This document discusses automating paper-based processes through digitization. It outlines 4 steps to automation: 1) scanning and capture, 2) implementing a document management system, 3) converting files to searchable text, and 4) integrating data and document capture. The final step enables fully automated business processes by automatically classifying and extracting data from documents. Mobile capture is also discussed as the next step for distributed capture. Case studies demonstrate how automation reduces costs and improves customer service.

1. Automation
Living in a Paper Oriented World and The
Steps to Automation
Butch Reh
Director of Business
Development

2. Living in a Paper Oriented World
Paper documents remain an important information source
for business processes of all kinds

3. Business Information Sources
Implementing an Automation Strategy
Shipping documents Healthcare Docs
e-banking Capture receipts

4. Paper Pain Points
 Unable to find the documents or information needed
 Employees waste time on routine manual entry, leaving
important tasks behind
 Archives and files occupy a growing amount of storage space
 Organizations face compliance issues with various
regulations
 e-Discovery documents must be digitized for litigation use
 Users find it difficult to manage information in different
languages across all regional offices
 Companies don’t have the necessary tools to import data into
a document or content management system

5. Paper Stats
 There are more than four trillion paper documents stored in
the U.S. today, a number that increases about 22 percent
annually
 Businesses spend an estimated 500 hours per year searching
for documents, and it costs an estimated $20,000 to fill a five-
drawer filing cabinet with paper documents
 Automating digital business processes can improve customer
service and reduce operational costs up to 65%
 Currently only 16% of organizations capture data for use
within a process, meaning valuable time is spent manually re-
keying data or metadata

6. Automate
Accelerate
Integrate

7. Automation Step One:
Scanning and Capture
 Scanning documents helps reduce paper loads and saves
valuable space. Capture includes using the document image
for business processes.
 But…
● The data is not searchable
● There is a lot of manual entry
● The business process of automation is at a low level
● There is no central system for all company data

8. Automation Step Two:
Document Management System
 With a Document Management System, documents are
organized and easily accessible
 One repository holds all the information including scanned
images
 But…
● The data is still not searchable
● The business processes are not fully automated due to manual
tasks
● Manual entry is error prone and time consuming

9. Automation Step Three:
Full-text back file conversion
 Full-text back file conversion puts filed documents into
searchable formats
 Searchable information is now available in the Document
Management System
 But….
● New documents that enter a company still go through a manual
process
● The business processes are not yet truly automated
– The AP person may not be able to process invoices without
manual entry
– The legal department may not be satisfied with contract
management

10. Automation Step Four:
Data and Document Capture
 Implementing Data and Document Capture creates data
that is searchable and fully accessible
 Investments in a Document Management System are paid
back with enabled search on all content
 New information is entered automatically
 Documents are automatically classified and the data is
extracted and sent to the Document Management System
 Business process are fully automated with data and
document capture integrated
There is no limit on automation – Always challenge the
process and seek more automated processes!

11. Technology Example:
ABBYY FlexiCapture 10
 Multi-lingual data capture and document processing solution
 Automatically and accurately converts documents into
business-ready data
 Any document. Any industry. Any volume.

12. Case Study:
On-Site Anesthesia
 On-Site is a provider of anesthesia services for outpatient
surgery centers
 It is a fast growing business with increasing paperwork
 The company has only one
employee for billing and one for
patient records
 They previously had a data capture
application which did not provide
reliable output
 There was a need to automate EOB
and patient records processing
together with in-house billing

13. Case Study:
On-Site Anesthesia
 Sought solution to process all patient billing, health insurance and
health information forms
 Needed to include SharePoint with searchable data
 Timely billing was a key factor, so minimal downtime was critical
 Results of Automation with FlexiCapture:
• Workload reduced from two data entry
employees down to 25 % of one
person’s job responsibilities
• Helped significantly reduce the overall
office overhead expense
• Faster processing of clients’ information
enables better client service
• Better customer service for clients
answering patient questions faster
• Better patient care translates to better
customer service for the client’s
patients

14. Mobile Devices:
The Next Step in Distributed Capture
Businesses need anytime,
anywhere capture
• Centralized – desktop – mobile
• Moves capture to the point of origin
• Enables better service and drives down
costs
• Bridges the gap between businesses
and services
• Streamlines information flow and ties
into backend processes

15. Needs for Mobile Capture:
Use Case Scenarios
 For Professionals:
• Capture and process information on the go 24x7
• Mobile applications/services to save, access, route and share documents/files, all
remotely
• No paper backlog to manage at the end of the day
• International travelers can use their mobile phone as a translator
 For Corporations:
• Instant “sign & send” (NDAs, P.O.s, contracts, faxes, etc.)
• Accelerate circulation of information (whiteboards, news , etc.)
• Corporate policies on email can be fully enforced (security & confidentiality)
 For Industry Verticals:
• Logistics and transportation, real estate, legal, health care, insurance, financial
services
• Use standard mobile handhelds and extend your product offerings into new and
emerging markets in lieu of expensive dedicated data capture devices being used
today
• Mobile document capture process can be branded (server-based)
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16. Case Study: SnapTax®
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17. Case Study: SnapTax® (Cont.)
 SnapTax is an iPhone and Android mobile application
that lets users automatically fill out the 1040EZ personal
tax form
 Users simply snap a picture of your W2 form with and
the program automatically fills in your tax return
 Users answer a few questions and review the tax
return for accuracy before submitting it electronically by
tapping a “File Now” button
 http://www.youtube.com/watch?v=5cyTWBnLulo
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18. About ABBYY
 ABBYY is a leading provider of
document recognition, data
capture, linguistic technologies Data Capture
and professional services.
 ABBYY Technology includes: Document Language
● Optical Character Recognition Recognition Services
(OCR)
● Adaptive Document Recognition Translation Solutions
Technology™ (ADRT™)
● PDF transformation
● Layout analysis Server, Cloud & Web
 Organizations around the world
use ABBYY to automate time
Desktop Computer
and labor-intensive tasks and to
streamline business processes. Mobile and Embedded OS
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19. ABBYY’s Core Technology
Breakthrough research in linguistics
and data capture
FineReader
OCR: Optical Character 11.0
Recognition
FlexiCapture Recognition
10.0 Server 3.0
The electronic translation of
image text enabling
editing, searching, and copy ABBYY
and paste activities on an OCR
otherwise static document Engine &
Form
Reader 6.5 SDK’s Lingvo X5
Core OCR Engine Capability:
Translate 195 OCR languages
(Latin & Non-Latin including PDF Mobile SDK
Transformer 4.0
CJK–double- 3.0
byte), ICR, OMR, 1D & 2D
Barcodes, MICR, ADRT Enabled
ABBYY technologies and tools are used to create the leading
Capture and ECM applications worldwide