Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

What is Data Capture


Published on

Brief overview on data capture technology what is it and why use it.

Published in: Technology, Business
  • i love data capturing its all about EOBs and invoices that my things.
    Are you sure you want to  Yes  No
    Your message goes here

What is Data Capture

  1. 1. What we will cover: <ul><li>What is Data Capture? </li></ul><ul><li>Types of Data Capture </li></ul><ul><ul><li>Fixed Form </li></ul></ul><ul><ul><li>Semi-Structured </li></ul></ul><ul><ul><li>Unstructured </li></ul></ul><ul><li>Best Practices </li></ul><ul><ul><li>Preparing yourself to automate </li></ul></ul><ul><ul><li>Give it the best chance possible </li></ul></ul><ul><ul><li>Choose a technology </li></ul></ul><ul><ul><li>Let’s Talk Invoices and EOBs </li></ul></ul><ul><li>Wrap Up </li></ul>
  2. 2. What is Data Capture <ul><li>One Definition: The extraction of field / data pairs from image files using OCR/ICR/OMR/ and Barcode technologies. </li></ul><ul><li>It is not Full-Page Conversion </li></ul><ul><li>Usually results in a record in a database </li></ul>
  3. 3. Types of data capture <ul><li>Fixed Form </li></ul><ul><ul><li>Usually survey type forms </li></ul></ul><ul><ul><li>Usually hand printed </li></ul></ul><ul><li>Semi-Structured </li></ul><ul><ul><li>80% + of the documents that exist </li></ul></ul><ul><ul><li>Only requires that fields are of consistent type </li></ul></ul><ul><li>Unstructured </li></ul><ul><ul><li>Not common </li></ul></ul><ul><ul><li>Heavily tied to business process </li></ul></ul>
  4. 4. Example of Fixed Form Name: Ilya Date: 12/21/82 Reference Marks
  5. 5. Example of Fixed Form <ul><li>One approach out there: OCR/ICR specific zone by: </li></ul><ul><li>[ x, y, height, width ] </li></ul><ul><li>Always has reference marks to normalize coordinates </li></ul><ul><li>Always has the same number of fields </li></ul><ul><li>Fields are always in the same location per page </li></ul>
  6. 6. Example of Fixed Form <ul><li>Fields are always in the same location per page </li></ul><ul><li>Has a consistent marking type per page </li></ul><ul><li>Short automation setup time and complexity </li></ul><ul><li>Usually hand printed forms </li></ul><ul><ul><li>Occasional Typographic </li></ul></ul>
  7. 7. Example of semi-structured Invoice No: 99044 Date: 06/09/04 Invoice No: 24567 Date: 06/09/04
  8. 8. Example of Semi-Structured <ul><li>Two Approaches out there: </li></ul><ul><ul><li>OCR/ICR based on keyword / value pair rules and search elements </li></ul></ul><ul><ul><ul><li>Most Flexibility, More Complex Setup </li></ul></ul></ul><ul><ul><ul><li>Example: find the word “Invoice” or “Inv No.” and find a number to the right </li></ul></ul></ul><ul><ul><li>OCR/ICR based on iterative trained templates </li></ul></ul><ul><ul><ul><li>Easier setup, Less Flexibility </li></ul></ul></ul><ul><ul><ul><li>Example: draw a template quickly for each variation and let the software find the differences </li></ul></ul></ul><ul><ul><li>Some solutions combine the two </li></ul></ul>
  9. 9. Example of Semi-Structured <ul><li>Usually Typographic </li></ul><ul><li>Can some times be processed as fixed form with a lower accuracy and lower cost. </li></ul><ul><li>Often Confused with Fixed forms </li></ul><ul><ul><li>Number of items may vary </li></ul></ul><ul><ul><li>Print moves within boxes </li></ul></ul><ul><ul><li>Without registration marks coordinates are not normalized </li></ul></ul><ul><li>Medium to long setup time and complexity depending on document type </li></ul>
  10. 10. Example of Unstructured: Does it exist? <ul><li>Human Resource Documents? </li></ul><ul><li>Legal Contracts? </li></ul><ul><li>Mortgage Documents? </li></ul><ul><li>Approaches </li></ul><ul><ul><li>Argument </li></ul></ul>
  11. 11. <ul><li>Know your document types </li></ul><ul><ul><li>Object Types </li></ul></ul><ul><ul><ul><li>Invoice </li></ul></ul></ul><ul><ul><ul><li>Check </li></ul></ul></ul><ul><ul><li>Subjective Types </li></ul></ul><ul><ul><ul><li>Medical Record </li></ul></ul></ul><ul><ul><ul><li>Remittance </li></ul></ul></ul><ul><li>Know the business process associated with each document type </li></ul><ul><li>Know how your organization will handle change </li></ul><ul><li>Understand how accuracy is determined </li></ul>Best Practices: Prepare yourself
  12. 12. <ul><li>Most people assume there is only one type of accuracy. Wrong! </li></ul><ul><li>Document Type Accuracy </li></ul><ul><li>Field/Zone Location Accuracy </li></ul><ul><li>Data Type Accuracy </li></ul><ul><li>Character Accuracy </li></ul>Best Practices: What is accuracy?
  13. 13. <ul><li>If you have control of the form design it well </li></ul><ul><li>Good scanning / input </li></ul><ul><ul><li>Scan Settings </li></ul></ul><ul><ul><li>Document Prep </li></ul></ul><ul><ul><li>Avoid multitude of input types </li></ul></ul><ul><ul><ul><li>Mail </li></ul></ul></ul><ul><ul><ul><li>Email </li></ul></ul></ul><ul><ul><ul><li>Print </li></ul></ul></ul><ul><ul><ul><li>Fax </li></ul></ul></ul>Best Practices: Give it a fighting chance
  14. 14. <ul><li>Image Clean-up tools </li></ul><ul><li>Set your goals – be realistic </li></ul><ul><ul><li>Accuracy </li></ul></ul><ul><ul><li>Time to automate most critical document </li></ul></ul>Best Practices: Give it a fighting chance
  15. 15. <ul><li>What type of data capture are you looking at </li></ul><ul><ul><li>Combo? </li></ul></ul><ul><li>Make potential solution list </li></ul><ul><li>See canned demo </li></ul><ul><li>See demo on your documents </li></ul><ul><ul><li>5 good, 10 normal, 5 bad </li></ul></ul>Best Practices: Choose a technology
  16. 16. <ul><li>Get a good understanding of how expectations are handled </li></ul><ul><ul><li>Work to include in processing </li></ul></ul><ul><ul><li>Where do they go? </li></ul></ul><ul><li>Get a good understanding of setup </li></ul><ul><ul><li>How long it took to configure for your demo </li></ul></ul><ul><ul><li>What is the skill level required </li></ul></ul>Best Practices: Choose a technology
  17. 17. <ul><li>Invoice processing is NOT a vertical </li></ul><ul><ul><li>Commercial Invoices </li></ul></ul><ul><ul><li>Legal Invoices </li></ul></ul><ul><ul><li>Manufacturing </li></ul></ul><ul><ul><li>Telecom </li></ul></ul><ul><ul><li>Etc. </li></ul></ul><ul><li>To line-item or not to line-item </li></ul><ul><li>Don’t forget about your supporting data </li></ul><ul><li>Don’t forget about your business process </li></ul>Let’s Talk Invoices
  18. 18. <ul><li>Arguably the most difficult document out there </li></ul><ul><li>Image Clean-Up is imperative </li></ul><ul><li>Group your variants </li></ul><ul><li>DO NOT pick a solution based on export format </li></ul><ul><ul><li>HL7, 857 etc. has nothing to do with OCR </li></ul></ul>Let’s Talk EOBs
  19. 19. <ul><li>The success of data capture can easily be more than you expect if you let it. </li></ul><ul><li>Set your expectations straight before talking to any vendor </li></ul>Wrap up