Introduction to Information Capture

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Introduction to Information Capture
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What is Information Capture?

• Information resides in documents and forms.

HR Application formsResumes/CVs Benefits
forms Healthcare forms
SALES Order Entry Contracts Lead
tracking Forecasting Proposals
FINANCIALS InvoicesOrder processing Cash
receipts Proof of delivery Expense accounts
CORPORATE Correspondence Litigation Contracts
MARKETING Leads prospects Customer
info Competitive data Surveys
CUST. SERVICE Correspondence New account
setup Service requests Warranties
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What is Information Capture?
Information resides in documents and forms.
Documents and forms exist in many formats.
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What is Information Capture?
Information resides in documents and forms.
Documents and forms exist in many formats.
Documents and forms exist in many places.
One Department
Global Offices
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Collect Transform Deliver
Connectto sources devices
Connect to business apps archives
Enhance, classify,extract validateinformation
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Collect Transform Deliver
Collect Transform Deliver
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Structured Forms
Structured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

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Semi Structured Forms
Structured
Semi-Structured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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Unstructured
Forms You Know
Forms You Dont Know
Everything Else
Structured
Semi-Structured
Unstructured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

• Unstructured data
• Unknown/complex page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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3 Ways to Capture Information
TraditionalDataCapture
Forms You Know
Forms You Dont Know
Everything Else
Structured
Semi-Structured
Unstructured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

• Unstructured data
• Unknown/complex page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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Traditional Data Capture
Optical Character Recognition, recognizes
machine printed characters.
Barcode recognition reads and extracts data from
preprinted barcodes.
Optical Mark Recognition recognizes check boxes,
radio buttons, bubbles, etc.
Intelligent Character Recognition, recognizes
hand printed characters.
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3 Ways to Capture Information
TraditionalDocumentCapture
TraditionalDataCapture
Forms You Know
Forms You Dont Know
Everything Else
Structured
Semi-Structured
Unstructured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

• Unstructured data
• Unknown/complex page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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Traditional Document Capture

• Eliminate filing cabinets
• Quick, secure and remote access
• Disaster recovery
• Faster business processing

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3 Ways to Capture Information
TraditionalDocumentCapture
TraditionalData Entry
TraditionalDataCapture
Forms You Know
Forms You Dont Know
Everything Else
Structured
Semi-Structured
Unstructured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

• Unstructured data
• Unknown/complex page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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Traditional Data Entry
TraditionalData Entry
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Traditional Data Entry
Forms You Dont Know

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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Relying on Data Entry

• Manual A/P Process
• Annotate GL codes
• Key invoices into ERP
• Manual match of PO
• Batch edit report
• Manual corrections
• Release batch for payment

• Receipt Sorting
• Receive invoices
• Sort invoices
• Send to FTE for processing

ERP/FinancialSystem
Perform Check Run

• Problem
• A/P department challenged to reduce operating
  expenses by 30
• 15,000 invoices processed per week
• 25 FTEs for keying invoices
• 5 A/P supervisors
• Time-consuming manual filing and retrieval

5 supervisors
Manual filing retrieval
25 keyers
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Today Driving Business Faster

• Manual A/P Process
• Annotate GL codes
• Key invoices into ERP
• Manual match of PO
• Batch edit report
• Manual corrections
• Release batch for payment

• Receipt Sorting
• Receive invoices
• Sort invoices
• Send to FTE for processing

ERP/FinancialSystem
Perform Check Run
5 supervisors
Manual filing retrieval

• Bottom Line
• Invoice processing labor reduced by 10 FTEs
• Supervisory labor reduced by 1 FTE
• Productivity increased by 67
• ROI 12 months

25 keyers
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3 Ways to Capture Information
AdvancedDocumentCapture
TraditionalDocumentCapture
TraditionalDataCapture
AdvancedData Capture
TraditionalData Entry
Forms You Know
Forms You Dont Know
Everything Else
Structured
Semi-Structured
Unstructured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

• Unstructured data
• Unknown/complex page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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Document Separation Makes It Possible
50 of document preparation labor is spent
sorting documents and inserting separator pages
Where does one document stop and the next begin?
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Document Separation Delivers Major Savings
A major loan provider is savingUS .5 Million a
year in labor and print consumables aloneby
adding this one patent-pending technology to
their capture system
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3 Ways to Capture Information
TraditionalDocumentCapture
AdvancedDocumentCapture
TraditionalDataCapture
AdvancedData Capture
Forms You Know
Forms You Dont Know
Everything Else
Structured
Semi-Structured
Unstructured

• Structured data
• Known page layout
• Consistent formats
• Limited data fields
• Good quality documents

• Structured data
• Unknown page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

• Unstructured data
• Unknown/complex page layout
• Variable formats
• Tabular data
• Complex/multi-page documents
• Variable quality documents

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Centralized vs. Distributed vs. Decentralized
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Centralized Capture

• Typical Centralized Capture Scenario

Release
Recognition
Validation
Scan
Doc Prep
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Distributed Capture
Scan
Recognition
Validation
Mexico City
Las Vegas
Scan
Release
Recognition
Validation
Portland
Headquarters
Allows the flexibility to deploy only the
necessary technologies/components while managing
the core infrastructure centrally.
Scan
Validation
Los Angeles
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Decentralized Capture
Extends capture to the individual knowledge
worker using familiar tools and applications.
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Driving Business FasterA Few More Examples
Claims Processing Extended their archiving
system to capture HCFA UB-92 forms in just one
month Automated processing eliminated the need
for outsourcing Dramatically reduced costs
enabled business growth
A/P Payroll Streamlined payroll A/P
processes Saved 200,000 a Year in retrieving
payroll documents Achieved ROI in less than
three months Enabled 71 sites to capture A/P
documents
New Accounts/Service Bureaus Captures 2 million
pages a month from US Europe Eliminated the
shipment of paper documents Enabled clients to
comply with regulatory mandates Overcame
limitations of original capture system
Regulatory Compliance Achieved compliance with
federal funding requirements Reduced public
access time from weeks to days Improved recovery
of 3-4 million a Year
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What Kofax Offers
50,000 Ascent licenses 13,000 Ascent
installations
The de facto standard for scanning productivity
Professional-strength capture for personal
document management
Leading-edge text classification and extraction
technology
Revolutionary, exclusive forms-processing
technology
Enterprise-strength document transformation tools
200,000 controllers sold
3,500 toolkits sold
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Ascent Capture
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VRS
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Capio
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Xtrata
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Indicius
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Adrenaline
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ACS
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Ascent Capture Internet Server
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What to Look For In A Capture Solution

• The Vendor
• Commitment to innovation
• Strong industry partnerships
• Global reach
• Strong technology portfolio
• High-quality technical support

• The Platform
• Strong integration with scanners and other
  devices, and business systems and archives
• Automatic classification, separation of mixed
  content
• Flexible distribution capabilities
• Enterprise-class
• Minimal total cost of ownership

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Conclusion

• Thank You!