Document Capture

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Document Capture

• Presented
• By
• Darin Dempsey
• ProSource
• Professional Services Manager

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What is Document Capture?

• The ability to capture paper based and electronic
  documents in a effective way.

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Technology used for Capture

• Scanners
• Multi Function Devices
• Software

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Where do documents come from?

• Paper Base- Invoices, BOL, Letters, POs
• ERP, CRM and Databases
• Email
• Web
• Applications- MS Word, CAD, PDF ect.
• Fax

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How do we manage the Documents?

• CMS (Content Management Server)
• Records Manager

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How do we deliver Documents?

• Print/Copy
• Fax
• Email
• Web
• Wireless

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What can we do for business?

• Improve Business Process
• Increase Employee productivity
• Consolidate information into a central repository
• Meet compliancy with DOD, HIPAA, SOXs
• Leverage current infrastructure and technology

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What to look for

• PAIN!

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• Look for business process problems.

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Who do we call on?

• Law Firms-
• Office Manager
• Records Manager
• IT Manager
• Landmines-
• High Cost in office space
• Liability for lost document

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Who do we call on?

• Municipal-
• Clerk of Court
• Clerk of Council
• Planning
• Landmines-
• Running out of office space.
• High request for public records.

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Who do we call on?

• Medial-
• Office Manager
• Records Manager
• Landmines-
• Audit trails for viewing records.
• Do you keep past copies of EOBs that have
  been paid.

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Case Study

• Medical Billing-
• Problem-
• Client was running out of storage space and
  took 1-2 days to pull EOB (Explanation of
  Benefits).
• CSRs were not able to retrieve documents while
  the client was on the phone. They would have to
  hang up and return the phone call after
  documents were found.
• There are 15 CSR accessing these files every
  day.

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Case Study

• Solution-
• Install a document imaging system so that CSRs
  would not have to leave their desk to retrieve
  documents.
• These documents were indexed by full OCR
  (optical character recognition) of each EOB.
• Now the CSR could search for the document by
  Name, Coding of Service and Service Date.

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Case Study

• Investment
• Acquisition of Solution- 40,000
• Return on Investment
• With in 6 months

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Case Study

• Manufacturing-
• Problem-
• Client has 4 sites Michigan, Mississippi, Ohio
  and West Virginia with invoices and BOL
• (Bills of Lading) that were lost, missed placed
  and with high cost of next day air of documents
  to home office.
• Client was also having troubles reproducing
  these missing documents for Auditors.
• Vendors were not being paid on time.

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Case Study

• Solution-
• Install Document Imaging Solution. Production
  Scanners were installed at each site. All
  invoices and BOLs were imaged and indexed at
  each site everyday.
• Now documents are able to be retrieved by
  employees and auditors at any site any time.
• Vendors were now being paid on time and cut the
  auditors time on site by half.

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Case Study

• Investment
• Acquisition of Solution- 60,000
• Return on Investment
• With in 3 months

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• Questions?