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.

1. Mailroom Automation
with
Wednesday, May 2, 2012 Confidential

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 Countries
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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)
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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 workers
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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-ability
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6. Mailroom Capture in Finance
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7. Steps in Mailroom Processing
 Preparation
 Scanning
 Classification
 Extraction
 Routing
 Processing
 Archive
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8. Steps in Mailroom Processing
 Preparation
 Scanning
 Classification
 Extraction
 Routing
 Processing
 Archive
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9. Solution Components - Scanning
 Opex Scanners – AS7200i
 Integrated Mail Opening & Extraction
 Kofax VRS Included
 Up to 120 Pages Per Minute
 Images to Kofax Capture
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10. Steps in Mailroom Processing
 Preparation
 Scanning
 Classification
 Extraction
 Routing
 Processing
 Archive
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11. Mailroom Transformation
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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.
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13. Setting up KTM
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14. KTM “Learns” the Documnets
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15. KTM can have “Rules” added
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16. Content-Based Classification
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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 Proposals
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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 found
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19. KTM also uses Database Locators
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20. Unique, Unprecedented Accuracy
 Database Locators provide “Context Clues” to where
a document belongs. This technology is unique to
Kofax Transformation Modules.
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21. Steps in Mailroom Processing
 Preparation
 Scanning
 Classification
 Extraction
 Routing
 Processing
 Archive
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22. Routing with Workflow
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23. Processing with Workflow
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24. Taking Paper Mobile
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25. Tracking & History
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26. Document Archiving
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27. Seamless Integration
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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 Wintam
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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