Document Automation and Integration Webinar For CVision


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Webinar for CVision technologies where I was invited as speaker. Webinar discusses method for easy integration of a document automation environment.

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  • Document Automation and Integration Webinar For CVision

    1. 1. Advanced Document Automation Made Simple Chris Riley, Living@nalytics, Inc. Ari Gross, CVISION Technologies
    2. 2. KISS – Keep It “Software Simple” <ul><li>Advanced technology does not = complicated to use </li></ul><ul><li>Boxed products are sometimes overlooked </li></ul><ul><li>Business cases must align with product features </li></ul>
    3. 3. What you can achieve! <ul><li>Companies are creating automated workflows from boxed solutions </li></ul><ul><ul><li>Multi-User environments </li></ul></ul><ul><ul><li>Scanning </li></ul></ul><ul><ul><li>OCRing / Indexing </li></ul></ul><ul><ul><li>Compressing </li></ul></ul><ul><ul><li>Archiving </li></ul></ul><ul><ul><li>Storing </li></ul></ul><ul><li>What you need </li></ul><ul><ul><li>Document Scanner </li></ul></ul><ul><ul><li>Proper Software </li></ul></ul><ul><ul><li>A PLAN </li></ul></ul>
    4. 4. Planning! <ul><li>First, fully understand the need </li></ul><ul><li>Make the technology fit the need </li></ul><ul><li>Scanning destinations become workflows </li></ul><ul><ul><li>Destination per user </li></ul></ul><ul><ul><li>Destination per business process </li></ul></ul><ul><ul><li>Destination per document type </li></ul></ul><ul><ul><li>Or Combo </li></ul></ul><ul><li>MFPs </li></ul><ul><ul><li>Most often a destination per user </li></ul></ul><ul><li>Document Scanners </li></ul><ul><ul><li>Most often a destination per document type </li></ul></ul>
    5. 5. Destinations <ul><li>A destination is defined as the steps and final storage of a document after scan </li></ul><ul><li>Destination per user </li></ul><ul><ul><li>Each user has their own scan process </li></ul></ul><ul><li>Destination per business process </li></ul><ul><ul><li>Example is AP, Human Resources </li></ul></ul><ul><ul><li>Each process has different document processing associated with it </li></ul></ul><ul><li>Destination per document type </li></ul><ul><ul><li>Example Invoices, Bills of Lading, Contracts </li></ul></ul><ul><ul><li>Each document type gets unique process and routed </li></ul></ul><ul><li>Each destination has one or more document processing steps </li></ul><ul><ul><li>Scan </li></ul></ul><ul><ul><li>Image processing </li></ul></ul><ul><ul><li>OCR </li></ul></ul><ul><ul><li>Data Capture </li></ul></ul><ul><ul><li>Compression </li></ul></ul><ul><ul><li>Archive </li></ul></ul><ul><ul><li>Store </li></ul></ul>
    6. 6. How it can be even more powerful <ul><li>Dual-stream </li></ul><ul><ul><li>Supported by some document scanners and MFPs </li></ul></ul><ul><ul><li>Doubles the number of options for each destination </li></ul></ul><ul><ul><li>Same document two processes </li></ul></ul><ul><li>Custom scripts or Folder Automation Tools </li></ul><ul><ul><li>Might need a developer </li></ul></ul>
    7. 7. Scanning <ul><li>300 DPI </li></ul><ul><li>Be most concerned about quality of image </li></ul><ul><li>Settings per document type </li></ul><ul><ul><li>Color </li></ul></ul><ul><ul><li>Duplex, Simplex </li></ul></ul><ul><ul><li>Bit Depth </li></ul></ul><ul><ul><ul><li>Depends on process </li></ul></ul></ul><ul><ul><li>Format – Probably TIFF </li></ul></ul>
    8. 8. Imaging <ul><li>Not always necessary </li></ul><ul><li>Sometimes done by the scanner </li></ul><ul><li>Imaging for the document type </li></ul><ul><ul><li>Dropout </li></ul></ul><ul><ul><li>Despeckle </li></ul></ul><ul><ul><li>Deskew </li></ul></ul><ul><ul><li>Blank page removal </li></ul></ul><ul><ul><li>etc. </li></ul></ul><ul><li>Don’t over-clean </li></ul>
    9. 9. OCR, Data Capture, Index <ul><li>Full-Page OCR for search and retrieval – at minimum </li></ul><ul><ul><li>All readable text from the document </li></ul></ul><ul><ul><li>Need full-text search capability </li></ul></ul><ul><ul><li>Searchable PDF </li></ul></ul><ul><li>Index OCR for repository </li></ul><ul><li>Full data capture for business process automation </li></ul><ul><li>Most CPU intensive tasks </li></ul>
    10. 10. Compression <ul><li>Do not compress during scan </li></ul><ul><li>Compress after OCR and Data Capture </li></ul><ul><li>Compression for disk space but frequent access </li></ul><ul><ul><li>Focus on file specific compression tools </li></ul></ul><ul><ul><li>PDF is a great opportunity for compression </li></ul></ul><ul><li>Compression for long term storage </li></ul><ul><ul><li>Consider Archival instead </li></ul></ul>
    11. 11. Archive <ul><li>Long-term storage of documents </li></ul><ul><li>Consider their accessibility and efficiency </li></ul><ul><li>Understand future support </li></ul><ul><li>PDF is a safe format </li></ul><ul><ul><li>Open Standard </li></ul></ul><ul><ul><li>Widely used </li></ul></ul><ul><ul><li>Archive support with PDF/A </li></ul></ul><ul><ul><li>Multiplatform </li></ul></ul><ul><ul><li>Standard viewers </li></ul></ul>
    12. 12. Storage <ul><li>Avoid file servers </li></ul><ul><li>So many repositories to choose from </li></ul><ul><ul><li>Industry Specific? </li></ul></ul><ul><ul><li>Need specific – Accounting </li></ul></ul><ul><ul><li>Infrastructure </li></ul></ul>
    13. 13. The secret to putting it together
    14. 14. Two Sample Destinations Destination Image OCR Data Capture Compress Archive Store 1 Invoices 2 Resumes
    15. 15. CVISION Solutions
    16. 16. CVISION: High Volume, Server-based Solutions for: <ul><li>File Compression: create files easier to email, access, & transmit </li></ul><ul><li>More Accurate OCR: locate more text to conduct more reliable searches </li></ul><ul><li>Document Automation: automate document driven processes for forms, invoices, EOBs, business documents </li></ul><ul><li>PDF/A: archive electronic documents reliably with PDF/A </li></ul>
    17. 17. Our Clients, Just to Name a Few
    18. 18. Mr. Riley is an independent industry expert in OCR, ICR, OMR, Barcode, BCR, Data Capture and Analytics Technologies. Chris’s focus on market education has helped expose underlying problems in the acquisition and use of advanced technology and has helped both end-users and vendors mitigate the challenges to achieving ultimate success. Riley has 12 years experience in this arena, owned three software companies, and obtained several technology and business awards.  He has three bachelors degrees in the area of Business Administration, Computer Science, and Mathematics, and hold certifications from the enterprise content management trade organization AIIM as “Enterprise Content Management Practitioner ( ECMp )” and “Information, Organization, and Access Practitioner ( IOAp )”.  Mr. Riley is a sought after speaker, and educator throughout the content gathering space. About Chris Riley: Visit Chris Riley’s CVISION Blog:
    19. 19. Ari Gross, PhD CTO Email: Hundreds of organizations rely on us to transform information into a competitive advantage every day. CVISION Phone: (866) 871-7340 Email: [email_address]