Solving Content Chaos with Smart Capture® for Government - Digitization of Records and Process Automation
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Across the public sector—from federal, to state and local governments—agencies and departments are looking for solutions to the content chaos that exists today. Whether due to mandates like the Digital Records Act or simply the continued cost and complexity of document processing, government agencies are looking for ways to better manage their content and automate document-driven processes. Join Ephesoft partner of the year, Zia Consulting, for this in-depth presentation. We’ll review how agencies from human services to court systems have implemented capture solutions for these issues—and how Ephesoft Smart Capture® for Government delivers the most innovative and advanced technology in the market today. Specific solutions covered during the presentation are: Digitizing Records – How to expedite your records management (RM) conversion or ongoing RM process with automated classification and application of disposition schedules Advanced Workflow – How to reduce cost and complexity of document processing by embedding SmartCapture within your government portal, website, or even SharePoint Extending Capture – How to leverage the Zia Accelerate™ Mobile Capture solution to extend business processes out to everyone from field reps to your constituents For some, the issues are centered around a paper problem, either how to address the legacy paper records that still exist or even the ongoing paper documents that are part of everything from passport applications to building permits. Others have already made the switch to electronic documents but still utilize costly and time-consuming manual workflow processes. For each of these scenarios, what may not always be well understood is how Intelligent Document Capture (IDC) can address this entire range of needs—from the digitization of paper records to process automation.
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Solving Content Chaos with Smart Capture® for Government - Digitization of Records and Process Automation
- 1. Today’s Presenters Pat Myers EVP, Capture Practice pmyers@ziaconsulting.com Phil Robinson SVP, Business Development probinson@ziaconsulting.com Jon Solove Sr. Solutions Engineer jsolove@ziaconsulting.com
- 2. Accelerate for Government Zia Document Automation Solutions powered by Ephesoft
- 3. How to address: 1) Costly & Complex Document-Centric Processes 2) Digitization Requests & Requirements State of the Union
- 4. Paper + People Costs • Passport Applications to Building Permits • Police to Parks to HHS to CPS • EVERY AGENCY & DEPARTMENT The 4 “C’s” • Cost • Confidentiality • Compliance • Constituent Satisfaction Costly & Complex
- 5. • Managing Government Records Directive • Citizen Engagement Requests • Federal Records • City/County/State Documents • Scan vs. SmartCapture™ Digitization
- 7. INTRODUCING Accelerate for Government Document Processing for YOUR Document Processes Case Management + ECM “Content Hub” Advanced Workflow / BPM “Capture Anywhere” Application Integration – ERP, CRM, HCM Universal Content Security (UCS) “Actionable Analytics” – BI/Reporting, Data Analysis
- 8. Why Accelerate? Your Business Process not Ours Traditional Capture made Smart “Embedded” Capture “Extended” Capture Delivering Cost = Rapid ROI (< 9 months) Confidentiality Compliance Constituent Satisfaction
- 9. Sounds great. But how?
- 10. Accelerate for Government Thousands of Hours of IP Defined Methodologies Pre-Existing Integrations Powered by Ephesoft Zia Solution Delivery Model
- 11. • Today’s Alternative to Costly/Complex IDC • ~100 years document capture experience • Open Platform simplifies Hardware/Software Integration • Cloud or On-Premises Who is ephesoft?
- 12. Business Selected • Subscription or Purchase pricing • Eliminate click or page charges • Lower overall solution price IT Approved • Thin client architecture • Use of open standards • Simple to Install, Train System, Train Users • Match / exceed capabilities of legacy systems What’s so different?
- 13. And one More thing…. Ephesoft + Linux • Only IDC on Linux • Open Stack • Overall TCO
- 14. Intelligent Mailroom Automation • Input: scanned documents, email attachments, faxes, uploaded documents • Classify: identify document types in the file WITHOUT bar codes/separator pages • Extract: data from structured/unstructured documents • Deliver: to ERP, CRM, ECM Solving Digitization Traditional Capture made Smart
- 15. State Court System • 100+ Years of Records • Various Document Types • Need to Match Case Numbers • Cost Effectively The Solution: Accelerate with SmartCapture™ Case Study: Digitizing Court Records
- 17. Zia’s “In-Process Capture” (IPC) • Utilizing Ephesoft Web Services • Embedded into: • ECM (Alfresco) • SharePoint • Portal / Website / ERP / CRM • Delivered within workflow / business process Embedded Capture
- 18. City-Wide Digitization & Process Improvement • Cost, Compliance, Confidentiality, Constituents • Finance to Courts to HR • Embedded within Business Processes: • ECM (Alfresco) • Advanced Workflow • Oracle ERP/HCM integration Case Study: City Government Automation
- 19. IPC Demo
- 20. Accelerate Mobile Capture • Based on Ephesoft Mobile SDK • Mobile Classification & Extraction • Mobile IDC Administration Constituents to Field Reps Save Time, Save Money Extended Capture
- 21. Accelerate Mobile Capture: Demo
- 22. Why Zia? Reduce the Risk Experience Solution Delivery Model Thousands of Hours of IP Delivery Methodology Pre-Existing Integrations Initial Consulting Engagements (ICE)
- 23. What Next? • Talk to Us / Talk to Our Customers • Ephesoft Enterprise / Cloud Trial Learn More - http://www.ziaconsulting.com/home/resources/ • Webinars & Videos • Data Sheets & Brochures • Case Studies
- 24. Questions? Pat Myers EVP, Capture Practice pmyers@ziaconsulting.com Phil Robinson SVP, Capture Practice probinson@ziaconsulting.com Jon Solove Sr. Solutions Engineer jsolove@ziaconsulting.com
Editor's Notes
- Cost – manual efforts (5+ people) Confidentiality – PII / Content Security Compliance – challenging in error-prone manual effort Constituent Satisfaction = slow, integration dependent
- This Directive requires that to the fullest extent possible, agencies eliminate paper and use electronic recordkeeping. It is applicable to all executive agencies and to all records, without regard to security classification or any other restriction. https://www.whitehouse.gov/sites/default/files/omb/memoranda/2012/m-12-18.pdf
- Your Business Process not Ours: Traditional Capture made Smart – mailroom automation - high volume, centralized – digitization “Embedded” Capture – for business users, within workflow “Extended” Capture – mobile capture & mobile processing
- Ephesoft was created and is managed by experts in the capture industry who believed there was a better way to deliver this technology to people who needed it, both enterprise and those who could not afford the large price tags and huge time investment to learn other capture platforms.
- Important notes of how Ephesoft differs from the competition. Full capabilities of legacy capture solutions but delivered in a way more compatible with the business needs and end user desires. Open capabilities make it a solution for the end users vs being more controlled by legacy capture vendors.
- Solving Digitization – automates classification of records, matching, and extraction of necessary data For example…
- Ephesoft provides the most comprehensive IDR APIs in the industry. Ephesoft APIs can be used for Classification (Content Analysis, Barcode or layout), Extraction (Fixed Form such as OCR, ICR Extraction, Free Form Extraction or even Fuzzy Database Matching),) and also provides for Batch Class management such as Exporting and importing batch classes. Ephesoft Web Service API's use REST Design, More Info the most efficient way to process documents for On-premise or Cloud solutions. REST facilitates the transaction between web servers by allowing loose coupling between different services. REST also provides less bandwidth requirements compared to older technologies such as SOAP. Ephesoft Open Platform and support for Open Standards makes it easy for everyone to integrate and support Web Service calls and maintain them for longer product cycles. This means less ongoing maintenance costs for customers. Ephesoft Web Service APIs allows developers to save money on deployment costs as well. Traditional APIs and toolkits require every computer to be installed with some software such as DLLs. Web Service APIs do not require any footprint on the clients or servers that are being used to place the calls to Ephesoft servers. Ephesoft is the only company that can offer APIs for both small and very large accounts. APIs can scale horizontally, using multiple clustered Ephesoft servers, or vertically, by using hi-performance Engines, that are available out of the box. Ephesoft also offers Web Service APIs on the cloud for those customers who want to start using the APIs from day one with no hardware.
- Chattanooga Use Case – Employee New Hire Form, WithholidngTax (w-4) & Employment Eligibility (i9) – into Alfresco, classify & extract with Ephesoft, push data to Oracle HCM for new employee set-up
- ICE = Fixed Price Fixed Duration Based on methodology from dozens of successful Ephesoft Projects! Three Levels Departmental Corporate Enterprise Three Phases Discovery Process & Assessment Technical Assessment Roadmap & Project Management Plan