Intelligent Document Processing

Input Management Automation pays off

The efficient processing of inquiries and business cases normally calls for information from various sources. These include files and archives as well as the daily incoming mail. Many of these important business documents still only exist on paper and are distributed throughout the company. Paper-based sources of information, however, are not only very costly. They also take up more time than is available.

Document Future provides specialized Input Management applications for various fields of work with which you can significantly reduce manual work in the overall input management process. This really pays off with large amounts of documents. Documents that are critical for business are provided electronically "in no time at all" – in a top data quality. This gives you time to concentrate on your core business.

Your main benefits at a glance

• Minimum pre-sorting and post-processing takes the workload off your personnel
• Automation of the entire input management process shortens lead times
• High performance allows increases in volumes with no technical capacity bottlenecks
• Intelligent recognition processes minimize incorrect filing and correction work
• Electronic document provision …
• simplifies the flow of information throughout the company
• allows access to information at any time and from any place
• permits simultaneous multiple access to important documents
• significantly reduces the information procurement work
• "On Demand" expansion options guarantee the safety of investments in the future
• Usage-dependent prices model spares your budget

Application Forms

Application forms - such as applications for credit cards - are normally received through different sales channels. Their input management is thus frequently complicated and time-consuming. An efficient technical infrastructure that centralizes the input management workflow automates this accordingly and at the same time ensures a high quality of data is thus economically sensible for large volumes of data.

With our «Application Forms» software services application, application forms and their enclosures (e.g. identification documents) pass through a standardized, contract-based process from data input to archiving that also includes quality assurance and the processing of special cases:

As soon as the digitized images have been imported into the input management application via a corresponding scanning interface, the applications are recognized and classified. Once the system has checked the plausibility of all of the data again on the basis of databases and given rules, the complete application documents are saved as a PDF file in the integrated short-term archive. The clerk responsible for processing the application can now access the document images with their workflow system via a web service interface during the actual processing of the application. At the end of processing the consolidated application case is automatically forwarded to your archive system via a correspondingly configured export interface.

Special features

• Automatic 2D barcode recognition that simultaneously separates applications during scanning, thus facilitating job preparation (no cover sheets needed)
• ICR/OCR recognition.
• Recognition of handwriting
• Various validations using dictionaries (e.g. name, address of applicant) that improve the quality of recognition through an automatic check and plausibility check of the recognition results.
• Automatic transfer of applications requiring clarification to correspondingly equipped special workstations.

Invoice

Processing paper-based incoming invoices is a costly procedure for many companies: their pre-sorting, forwarding to the competent clerk, verification, book entry, approval, payment and archiving cause a lot of work and corresponding costs. Invoice records that are relevant for processing transactions also have to be copied and assigned to the relevant department files. Manual invoice processing is also often the cause of faults that entail unwanted correction work.

You can profit from decisive savings potentials by automating the input management of your incoming invoices with our «Invoice» software services application.
Once you have imported the digitized invoice documents, intelligent recognition modules automatically identify all relevant invoice data and compare these with the master data from your ERP system. The analysis procedure used is based on an intelligent freeform approach. This means: Information is collected and learnt «on the job», as it were. This saves you complicated "Training" of document types for recognition and analysis in advance. This ability to learn leads to a continuous improvement in the automatic recognition rate the more the system is used.

One result of this freeform recognition is that the system supplies «Trusted knowledge» on the content of the invoice which allows its clear assignment with respect to the supplier, order and responsibility. Unclear invoice documents are automatically forwarded for post-processing. Completely identified invoices are exported directly to further processing systems and/or archives via a standard interface.

Special features

The reliable identification, classification and verification of the invoice data are of decisive importance. In our invoice application these are based on:

• the results of a freeform recognition that are compared to the invoice data and the master data stored in the ERP system.
• general rules and conventions in the field of invoice recognition.
• the comparison and evaluation of identified features (plausibility check)

Letter Post

Processing the incoming letter post is a time-consuming and costly procedure in most companies – particularly with large amounts of letter post. The automation of the associated procedures is thus essential for an economical and customer-oriented letter post processing.

With our «Letter Post» Software Services application your daily incoming letter post passes through a standardized and largely automated input management process from data input, recognition, classification and indexing through to archiving. The captured documents can be forwarded directly to your existing workflow applications via corresponding interfaces for further processing and at the same time filed in your archive system. This means that your existing investments are protected and can continue to be used.

«Letter Post Capturing» is predestined for companies and organizations that daily receive a large number of postal items and who wish to capture and archive these centrally with a minimum of manual work, electronically provide these to the recipients in a perfect data quality and process them appropriately.

Special features

• Efficient import of digitized documents via a corresponding scanning interface
• Automated recognition and enhancement of the images using the latest analysis methods
• Filter out typical information blocks and extract the corresponding index information
• Use meta data to check the results of indexing
• Export of the processed images to the subsequent workflow and archive systems without delay

Payments

Payments are a basic bank service. Incoming payment orders, transfers and checks have to be processed quickly, faultlessly and cost effectively. The associated workflows, however, are often inconsistently organized, complex and manually complicated. Thus, payments remain a very costly procedure for financial institutions.
Integrated and highly automated solutions for these types of core tasks shorten lead times and are the key to significant cost savings. Our Software Services applications support your domestic and foreign payment transactions (ZV) with all of the components and functions you need for a systematically automated and economical processing of incoming payment transaction orders and checks:

• Multi-stage recognition system with context-sensitive voting
• Plausibility check (primary notation) of unclearly identified documents directly in the system
• Centrally controlled verification methods integrated in the process
• Special post-processing functions
• Logging of all user actions per operation
• Reliable transaction protection for all database access operations
• Flexibly scaleable Software Services application that can be extended at any time to meet your needs

A particular highlight is the multi-stage recognition system with context-sensitive voting:

The results of several parallel recognition systems are automatically compared and checked for concordance. The context of the identified data is used to assess and improve the results. You thus profit from a high throughput with a simultaneous high quality and accuracy. And you minimize errors that entail unwanted correction work. With automatically processed documents (Straight Through Processing – STP) you profit from an excellent good rate of over 60%. The resulting increase in productivity brings not only time advantages but also significant cost savings.

Our tried and trusted payments applications are ideal for bank-factories, service organizations, shared services centers and individual institutes. We currently offer these software services in the following versions: 

• German domestic and foreign payment transactions
• Swiss domestic and foreign payment transactions

Files & Correspondence

Business transactions normally require access to various documents and files. These include, for example, customer and supplier information, correspondence, contracts, etc. These important business documents are frequently only available on paper and are distributed throughout the entire company. Input management, storing and managing this flood of paper takes up a lot of time, personnel and costs. In addition, searching for and accessing the required information is often a complicated procedure and thus leads to unwanted delays when processing a case.

With our «Files & Correspondence» input management application you can process paper-based files and correspondence in a standardized and largely automated process from data input through to archiving.

The digitized document images are automatically imported via a scanning interface. Intelligent recognition processes ensure a clear recognition and assignment of documents. Relevant information on the document content can be stored directly with this information via full text indexing if required. This does away with complicated manual keyword indexing and guarantees that documents and files that are critical for business are provided online as quickly as possible.

«Files & Correspondence» is predestined for companies and organizations who capture documents and files with different index requirements and without volume limits, who wish to reduce the associated manual work to an absolute minimum and place great store in a high data quality.

Special features

• Recognition and enhancement of the imported images using the latest methods such as free text search for handwriting and typescript, recognition of color markings
• Recognize various types of documents and related files using intelligent analysis modules
• Filter out typical information blocks
• Extract the corresponding index information
• Use meta data to check the results of indexing
• Data export to your existing archive system via a corresponding interface