A brief presentation about how we delivered Bertel O. Steen (BOS) a digital archive that: 1. Saves 8 full time equivalents of work annually 2. Provides reliable platform to be expanded 3. Allows for efficient warranty claims handling 4. Makes audit processes easier BOS dealerships scan currently up to 2000 documents per day and the system takes care of archiving and leveraging them automatically - Less than just 5 % needs to go through manual validation. The archive, called BDA (BOS Digital Archive) consists of: 1. IBM Filenet as a content repository to store the documents 2. IBM Watson as an analytical search engine to find and 3. analyze them 3. IBM Datacap as a capture solution to push content into the archive 4. IBM Navigator as the easy to use front-end and user interface

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CASE BERTEL O. STEEN
MAKING SERVICE MORE AGILE
Petri Sysilahti
Solution Architect
Elinar
1/2018

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AGENDA
• The players
• The field
• The story
• The tools – and the future
• QA

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THE PLAYERS – BERTEL O. STEEN [BOS]
• One of Norway’s largest service and training companies
• Imports and resells Kia, Peugeot, Citroen and Mercedes
Benz cars
• 2011 had 2 660 man-years and operating revenues of
1,27 billion euros

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THE PLAYERS - ELINAR
• 22+ years of expertise on content-centric processes
• Integrator for IBM Analytics products in Nordics
• Offices in Finland, Sweden and Norway
• Founded 1994
• IBM Gold Business Partner
• 100% IBM – no other vendors

5. ELINAR will help
knowledge-intensive
organizations
turn their data
into business value.

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AGENDA
• The players
• The field
• The story
• The tools – and the future
• QA

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THE MATERIAL
• BOS has about 200 locations across Norway
• Dealerships generate thousands of documents every day
• Documents include typical car retail and service industry
material:
• Sales contracts
• Work orders
• HR documents
• And many others

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THE BACKGROUND - NEEDS
• Improve service by making use of documents more agile
• Save time and increase quality
• Make audits, storaging and finding content easier
• At the beginning documents were stored on paper in an
archive
• Some scanned and saved to a network drive

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AGENDA
• The players
• The field
• The story
• The tools – and the future
• QA

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THE BEGINNING
• Improving the current situation by implementing a digital
archive for the documents
• The archive, called BDA (BOS Digital Archive) would
consist of
• IBM Filenet as a content repository to store the documents
• IBM Watson as an analytical search engine to find and analyze them
• IBM Datacap as a capture solution to push content into the archive
• IBM Navigator as the easy to use front-end and user interface

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THE FIRST STEPS
• BDA was established and configured for two most
common and most needed document types
• Work order
• Sales contract

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THE FIRST STEPS - DOCUMENT TYPE CONFIGURATION
Determine archival
strategy for
document type
Define document
properties and
recognition
strategy
Decide whether
back-end systems
can be leveraged
during recognition

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THE DATACAP WORKFLOW (SIMPLIFIED)
The printers scan
into a network
disk *
Datacap monitors
network disk and
picks up scanned
documents as
they appear
Document is
processed, data
extracted and
validated
If validation
reveals any
issues, document
goes into manual
verify
The validated and
possibly verified
document is
stored into the
BDA as a text-
searchable PDF
file
*) Each BOS dealership was equipped with at least one multifunction printer acting as a
scanner

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THE ARCHIVE
• Robust and scalable enterprise-level archive platform
(IBM Filenet)
• Secure: Lets BOS decide who can see what based on the
dealer the employees work at
• Audit functionality enables confirming policies are being
followed

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THE ARCHIVE
• IBM Watson acts as an easy-to-access search engine,
making finding the right documents easy and intuitive
• Analytics capabilities enable discovering new insights
from the archived material
• Easily accessible with a web browser from anywhere on
mobile or computer

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EXPANDING THE WORK ORDER
• A work order is essentially just one document but it has many
supplemental components such as
• Photos
• Diagnostic scan reports
• Other related documents
• These are already mostly digital
• An upload function was created to facilitate adding related
documents to a specific work order

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THE NUMBERS
1500–2000
documents
scanned daily
80-90% of these
are work orders
Total daily
volume
twice that
(including
supplemental
documents)
Less than
5 % go to
manual validation

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8 full-time
equivalents
of work
saved
annually
approximately
Reliable
platform
to be
expanded
Warranty
claims are
handled
efficiently
Audit
processes
are easier
1 2 3 4
THE BUSINESS IMPACT

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USE OF ARCHIVE HAS ALREADY BEING EXTENDED
• More document types are being defined
• Administrative documents
• Additional vehicle related documents
• Additional input channels are added
• Use of analytics
• Windows Explorer integration
• Using the BDA as a document provider for other applications

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AGENDA
• The players
• The field
• The story
• The tools – and the future
• QA

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THE TECHNIQUES
• Datacap – traditional capture techniques are being used
• Fingerprinting
• Locate and keyword based approach
• Insight functionality being added as needed
• IBM Content classification
• Back-end systems integration
• Content Management Interoperability Services (CMIS)

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THE FUTURE
• Compliance for EU General Data Protection
Regulation (GDPR) – Take a look at Elinar
Miner product
• Artificial Intelligence
• Case management methodologies

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AGENDA
• The players
• The field
• The story
• The tools – and the future
• QA

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CONTACT US
Solution Architect Petri
Sysilahti
petri.sysilahti@elinar.com
www.elinar.com
@sysipetri
@ElinarOyLtd
https://www.linkedin.com/in/petri-sysilahti-38519716/
https://www.linkedin.com/company/2622808/

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