DOCUMENTS
Let the computers capture and sort your incoming documents
ReadSoft's DOCUMENTS automates the tedious work of capturing, sorting and indexing documents. Just gather all your incoming documents, whether they are electronic or paper and let our document capture software do the rest.
Automatic document capture, classification and indexing of means more efficient administration across the organisation, which in turn leads to faster processing times and reduced costs.
Automated classification
DOCUMENTS analyzes each incoming document and determines what type of document it is. Is it an insurance claim, an invoice, an order form, a loan application, a damage report, medical claim, a letter, a credit application, a change of address etc?
The software classifies any document automatically and also bundles the documents into logical groups, for example, all documents belonging to a certain case.
Indexing documents for easy retrieval
After documents are classified, key information from the documents is extracted. Whether you are looking for account numbers, insurance numbers, names or addresses, DOCUMENTS finds and extracts the information automatically.
This information, together with the classified document, is then ready to enter your business system. This means that all the key information for any specific case is available in digital format.
What's more, the extracted information is completely searchable, giving you the ability to retrieve your documents at any given time.
Suitable for you if:
Your organization handles large amounts of documents and spends a lot of time on sorting and filing them.
With DOCUMENTS, you will:
Increase efficiency
Faster and more accurate document sorting and distribution will boost your efficiency.
Improve control
Immediate access to status reports and audit trails means better insight into your business-critical information flow.
Improve working conditions for staff
Allow staff to concentrate on case handling instead of document sorting.
Increase transparency
A complete audit trail will help you comply with legislation such as SOX.
Technical capabilities
DOCUMENTS can be seen as a funnel for all your incoming business documents. No matter how they arrive (paper, fax, email, PDF, etc.), the documents are incorporated into the flow.
The document capture software reads a document much like humans do. It looks for identifiers such as logotypes, keywords, combination of words and layouts.
But unlike humans, it can also use barcodes, for example, to determine what kind of document it is and which group it belongs to.
A typical example
An incoming insurance case contains a standard form, a damage report and a letter. DOCUMENTS determines the type of each document and keeps the case together as it is fed into the case management system.
These three documents are grouped together as one large, common document and presented to the person responsible for handling. Since DOCUMENTS has extracted the key data, the document can be connected to the correct case and the person responsible for it. It is also immediately searchable in your archive or business system.
Business system integration
The data from DOCUMENTS is seamlessly fed into any ERP system, archive or case management system.
Document capture solution
A document capture solution is the first step towards automating enterprise document management. Document capture solutions are also called scanning software, data capture software, or forms processing software. Their job is to digitize incoming documents such as invoices, order forms, timesheets etc.
The effects of using a document capture solution are that you will get all incoming information in digital format which enables you to classify and index documents with a high degree of automation. This will make workflows, business processes, and enterprise document management easier and substantially speed up your forms processing and customer service.
How a document capture solution works
By using scanning software, a digital image of the document is created. This is called “imaging”. The document capture solution then “reads” information from the document (data capture). Indeed, intelligent document capture solutions read documents much like humans do. It scans for the important information and figures out which information is which on the document. When the document capture solution has found the specified information, it extracts it and enables automated document classification and searching in, for example, an archive. The information can also be double-checked against your document management system to validate information and automate enterprise document management.
Handle both paper and electronic documents
ReadSoft’s document capture solutions can handle both paper and electronic documents. If it is a paper document, we use intelligent scanning to capture the information you specify. If it is an electronic document (PDF, XML, IDoc etc), the information is even easier to extract into your workflow or your document management system.
The benefits of a document capture solution or scanning software
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A document capture solution is faster than manually keying in information into computers. This enables you to speed up enterprise document management and get back to customers much quicker.
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A document capture solution saves money since you can take on more documents using fewer resources.
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A document capture solution gives you better control and more transparency since data capture and imaging allows you to find all information in digital format. This improves your business processes and enterprise document management and also helps you comply with legislation such as SOX (the Sarbanes-Oxley Act).
More about document capture solutions, enterprise document management and scanning software >>