Automation from input to target

Document Processing

Solutions > Document Processing

Document process automation:
the way it’s supposed to be

These days, data capture is regarded as a commodity and taken for granted. However, not all data capture solutions are the same, even when they seem to be. The same goes, in spades, for subsequent processing solutions. And while we don’t presume to know which solution will best suit your needs and requirements, we do know that a carefully selected document automation solution will serve your company better, in a much wider scope, than any commodity that is merely added to the processing software.

Some ReadSoft solution highlights

Check Boxes - Document Automation Solution Highlights

Check Boxes - Fast Pay-Back, High ROI - Document Automation solution highlights

Short time to value and high ROI

Out-of-the-box solution
Leading self-learning technique, pre-configured profiles and templates
Short installation and setup time

One true platform

All features included
No additional applications or products are needed
Fast throughput, low cost, quick integrations, minimal maintenance

Check Boxes - Customer Value - Document Automation solution highlights

Customer-value-oriented licensing model

Pay for what you need when you need it and have immediate access
Solve complex problems with advanced features requiring very little or
no programming skills

Check Boxes - Low Total Costs - Document Automation solution highlights

Low cost of ownership

No customization required for new or changed profiles or document specifications
One admin interface for all changes

Check Boxes - Intelligent Connections - Document Automation solution highlights

Intelligent connection to further processing

Automated classification determines the correct destination
Automated indexing makes for fast and simple retrieval at a later date
Full page capture provides downstream processes with all the information available
The target system can reject a document all the way back into the capture process
ArchiveLink support – freedom to choose the best and most cost-effective archiving

Check Boxes - Local Support - Document Automation solution highlights

Local and personal support by partners and subsidiaries

Subsidiaries on all continents
Presence in 70+ countries all over the world

Data entry:
automate all incoming documents

How does information enter your office? And, more important, how do you think it will arrive in the future? Will there ever be such a thing as a paperless office? To be on the safe side, get a solution that can handle all relevant media, formats, types, and characters.

ReadSoft solutions handle any input

Media – where the capture solution should be able to get input

Envelope
Operations include manual opening and sorting – or – machine opening and automated sorting.

Fax server
The server collects and transfers the documents for capture and extraction.

Email
Emails arriving in the designated mailboxes are collected and transferred for capture and extraction.
Read more about email capture

FTP server
The server collects and transfers the documents for capture and extraction.

Formats – what the capture solution should be able to process

Paper
Papers are scanned, captured, extracted and verified.
Read more about scanner selection

Digital image
Digital images are captured, extracted and verified.
Digital image examples include

Fax
TIFF, JPG, PNG, …
PDF (where the text is included as an image)

Digital document
In digital documents the text is already available for completely accurate extraction, so neither capture nor verification is required.
Digital document examples include

PDF (where the text is included in a digitized layer)
XML

Types – where the capture solution should be able to find information

Structured documents
Examples include order forms, expense sheets, questionnaires, airplane tickets, …
On a structured document

You know what information you are looking for
You know the exact lay-out of the document

Semi-structured documents
Examples include invoices, purchase orders, sales order confirmations, …
On a semi-structured document

You know the context of the information you are looking for
You don’t know the lay-out of the document

Unstructured documents
Examples include quotes, real-estate deeds, letters-of-attorney, …
On an unstructured document

You don’t know the context of the information you are looking for
You don’t know the lay-out of the document

Characters – what the capture solution should be able to recognize

Print
(OCR = Optical Character Recognition)
Handwriting
(ICR = Intelligent Character Recognition)
Mark fields, circle fields
(OMR = Optical Mark field Recognition)
Barcodes (classic and 2D)

Document management:
seamless integration is key

Efficient document management results from competent document capture and a subsequent two-way communication between the capture software and target system.
With two-way communication, the target system can kick a document all the way back to the capture process if it perceives an error – a function that proves invaluable in many situations.

HR personnel files

Requires a limited amount of data for index tagging, and a connection to the filing system for storage “in the correct folder” and retrieval.

Surveys

Requires complete capture of all the data on the form, and connection to the data base, statistical work sheet, or wherever the data is used.

Mail order

Requires complete capture of all the data on the form, and connection to the sales data base, for order completion and invoicing.

ERP/financial system

Requires header field and line item capture, and an intelligent connection to workflow and/or system.

CRM

Requires the ability to capture key content, identify and collate documents that belong together (keeping them “in the correct folder”), and transfer them to the workflow and the person responsible for the account.

Census

Requires a really robust solution that will work under field conditions, that can capture anything put down on the form, and that connects to the database and processing solution.