Automating Enterprise Capture
Take the pains out of
your document inflow!
Get business documents
to the right application
and person.
Timely, digitised, and
ready for processing.
Capture handwriting
as easy as print
Maximise
- Service level
- Capacity
- Information quality
- Efficiency
- Control
Minimise
- Operational cost
- Processing time
- Distribution time
- Human errors
Manual sorting, distribution, and preparation take unacceptable amounts of time and resources from the qualified work that generates your income.
That's why we'd like to automate away the drudgery while improving throughput, service levels, and productivity in general.
Sorting, indexing and distribution
Separate, sort, classify, index and distribute all incoming business documents. These are bundled into logical groups, such as all documents belonging to a certain case.
For you, this means that you can have an automated “mailroom” wherever it’s convenient. Your skilled staff will be free to concentrate on more qualified tasks.
Self-learning text classifiers
Simply providing a set of sample documents for each type and clicking a button enables the automatic recognition capabilities. Just put all incoming paper mail into the scanner (electronic documents enter directly) and let the computer do the rest.
Whenever classification is uncertain, the operator is notified and can easily make corrections.
Extraction
After documents have been classified, key information – such as account numbers, insurance numbers, names, or addresses – is extracted from the documents. The information is then transferred to your business system along with a document image. It is all completely searchable, providing easy access to your documents at any given time.
Efficient management
User management allows you to specify which operator is authorised to carry out which activities.
Production supervision shows exactly where documents are in the system. This also provides a complete audit trail, supporting SOX compliance.
Integration
Select the output formats best suited to your downstream business systems or archives.
Form processing
Form processing, complete and automated from arrival to database and downstream application. Verification is fast and simple thanks to a set of efficient tools.
Get forms from all your various input media streamlined into a single process for extraction, validation, and verification. Integrate with the application of your choice.
For you, this means improved efficiency, reliability, customer service, and working conditions.
Capture
Regardless of how they arrive, all forms are handled in the same reliable and straightforward process. However, in spite of the IT revolution, most forms still arrive on paper. Consequently, it is important that the scanner handling includes identification, deskewing, removal of preprinted background, color processing, quality control during scanning, and endorser print handling.
Sorting
Since each form must be identified for the correct template to be applied, sorting is automatic.
Extraction and validation
Template flexibility is highly desirable, since printers, scanners and faxes might introduce some vertical and horizontal offset.
Expect complete information from
- Handwriting and special characters, in spite of the significant variations between regions and languages
- All of the main barcode types currently in use, including Data Matrix (QR code)
- Check boxes and circle fields
A wide variety of databases, dictionaries, range checks and other validation tools can be used to ensure the very highest accuracy. When data can be confirmed automatically, the form may bypass verification.
Verification
Forms can be validated at a rate of about 100,000 characters per hour using our fast and mass verification techniques. Any changes you make are instantly revalidated.
To simplify verification and workflow-oriented activities, a digital image for each form is available throughout the entire process. This image is subsequently archived along with the form information.
Production overview
Monitor the production status of the forms, sets, and batches in your database. Select items of interest in any combination and copy them for further analysis in your external program of choice.
Integration
You can add your own functionality and integrate FORMS with any external system—for statistics, order pick lists, inventory updates, personnel files, and more.
In all cases you get the security and flexibility that can be expected from a business-critical process.
Invoice preparation
From arrival to workflow. Ready to integrate with the major ERP/financial system of your choice.
For you, this means a fast and reliable way to get your invoices into your accounts payable process.
Sorting
Supplier and buyer identities are detected and verified. The type, general expense or purchase order, is detected, as well as whether it is an invoice or a credit note. Thus the correct business rules are automatically applied.
Extraction and validation
Extended line item tables and multiple VAT rates are extracted. All information can be checked, either using calculations or by comparison with resident data. If confirmed, the invoice may bypass manual verification.
You can also use information from several ERP ledgers. If everything is correct and the invoice corresponds to an approved purchase order, it can be posted automatically.
Verification
Individual operators have a personalised inbox containing only the invoices they are authorised to handle. Any correction is automatically revalidated according to the predefined rules.
Verification can easily be done over the Internet without any loss of security.
Scope
Documents arrive in several different formats through a number of different channels. ReadSoft offers the tools to process any combination, including handwriting that even human eyes would find hard to decipher. We digitise, classify, sort and distribute your incoming documents, fully prepared to suit your downstream processes.
Automation areas
Organisations with a substantial inflow of documents, such as insurance, energy, health care, and pension funds.
Document inflow is basically the same regardless of industry type, although the type of document and complexity varies massively. Our experiences cover different fields of industry, public service organisations, and government bodies, in many countries.
For further information please check our reference list or get in touch with us.
Enterprise Capture
Enterprise capture means that you use intelligent data capture software to capture information from incoming business documents such as forms, invoices, timesheets etc. This information is then automatically transferred to a document management system or electronic workflow. By implementing enterprise capture software, you can speed up your document management and achieve full business process automation.
Enterprise capture (sometimes also referred to as data capture, forms processing, or imaging) is the necessary starting point for automated document management and business process automation. Thousands of companies all over the world already use enterprise capture software to speed up document management and workflows and automatically capture information from business-critical documents.
Enterprise capture – how it works
ReadSoft’s enterprise capture software captures information from any incoming document. If it is a paper document, we use intelligent scanning to extract exactly the information you specify. Just specify the information you want to capture, and the enterprise capture software will transfer it straight into you document management system or workflow.
If it is an electronic document (PDF, XML, IDoc etc), the information is even easier to extract.
By using intelligent scanning, data capture, and imaging, the enterprise capture software can figure out which information is which on the document, without you specifying exactly where. The information can also be double-checked against your document management system to validate information and reach a higher degree of business process automation.
Enterprise capture – the benefits
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Enterprise capture (or scanning/imaging) is the necessary first step towards electronic document management and business process automation (the documents need to be digitized in order to be processed further.
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Enterprise capture speeds up processes like invoice processing and forms processing allowing you to handle the same workload using fewer resources.
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Enterprise capture reduces the number of human keying errors since the computers “read” the documents and capture information automatically.
With ReadSoft’s enterprise capture software, you will automate your document management and take the first steps towards full business process automation.
Read more about enterprise capture and document management >>