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Digital Mailroom Automation - AMS Imaging
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Digital Mailroom Automation - AMS Imaging

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If you're looking for a paperless office, then a good place to start is in the mailroom. …

If you're looking for a paperless office, then a good place to start is in the mailroom.

With a continual increase in the amount of digital content coming into companies today, the Mailroom is often the sole source of incoming paper, and what better place to start to address a problem than at the beginning?

Let AMS Imaging Show you how our In-House Mailroom Automation Solutions and Virtual Mailroom Services can help your organization achieve industry-leading levels of efficiency and operational excellence.

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  • The line-of-business manager gets an email from the system stating that there are invoices in the queue that require their attention.
  • Scrolling down in the viewer, they can see the document history (the previous workflow), the reason for the payment block, and can code the invoice.

Transcript

  • 1. Mailroom Automation withWednesday, May 2, 2012 Confidential
  • 2. About AMS Imaging, LLC  Document Management since 1971  OnBase Platinum Partner  Kofax Gold Solutions Provider  10+ Kofax and OnBase Certified Engineers  Clients in 32 of 50 States and Over 25 CountriesWednesday, May 2, 2012 2
  • 3. What is a mailroom?  Most companies will receive documents from third parties and internally that need to be sorted.  In a “mailroom” these documents are sorted to be forwarded to the appropriate party e.g.  Business Users (for items that need action)  Storage (for non-action items)Wednesday, May 2, 2012 3
  • 4. Challenges with Manual Mailrooms  Slow Manual Process –results in delays getting important documents to people who can action them  Excessive Labor Requirements –Larger mailrooms can require a significant number of employees to manage  Error Prone –The manual sort means that documents can be sent to the wrong locations  Lack of Transparency –Paper flows mean that documents can get lost  Dependency on “Key” Staff–Mailroom “Business Rules” are stored in the heads of the workersWednesday, May 2, 2012 4
  • 5. Opportunity for Automation  An Automated Mailroom consists of: -  Scanning Equipment (converting paper to electronic media)  Capture of Electronic Data (email, fax import)  Intelligent Capture (for OCR, Classification and Extraction of key data)  Data Repair (to review and repair captured data where necessary)  Routing/Export (to send document to the appropriate people)  Audit Trail (enabling documents to be tracked)  Statistic (enabling statistics about the performance of the system)  •The advantage of this: -  Faster Process  Clear Business Rules  Reduced Labor/Manual Effort sorting documents  Traceability/ Audit-abilityWednesday, May 2, 2012 5
  • 6. Mailroom Capture in FinanceWednesday, May 2, 2012 6
  • 7. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 7
  • 8. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 8
  • 9. Solution Components - Scanning  Opex Scanners – AS7200i  Integrated Mail Opening & Extraction  Kofax VRS Included  Up to 120 Pages Per Minute  Images to Kofax CaptureWednesday, May 2, 2012 9
  • 10. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 10
  • 11. Mailroom TransformationWednesday, May 2, 2012 11
  • 12. Why is KTM the right choice? Rules based approach  Advantageous for small number of document types.  Exceptions and explicit knowledge can be coded Feature learning approach •Process complex documents in many categories Setup system fast and keep it up to date.Wednesday, May 2, 2012 12
  • 13. Setting up KTMWednesday, May 2, 2012 13
  • 14. KTM “Learns” the DocumnetsWednesday, May 2, 2012 14
  • 15. KTM can have “Rules” addedWednesday, May 2, 2012 15
  • 16. Content-Based ClassificationWednesday, May 2, 2012 16
  • 17. Document Classification Example FINANCIALS SALES CUST. SERVICE HR MARKETING CORPORATE Invoices Order Entry Correspondence Application forms Leads & prospects Correspondence Order processing Contracts New account setup Resumes/CVs Customer info Litigation Cash receipts Lead tracking Service requests Benefits forms Competitive data Contracts Proof of delivery Forecasting Warranties Healthcare forms Surveys Expense accounts ProposalsWednesday, May 2, 2012 17
  • 18. KTM uses Format Locators Format Locators enable rules to be built for identifying data with a specific format:  Dates  Financial Amounts  Customer ID Number  Reference Numbers Format locators enable nearby Keywords to be used to validated data foundWednesday, May 2, 2012 18
  • 19. KTM also uses Database LocatorsWednesday, May 2, 2012 19
  • 20. Unique, Unprecedented Accuracy  Database Locators provide “Context Clues” to where a document belongs. This technology is unique to Kofax Transformation Modules.Wednesday, May 2, 2012 20
  • 21. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 21
  • 22. Routing with WorkflowWednesday, May 2, 2012 22
  • 23. Processing with WorkflowWednesday, May 2, 2012 23
  • 24. Taking Paper MobileWednesday, May 2, 2012 24
  • 25. Tracking & HistoryWednesday, May 2, 2012 25
  • 26. Document ArchivingWednesday, May 2, 2012 26
  • 27. Seamless IntegrationWednesday, May 2, 2012 27
  • 28. Enabled Applications ACT Host on Demand ® PeopleSoft ® Applied Systems Hummingbird ® 3270 People Trak ATS – AS/400® Infinium ® PowerBuilder ® 7.0 Attachmate ® 6.7 JD Edwards ® PowerBuilder 8.0 Auto CAD LT 2002 ® JD Edwards One World TM Quick Books ® Banner Jolly Giant QWS3270 ® QVT/Term BAAN ® Lawson ® Ruby/Sapphire from Prism Cerner ® Lotus ® Rumba ® 2000 Chempax ® 2000 Lotus ApproachTM SAP ® Citrix ® Clients MAS 90 ® SalesLogix ® Client Access ® MAS 200 ® Siebel ® 6.01 Clientele ® 7.0 McKesson ® Sungard ® – Omnivest / Omnitrust Colleage Meditech ® Solomon ® CosNet MestaMed ® Stolas System Epicore ® Microsoft ® Access ® Syspro ® FAST Microsoft Office Prop. Windows The Diamond SystemTM 4.120 ® FAST Teller Systems Toughe Full Court 3.0 Microsoft Outlook ® TRMIS5 GIS Arch Map MUNIS ® Tropics Software Tech GIS Arch View Oracle Financial ® Visio ® Great Plains ® Oracle Forms WintamWednesday, May 2, 2012 28
  • 29. Thank You! Thank You! For More Information, Contact: Michael R. Thomas Director – Solution Development 631-406-9916 mthomas@amsimaging.com http://www.amsimaging.com