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InstantFiler oct 2010

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Automatic filing of paper documents

Automatic filing of paper documents

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  • 1. By Moshe Brown Uniport CEO Enterprise Automatic Filing System All rights reserved to UniPort Oct 2010 FAX Mail Print SMS
  • 2. Oct 2010 InstantFiler is an enterprise solution for filing paper documents automatically, the system suites any type of organization, centralized or distributed. The system's concept is to file any paper document by doing one simple function. InstantFiler's efficient filing process eliminates unnecessary paper handling and saves the customer significantly. InstantFiler is built around a centralized server and SDR units (Smart Dial-up Routers) that are hooked on the fax machines from whom the documents are sent for filing. Paper Documents Automatic Filing System
  • 3. Once Today The Filing Process in the Organization Oct 2010
  • 4. Any fax machine in the organization that is used for filing documents has a small SDR unit connected to its fax line. The SDR is responsible for transferring the fax call to the InstantFiler server, the SDR is triggered by dialing an asterisk ( * ) before the number. The operator dials a number which is actually a certain index number for the filing process, for example, an I.D. number, Insurance policy number, Bank account number, etc, and than sends the fax. The fax arrives on one of the InstantFiler Server lines; the document and the index number are accepted by the system and scanned by an OCR (Optical Character Recognition). The documents than are being filed by the system according to the index number. It is optional to return to the sender of the document a confirmation fax or E-mail. How Does it Work Oct 2010
  • 5. The SDR connects between the fax machine and the telephone line. When the user dials the filing code (asterisk * ), the SDR is triggered and routes the call to the InstantFiler system. The SDR connection Oct 2010
  • 6. Illustration of the System Oct 2010
  • 7. InstantFiler deploys several OCR engines to support a variety of languages and to provide a high accuracy. The OCR module improves the fax image by increasing its resolution, flips pages that were sent upside down, fixes de-skewed document, to enable high performance - lowering the number of errors. Image Handling and OCR Oct 2010
  • 8. The automatic filing system enables filing documents based on indexes and different parameters. For example, in a Bank, when the operator keys "asterisk 1" the system knows that the numbers keyed after is the persons ID number, and when he keys " asterisk 2" the system knows that the document is a loan request. The system generates two files, the original picture, and a metadata file that the OCR generated. This allows searching for information by using keywords, the same way as searching other Metadata documents (i.e. Word, Excel, PowerPoint, PDF, Etc.). The systems data base is SQL based. The Filing System Oct 2010
  • 9. The InstantFiler solution is suitable to a variety of organizations in different market segments, some examples: Insurance companies – Insurance agents send different forms to their customers for signature. Those documents can be filed instantly in the customer file at the insurance company by sending a fax and dialing the insurance policy number, or the customer's ID number. HMO – Patients who have their medical exams in an external clinic receive a printed report from the clinic. In order to file this document in the patient's file, the medical administrator at the HMO sends the papers from the fax machine to InstantFiler, dialing the patient's ID number. Banks – Bank customers sign many documents, in order to file a document in the customer's file, the Bank clerk sends the document to InstantFiler, dialing the customer's bank account number. Government offices – who service citizens, generate documents that needs filing, InstantFiler is the ideal system to do it efficiently. Typical Applications Oct 2010
  • 10.
    • Efficiency
    • Simple and Instant filing process
    • Small possibility for mistakes
    • Possibility to do smart metadata search (as Office documents) on filed documents.
    • The fax machines traditional functionality remains
    • Savings
    • No need to buy expensive scanners – the fax machines are already available.
    • Filing departments can be eliminated
    Benefits Oct 2010
  • 11.
    • General
    • F lexible system suites any organization
    • No need to build an expensive telephony infrastructure
    • The system uses smart fax boards from Dialogic, their benefit is in the high quality of the fax transmission, as well as the security.
    • It is possible to use analog as well as PRI telephone lines.
    Benefits Oct 2010
  • 12. Addendum Oct 2010
  • 13. Worldwide Customers Oct 2010
  • 14. Israeli Customers Oct 2010
  • 15. Israel Office 13 Hasadna St. P.O.BOX 2630 Raanana 43650, Israel Tel: 972-9-743-5435 Fax:972-9-743-5543 www.uni-port.com We manage and protect business-critical and secure documents more effectively and efficiently. Oct 2010