Mailroom Automation                                 withWednesday, May 2, 2012                         Confidential
About AMS Imaging, LLC           Document Management since 1971           OnBase Platinum Partner           Kofax Gold ...
What is a mailroom?           Most companies will receive documents from third            parties and internally that nee...
Challenges with Manual Mailrooms           Slow Manual Process –results in delays getting            important documents ...
Opportunity for Automation           An Automated Mailroom consists of: -                   Scanning Equipment (converti...
Mailroom Capture in FinanceWednesday, May 2, 2012               6
Steps in Mailroom Processing           Preparation           Scanning           Classification           Extraction   ...
Steps in Mailroom Processing           Preparation           Scanning           Classification           Extraction   ...
Solution Components - Scanning           Opex Scanners – AS7200i                   Integrated Mail Opening & Extraction ...
Steps in Mailroom Processing           Preparation           Scanning           Classification           Extraction   ...
Mailroom TransformationWednesday, May 2, 2012           11
Why is KTM the right choice?                          Rules   based approach                             Advantageous fo...
Setting up KTMWednesday, May 2, 2012   13
KTM “Learns” the DocumnetsWednesday, May 2, 2012              14
KTM can have “Rules” addedWednesday, May 2, 2012              15
Content-Based ClassificationWednesday, May 2, 2012                16
Document Classification Example     FINANCIALS            SALES          CUST. SERVICE              HR            MARKETIN...
KTM uses Format Locators    Format   Locators enable rules    to be built for identifying data    with a specific format:...
KTM also uses Database LocatorsWednesday, May 2, 2012                   19
Unique, Unprecedented Accuracy          Database Locators provide “Context Clues” to where           a document belongs. ...
Steps in Mailroom Processing           Preparation           Scanning           Classification           Extraction   ...
Routing with WorkflowWednesday, May 2, 2012         22
Processing with WorkflowWednesday, May 2, 2012            23
Taking Paper MobileWednesday, May 2, 2012       24
Tracking & HistoryWednesday, May 2, 2012      25
Document ArchivingWednesday, May 2, 2012      26
Seamless IntegrationWednesday, May 2, 2012        27
Enabled Applications               ACT                    Host on Demand ®                 PeopleSoft ®               Appl...
Thank You!                 Thank You!        For More Information, Contact:             Michael R. Thomas       Director –...
Upcoming SlideShare
Loading in...5
×

Digital Mailroom Automation - AMS Imaging

1,085

Published on

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.

Published in: Technology, Business
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total Views
1,085
On Slideshare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
50
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide
  • 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.
  • Digital Mailroom Automation - AMS Imaging

    1. 1. Mailroom Automation withWednesday, May 2, 2012 Confidential
    2. 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. 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. 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. 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. 6. Mailroom Capture in FinanceWednesday, May 2, 2012 6
    7. 7. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 7
    8. 8. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 8
    9. 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. 10. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 10
    11. 11. Mailroom TransformationWednesday, May 2, 2012 11
    12. 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. 13. Setting up KTMWednesday, May 2, 2012 13
    14. 14. KTM “Learns” the DocumnetsWednesday, May 2, 2012 14
    15. 15. KTM can have “Rules” addedWednesday, May 2, 2012 15
    16. 16. Content-Based ClassificationWednesday, May 2, 2012 16
    17. 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. 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. 19. KTM also uses Database LocatorsWednesday, May 2, 2012 19
    20. 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. 21. Steps in Mailroom Processing  Preparation  Scanning  Classification  Extraction  Routing  Processing  ArchiveWednesday, May 2, 2012 21
    22. 22. Routing with WorkflowWednesday, May 2, 2012 22
    23. 23. Processing with WorkflowWednesday, May 2, 2012 23
    24. 24. Taking Paper MobileWednesday, May 2, 2012 24
    25. 25. Tracking & HistoryWednesday, May 2, 2012 25
    26. 26. Document ArchivingWednesday, May 2, 2012 26
    27. 27. Seamless IntegrationWednesday, May 2, 2012 27
    28. 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. 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
    1. A particular slide catching your eye?

      Clipping is a handy way to collect important slides you want to go back to later.

    ×