native Capture• Email• Fax
• Windows• iSeries• Application Integration• OCR/Barcode• Database / Exit programs• Workflow/Routing
• Windows• iSeries• Application Integration• OCR/Barcode• Database / Exit programs• Workflow/Routing
Signature CaptureSignature Capture WebDocs
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MS Office Add-Ins – Allows integration with Word, Excel and Outlook
Supports document check-in, search and version control with
Microsoft Office 2007 and above.
WebDocs Tray Capture and PDF Print Driver
Drag-and-drop Interface, print to tray capture, light scanning interface.
RJS Image Client
Client for viewing PDF and TIF or checking in documents, full version
control support, full search and use without the browser.
User Tools from RJS Software
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Document Cleanup Technology – Kofax VRS
Scan Workstation
Manual or ad-hoc indexing, integrated indexing with applications
and automated indexing for structured content.
Best Practice: integrate with system for verification with DB.
How to use document separator sheets – Why and When?
Scan Workstation automation processes.
Scanning and Indexing Best Practices
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VRS Professional – included
Auto Brightness Line Filter
Deskew Despeckle
Auto Crop Exception Handling
Edge Cleanup Auto-Resolve
Advanced Clarity Auto Orientation
Analyze Color Auto Color Detection
Ignore Pictures Color Suppression
Fill Holes Color Smoothing
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Before VRS Deskew/Crop
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Enable Auto Deskew/Crop
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VRS Auto Orientation
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Auto Color Correction
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Auto Color Suppression
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3 “C’s” of Paperless for Optimal User Adoption …
Clickless, Clickless, Clickless! Goal is to make users experience “click-less”
Integration Types:
“At the Glass”
Database Integration
Validation and Backfill
Application Integration Best Practices
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Examples: Interface integration for document search – basically allows click to image or search
list. If a user is on your ERP screen, let’s give them a single click to get to a list of
documents or to launch a single document.
Interface integration for index and document processing – scanning paper is typically
time consuming and many AP or other departments don’t want to increase efforts
because of indexing … so we would deploy technology to screen scrape or “click to
index” a document that the user is working on. Within AP and Order Entry
departments we have a particular workflow involving dual monitors that streamlines
the work processes even further.
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www.intellichief.com 508-594-2700 [email protected]
Green-Screen Application Indexing
Indexes are retrieved for the Green-Screen and Mapped into the index values in the Scan WorkStation with a press of a function key.
Indexes are retrieved for the Green-Screen and Mapped into the index values in the Scan WorkStation with a press of a function key.
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Windows Application Indexing
Indexes are retrieved for the Windows Application and Mapped into the index values in the Scan WorkStation with a press of a button on the Windows Integrator Toolbar.
Indexes are retrieved for the Windows Application and Mapped into the index values in the Scan WorkStation with a press of a button on the Windows Integrator Toolbar.
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Database integration for verification – we typically like to utilize existing ERP backends
to validate incoming documents. The goal is to identify errored documents on the
front end to eliminate the “garbage in, garbage out” tendencies that can occur.
Database integration for backfilling – this typically entails going out to an external
database and fetching other indexes keys so that the user has to provide as little
information as possible. A good example would be indexing a PO-based AP
invoice….if the user types in the PO number, we should be able to go out and get the
vendor information and possibly additional details about the invoice.
Portal solutions – SharePoint, WebSphere Portal, Your Website, Direct Integration,
Internal report distribution
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Document Assembly
Manually assemble or automate
Barcode Separator Sheets (C:\Program Files (x86)\RJS Software\
RJSIMGSCAN\ICRMASK)
Automatically assembles multi-page documents
Barcodes can contain document type or title information
Barcodes on pages of internally printed documents
Bill of Ladings, Applications, Credit Documents, PO, AR Invoices,
Statements, etc.
Barcodes can fully automate capture processes
Scan Workstation – Automation with Structured Content
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Scan Workstation – Processing Automation (Check-in Processes)
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Customer Example – Repair Orders
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Using Batch OCR and Batch Import or DeliverNow
Examples: Proof of Delivery, Sales Orders, Pick Slips
Really any document with Barcodes or structured zones
Batch OCR – What is it and what does it do?
Batch Import and DeliverNow
Process: Scan to “hot” folder, software picks up the documents and
processes them centrally
When to shift to server-based capture?
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PDF Splitter – Split PDF documents and store or distribute them.
Note: extract search keys from PDF content.
Index Keys for Searching• Invoice#• PO#• Recipient• Date• Etc…
Invoice 1
Invoice 2
Invoice 3
Master Invoice
WebDocs
Import Process
Split PDF Documents are indexed and imported into WebDocs for searching and archive.
Example 2 – Starting with PDF
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Inbound Email and Fax
Forms Processing (Shift from Heads Down to Exceptions)
Accounts Payable
Accounts Receivables
HIGH ROI – People Doing High Value Tasks vs. Low Value
Controlling Uncontrollable Content and Documents
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Email and fax can be utilized for automating and streamlining capture
processes. For example – AP, AR, HR etc.
Inbound Email and Fax
Email:
POP/400
Email Monitor
Ad-Hoc or Forward
Fax
FaxBack Server
Controlling Uncontrollable Content and Documents
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• Invoices• Sales Orders• Documentation• BOL’s• PO’s
• MS Exchange• Lotus Notes• POP Servers
RJS Email Monitorand WebDocs Workflow Server Workflow Approvals
Email Inbox gets monitored by the RJS Email Monitor Server and based
on the rules email and attachmentsget processed into a workflow route
for approval/review
Automatic Monitoring of Email/Fax Inboxes
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Invoices are scanned
Data Verification and Validation
Release to WebDocs
Image clean-up, Data Extraction
þInvoice
1. 2. 3. 4.
Forms Processing (OCR)
Capturing paper documents with forms processing technologyThe difference from standard OCR – Fingerprints and Business Rules
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The Challenge of A/P Scanning – Template-Based OCR vs. Integrated Scanning
Statistics about OCR (Optical Character Recognition)Accuracy is not actually 95%+ as people advertise
This means that a OCR engine will read 95% of the indexed CHARACTERS, not documents
A OCR Engine rated at 95% accurate is being used on a 9-digit field, the true accuracy is 69.8% because the engine is reading 95% to the 9th power
OCR is only as good as print and scan qualityDPI is increased, increasing your storage size
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
What is it? Software that turns any paper form into a web-based, dynamically changing, “Fill-able form”.
Features: Plugs directly into ERP and other business systems without modifying
your ERP. Forms can pre-populate or dynamically retrieve data from ERP. Data can be posted back to ERP, any database or web service. Forms are filled out from any web browser. Forms can be electronically signed. Can be routed through business processes Enforce business rules!
Use Cases: Human Resources; Smart Invoicing for AP – Non-Inventory
Purchasing; Manufacturing, Quality and Control
Solution: WebForms
www.intellichief.com 508-594-2700 [email protected]
www.intellichief.com 508-594-2700 [email protected]
Scenarios and ExamplesAccounts Payable Capture Options
Fully automated or not? What would justify a fully automated solution? Manual Click to index Forms Automation
Pack Slip Automation – Semi-Controlled Documents Gemaire – scan to network folder and server-side processes automatically Keep it simple. If you control it, dictate the process.
Sending Letters, Getting Signatures, Archiving Ceannate – Dept of Education loan letters. Controlled by Ceannate, distributed
physically or via fax. Applications, documents for signature, letters etc
BOL/POD – Signature Capture Processes Electronic signature capture – What do you need to know to determine if you
can do electronic signature capture?
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Questions & Answers
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Learn More
Contact:Bill WhalenRJS Software SystemsCell: [email protected]
[email protected] or 952-736-5800or visit us online atwww.rjssoftware.com