CASE-7 Scanning and OCR the Open Source Way

Scanning and OCR the Open Source Way Ian Pope -‐ Epheso:

“Our goal is to allow everyone to enjoy a fully featured document and data capture system that rivals the current industry leaders at a fraction of the cost” By 2016, Open Source Software (OSS) will be included in mission-critical software portfolios within 99% of Global 2000 enterprises.**Source: Gartner Predicts 2011: Open Source So7ware, the Power Behind the Throne, 23rd Nov, 2010

Legacy Advanced Capture Systems:•  high costs – software and services•  click charges (priced by volume)•  confusing pricing options•  difficult to configure and implement•  thick client deployment•  “bloat ware”•  closed standards /vendor lock-in

Ephesoft is the industry’s only Java and100% browser-based Advanced CaptureSolution that is Cloud ready out of the box....no need to install software on everyworkstation. Ephesoft supports Firefox,Chrome, Safari and Explorer.Ephesoft is based on open standards and isthe first Advanced Capture Solution that canrun on Linux.

Scan or import documents from virtually anysource such as fax and e-mail with oneapplicationProcess documents that are stored in therepositoriesUtilize any existing hardware whether it is adepartmental document scanner, high-speedproduction scanner or MFP

Invoices medical mortgage insurance government energy telecommunication HR ...

edA dvanc ion cat c lassifi ation ara nd sep gies olo techn ed includ Learns hundreds of documents within minutes and sorts the documents more efficiently Separates documents by identifying where a document starts and ends Allows operators to focus on only the exceptions

Bar Code Reading Fixed Forms ExtractionMark Sense and Handprint Recognition PDF + text output Free Form “unstructured” extraction Fuzzy Database document matching Cursive Handwriting Recognitioninvoice date 6/17/2008 account number 2-‐1006-‐475-‐1 reference code 22177991 service code 954381 amount 29.34 due date 7/7/2008

Case Study Travelcard

The challenges •  Due to moving to another office building, the paper archive was reconsidered •  Digital archive should replace paper archive: –  Reduce space (costs) –  Documents are instantly accessible •  SoluMon should be embedded within current organizaMon and current staff •  SoluMon should be scalable without any extra costs •  50 documents (200 pages) per day, about 40 different document types – invoices (90%), contracts, applicaMon forms (request forms for ordering fuel cards), bank statements and a couple of standard forms including a form to authorize payments.

The SoluMon •  Incoming documents are scanned with a muliVuncMon device and picked up by EphesoX •  EphesoX classifies the documents and extracts metadata •  Output from EphesoX (pdf and metadata file) is used to save document to DMS •  Saved documents go into workflow based on their document classificaMon

The Beneﬁts •  Over 70% of documents is handled automaMcally •  Remaining 30% (mostly variants) are handled by employees aXer only a few hours of training •  No addiMonal investment in employees or peripherals •  All documents are digital enabling: –  Quick and easy access –  Searching documents by metadata –  Workﬂows (without documents gebng lost)

invoice date 6/17/2008 account number 2-‐1006-‐475-‐1 reference code 22177991 service code 954381 amount 29.34 due date 7/7/2008 CMIS Multipage PDF/TIFF XML

The Challenges •  Australia’s biggest satellite company, also providing technical services to the telecoms industry. •  1,000 staﬀ and 1,400 contractors – 8 branches. •  MulMple document-‐driven business processes. •  Looking for an ECM soluMon – for now and the future – as well as a company intranet and speciﬁcally an accounts payable invoice approval soluMon. •  Had already evaluated MicrosoX SharePoint and other proprietary products.

The SoluMon •  Zia was selected to provide an EphesoX & Alfresco soluMon for Accounts Payable. •  EphesoX does invoice capture, creaMng PDF’s and metadata tags – scanning & OCR. •  Using the CMIS standard, the data and all metadata tags are exported to an Alfresco repository. •  Once in the Alfresco system, a workﬂow begins by triggering an email in Outlook with the document URL to the AP Dept. The invoice is then reviewed and commented upon before ﬁnal approval.

The Results •Automated the accounts payable invoice approval process •Developed ﬂexible workﬂows •Integrated Alfresco, EphesoX, Pronto ERP •Incorporated OCR extracMon of invoice data •Reduced invoice processing Mme •Improved employee producMvity

Ephesoft includes:•  feature rich, complete Advanced Capture Solution•  easy to use and implement•  browser based and cloud ready•  one application for paper, email, fax documents•  Web-based scanning application•  document separation and classification•  data extraction – fixed and unstructured•  document and data release via XML, CMIS, and more•  no volume counts on users or imagesWhat is the cost? •  Zero License Cost•  All features are included•  Only cost is an annual Support/Maintenance Subscription

Ephesoft follows the trend started by Redhat,Apache, Android, MySQL, Alfresco, ...Ephesoft is the only open source AdvancedDocument Capture solution available.It is a true Enterprise Solution with full 24/7enterprise support.

Ephesoft Enterprise Edition includes:•  disaster recovery (if more than one Ephesoft server in use)•  load balancing (if more than one Ephesoft server in use)•  high availability (if more than one Ephesft server in use)•  image enhancement•  auto rotation based on text alignment•  blank page deletion•  professional level OCR•  Browser-based scanning

Mountain West Financial Services Inc.•  225 financial documents ‚trained‘•  95% classification accuracy•  Reduced staff by half•  System implemented in weeks•  4 million pages a year and growing•  ROI in less than 6 months•  Susan Hartsock, IT Supervisor, says „We‘re saving time, labor, and money. The solution is very intuitive and our staff loves it because it is fast and reliable. Ephesoft has been a sea change for us.“•  A sample of joint Alfresco and Ephesoft customers include BSA, Trax, Heifer, Gilt Groupe, City and County of Denver, Colorado, etc.)

Questions?Thank youIan Popeian.pope@ephesoft.comSkype: ianpopeportishead+44 7411 461804

CASE-7 Scanning and OCR the Open Source Way

by Alfresco Software on Nov 14, 2011

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CASE-7 Scanning and OCR the Open Source Way — Presentation Transcript