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Archive for September, 2010

Record Management Software Document Distribution, Part 2

Wednesday, September 29th, 2010

Since you now know what record management software is and the basics of document distribution using record management software from our last post, in this post we will cover the Document Distribution application as well as the core features of this record management software.

Application
The user defines a relationship between a primary document and secondary documents by designating a common keyword value. Once the relation is established, the statement format is set up. Recipients are then defined, each with their desired document distribution method. Based on the unique keyword assigned to each statement, the document capture software determines whether the statement is to be faxed, e-mailed, distributed to a website, burned to a CD, or any combination of options.

If the delivery is unsuccessful, the system can attempt to re-send e-mails and faxes for a specified number of times before it notifies a process manager. Of course, the user always has the option to distribute “ad-hoc” in any given situation. Additionally, users managing large data sets can schedule distribution during down hours or at night so as not to affect daily production.

The following is a list of primary documents and their supporting secondary documents from various markets, all of which are easily managed with document capture software Image Statements and Document Distribution:
• Bank checking statements ̶ supported by check images
• Insurance profiles ̶ supported by application, policy and claim images
• Police investigation cases ̶ supported by crime report, evidence and lab work images
• Construction projects ̶ supported by customer profile, job map and service order images
• Hospital patient profiles ̶ supported by medical records, charts and x-ray images
Manufacturing and service bureau invoices ̶ supported by packing slip and proof of delivery images

The web-based architecture of document capture software allows Document Distribution to be implemented either at a customer site or at a host facility. Larger companies typically find it best to acquire the software and establish a document distribution system, while mid-size companies are more likely to outsource their system to an application service provider, consumer portal, or print outsourcer.

Core Features
• Faster, more efficient information delivery
• Reduced mailing, printing, and postage costs
• Value-added customer account profile options and benefits
• Scheduled “hands-off” mailings and statement cycles
• Distribution via fax, e-mail, web, or CD
• TIFF, RTF, and PDF distribution file formats
• Web delivery e-mail notifications after posting to sender website

For more information about record management software, contact OSAM Document Solutions, Inc.

Data Capture Software Document Distribution, Part 1

Monday, September 27th, 2010

Innovative data capture software is an integrated suite of Enterprise Content Management (ECM) software solutions built upon on a central content repository. Customers ranging from small and mid-size businesses (SMBs) to the world’s largest enterprises use document capture software for their daily operating needs. They all choose to use this software because it drives down the cost and time it takes to complete business processes, reduces their susceptibility to risk, and allows them to comply with government regulations.

Leveraging a single and secure content repository that can be scaled to manage billions of content objects, document capture software provides a modular suite of ECM applications including Production Document Imaging, Document Management, COLD/ERM, Business Process Management, and Records Management. These applications are used to capture, process, distribute, and manage the lifecycle of the content that drives a company’s core operations. Document capture software can regulate accounts payable, claims processing, loan approval, medical billing, and compliance with regulations such as Sarbanes-Oxley. Depending on a company’s needs, it can be installed on premise, delivered as a hosted service over the Internet, or deployed in any combination thereof.

Data Capture Software Document Distribution
Data capture software’s Document Distribution feature maximizes the capabilities of the software’s Image Statements by managing the process of electronic delivery. With Document Distribution, documents are delivered directly to the intended recipients, eliminating the need for paper, printing and postage costs. Based on a recipient’s profile, document capture software can distribute the statement in TIFF, RTF or PDF format for e-mails and web postings. The system also provides the option of attaching a customized cover letter, e-mail message, or promotional document to a statement.

For more information about data capture, contact OSAM Document Solutions, Inc.

Data Capture Software for Invoices, Part 2

Friday, September 24th, 2010

This post will continue to discuss the benefits of data capture software for invoices. As we discussed previously, your paper invoices are not going away any time soon. And the costs of processing them continue to rise – 37% in the past 4 years. Data capture software for invoices integrates with any document scanner to capture all the important information from the invoice digital image. This data capture software uses best-of-breed OCR and ICR recognition for highly accurate capture of all key invoice data including: vendor ID, PO #, invoice date, line item and total amounts. This information can be automatically validated, then delivered directly into your accounts payable, ERP, document management or other back-end system.

Recognition
Once the vendor’s fingerprint has been found, data capture software applies zone and location rules to first find the data on the invoice, then capture and extract all your required data fields – such as invoice date, invoice number, purchase order number, and invoice total. This data capture software is not limited to “header” fields; it can pick up line item details as well.

Validation – Verification
A customizable interface displays invoice image and recognition results side by side, highlighting fields and characters that need review. Math calculations on line items verify subtotal amounts by comparing quantities and unit prices. User-configurable rules automate validations according to an organization’s business rules, assuring, for example, that totals match the amount authorized for every purchase order, or that the invoice date doesn’t exceed specified parameters. Verifiers have easy-to-use features for correcting recognition, including Click’ N Key and Dynamic Details, which further enhance productivity. Intellocate automatically updates the fingerpoint library with changes to new and existing fingerprints.

Data and Image Delivery
Data capture software supports a wide variety of imaging and accounting systems to enable multiple concurrent exports of invoice data and images. Export invoice data and images at any step in the capture process into any combination of ERP, database, storage, or enterprise-specific systems.

For more information about data capture, contact OSAM Document Solutions, Inc.

Data Capture Software for Invoices, Part 1

Wednesday, September 22nd, 2010

Your paper invoices are not going away any time soon. And the costs of processing them continue to rise – 37% in the past 4 years. Data capture software for invoices integrates with any document scanner to capture all the important information from the digital image of an invoice. This data capture software uses best-of-breed OCR and ICR recognition for highly accurate capture of all key invoice data including: vendor ID, PO #, invoice date, line item, and total amount. This information can be automatically validated, then delivered directly into your accounts payable, ERP, document management, or other back-end system.

Streamline Invoice Processing

This data capture software includes Dynamic Natural Analysis (DNA) specifically developed to help you simplify invoice capture. DNA eliminates invoice set-up and enables single-pass verification for both your known and unknown invoice layouts. This speeds your implementation and reduces ongoing maintenance. All detail line items for a new invoice layout can be captured and their location stored after the user has identified the first line item, further streamlining the set-up process.

Typical Account Payable Workflow

Data capture software manages invoice batches through a series of processing step called a workflow.  Some steps require user input, some are unattended, and all of them contribute to the delivery of accurate payables information by data capture software for invoices.

Scan
This software supports all leading production scanners, including Bowe Bell + Howell, Canon, Fujitsu, Kodak, Panasonic, Visioneer, and Xerox.

Image Enhancement
After scanning, invoices undergo automated image clean-up: line removal, de-speckling, “noise” reduction, de-skewing, and automated page flipping when necessary, all contribute to higher quality images for recognition.

Vendor Identification
Data capture software’s fingerprint technology analyzes the invoice image based on the page geometry and automatically identifies the vendor. 

For more information about data capture software, contact OSAM Document Solutions, Inc.

Document Capture Software for Explanation of Benefits, Part 2

Monday, September 20th, 2010

This post will discuss document capture software for Explanation of Benefits (EOB). Hospitals and group medical practices – commonly called Providers – face a significant capture challenge every day: processing the remittance paperwork that accompanies payment from health insurance carriers, a document known as an Explanation of Benefits.

Document capture software for EOBs automates the processing of EOBs for Providers, significantly increases speed and accuracy, eliminates manual data entry, and saves your company money.

Complete, Ready-to-Use Solution

  • Support for single and multi-page variations
  • Attachment support
  • Predefined users, groups, and stations
  • User productivity reports
  • Recognition runs as Windows “service”
  • Job Monitor displays current batch status

Single-Pass, Modeless Verification

  • One panel enables character correction, field validations, and zooming on image
  • Data entry by document, including all pages
  • Super snippet image display
  • Automatic claim field highlighting
  • Designer for panel layout changes
  • Go to next problem character/field/claim/EOB key
  • Hotkeys for common operations
  • Send EOB to supervisor

EOB Identification

  • Document capture software assigns new fingerprint automatically to each new EOB format
  • Captures header information
  • Matches to master table with address and payment details
  • Capture software locates line item details
  • Guarantees

Business Rule Configurability

  • Non-scripting interface for rule management
  • Library of hundreds of standard rules
  • Applies global rules to all EOBs
  • Supports EOB-specific rules
  • Database access via ODBC
  • Math calculations on payments
  • Extensible rules via Microsoft VB Script
  • Runs multiple rules per field

Award-winning Taskmaster Platform

  • Complete single solution for data and document capture
  • Flexible, rules-based technology
  • Browser-based scanning and indexing
  • Easy to use and manage
  • Customizable interface

Data Delivery

  • Document capture software delivers EOB images with indexes to ECM system
  • Posts data directly to remittance system
  • Formats output under Rules control
  • Reports on system productivity
  • Deletes batches automatically after target system acknowledgement

For more information about document capture software, contact OSAM Document Solutions, Inc.

Capture Software for Explanation of Benefits, Part 1

Friday, September 17th, 2010

Today’s topic is capture software for Explanation of Benefits. Hospitals and group medical practices – commonly called Providers – face a significant capture challenge every day: processing the remittance paperwork that accompanies payment from health insurance carriers, a document known as an Explanation of Benefits (EOB)..
The challenge Providers face is the accurate processing of each EOB – they must determine whether full payment has been received and the claim can be closed or if it has not and must be resubmitted. Since EOB data is used to update the remittance processing system and patient medical records, there is often significant data entry involved.

Capture Software for EOBs
Capture software for EOBs can streamline and automate EOB review and data entry, enabling you to quickly credit payments and identify claims that have not been fully paid. Capture software for EOBs can help your organization:

  • Increase data entry efficiency and accuracy.
  • Ensure complete remittance advice transactions are delivered to your
    accounts receivable system.
  • Balance EOBs to check received.
  • Index EOB images for archival purposes.
  • Successfully exports data in 835 format.

Capture software for EOBs uses optical character recognition (OCR) to automatically read data from scanned EOB’s, then uses validations and math calculations to total the transaction line items and compare them to each subtotal, thereby ensuring balanced patient information.

Capture software for EOBs provides you with productivity tools to speed processing and assure accurate data. Relieved of manual data entry tasks, EOB processors simply view a verification panel that enables them to quickly check each claim and service line. Shortcuts and hotkeys enable them to fix low confidence characters quickly and efficiently. Lines that do not balance are highlighted in red for an operator to swiftly determine a course of action. Finally, all data is properly formatted for delivery to your remittance processing and patient records systems.

For more information about capture software, contact OSAM Document Solutions, Inc.

Scanning Services of a Phoenix Document Management Company, Part 2

Wednesday, September 15th, 2010

Microfiche Scanning: digitizes your existing microfiche, producing images as good as and frequently even better than the quality of the original film. Includes manual data entry and coding, searchable optical character recognition (OCR), forms processing, document determination, Bates numbering and stamping, image processing and printing, and bar coding.

Before digital technology began to play a vital role in business communication, microfiche was a major player in delivering information because of its space savings of 98% over paper. Today, many valuable collections of information remain on microfiche, requiring antiquated equipment and processes to find, display and print images. Additionally, this hardware has become expensive to repair or replace.

Converting microfiche images to digital images with a Phoenix document management company provides the following advantages:

  • Save time and money by easily retrieving, printing and distributing information straight from your desktop
  • Eliminate microfiche equipment, supplies and maintenance
  • Reclaim the space consumed by bulky microfiche equipment
  • Preserve image quality by eliminating image wear from analog format

Using state-of-the-art microfiche scanning and conversion software, a reputable Phoenix document management company can produce images as good as or better than the quality of the original film.

All types of microfiche can be converted into various digital image formats. Whether your microfiche is 24X, 32X, 42X, or 48X, 16mm, 35mm or 105mm jacketed fiche or COM, your microfiche scanning project will be done on time and within budget.

Large Format Scanning: preserves your over-sized documents. A reputable Phoenix document management company will scan your large-format documents into digital files and produce photo-quality prints for daily use. A superior Phoenix document management company will offer the most technologically advanced large-format scanning and document conversion services for maps, drawings, plans, posters or other over-sized documents.

A high quality Phoenix document management company’s in-house large format scanning solutions will have advanced large-format imaging capabilities:

  • Originals up to 42″ by any reasonable length, over 10′ supported.
  • Resolution up to 600 DPI
  • Bitonal or grayscale scanning.
  • TIFF, and PDF formats compressed or uncompressed (CCITTG4, JPEG, PNG, BMP, LZW)
  • Archival microfilm backup is available from your scanned images.

For more information about our Phoenix document management company, contact OSAM Document Solutions, Inc.

Scanning Services of an Arizona Document Management Company, Part 1

Monday, September 13th, 2010

Have you considered how outsourcing your scanning services to an Arizona document management company can benefit your business? Are you looking for a way to reduce costs and increase efficiency? This article will provide a brief description of common scanning services of an Arizona document management company.

Aside from standard document scanning services, a high quality Arizona document management company will provide the following scanning and conversion services:

Microfilm Scanning: brings your existing archive, large or small, into your document management system with high quality microfilm conversion. Document management companies have been working with microfilm for decades, and they should have an experienced team to offer attention to detail and excellent customer service.  You will be able to convert 16mm, 35mm and 105mm to a variety of image formats including TIFF, JPEG, GIF and searchable PDF through their microfilm scanning and document conversion services.

You will receive the highest quality images from your 100’ or 215’ 16mm or 35mm roll film. A reputable Arizona document management company’s microfilm conversion and scanning services will allow you to convert your film to a variety of image formats including TIFF, JPEG, and PDF.

Their microfilm conversion process should be designed to provide the utmost safety when handling your original film. A high quality Arizona document management company will provide microfilm conversion services that you can rely on—from a company you can trust.

For more information about our Arizona document management company, contact OSAM Document Solutions, Inc.

Uses & Benefits of Document Management Software, Part 2

Friday, September 10th, 2010

Rapid ROI

Add this powerful new capability to your scanning, capture, or forms processing solution to deliver a rapid return on investment. Document management software automates document preparation and scanning, improving your document processing efficiency.

  • Easy to start and manage – This software trains itself using your documents and automatically builds the conceptual associations between the content and the classification categories. No keyword database is required. Electronic document management software then accurately classifies your documents without intervention
  • Rules-based – This software is rules-based so that it is easily configured, adapted, and integrated with other systems using the Rulerunner Service from Datacap. Datacap rules allow the user to control the processing very precisely, calling electronic document management software for all documents, or just documents that need to additional classification.
  • Independent of sentence structure – Document management software increases classification accuracy over other solutions based on linguistic approaches by dealing with concepts and documents in their entirety.
  • Virtually impervious to OCR and input errors – The mathematical techniques of electronic document management software greatly reduce the effect of OCR or spelling errors that “throw off” solutions based on natural language and linguistic concepts.

Today, most organizations take days to manually read and sort inbound communications before scanning and routing them for action. Faulty manual identification often causes further delays. Whether you are a mortgage or insurance company, a law firm, healthcare organization or a government agency, you need to improve the efficiency, accuracy, and speed of document processing. Electronic document management software saves precious time – and money – by using its “brain” to understand and classify your documents automatically, without manual intervention. You and your customers are guaranteed to be more satisfied with this solution than manual identification.

For more information about document management software, contact OSAM Document Solutions, Inc.

Uses & Benefits of Electronic Document Management Software, Part 1

Wednesday, September 8th, 2010

If you are still classifying documents manually, analyzing their content, and sorting them into categories prior to scanning; you would greatly benefit from a solution that automates and speeds up that process. Electronic document management software provides a unique content-analysis engine that reads documents like a person would, transforming document classification from a manual process into a completely automated activity that is a huge saver of both time and resources.
Automatic Separation and Classification
Electronic document management software accurately identifies unstructured and text-intensive documents, reducing the need to pre-sort prior to scanning. Using technology developed for the U.S. intelligence community by Content Analyst, electronic document management software goes a step beyond traditional OCR/ICR, image analysis, and keyword or phrase identification. Like a person, it reads documents – looking for patterns, concepts and associations. Soon it will understand your entire range of document types and will accurately sort them, eliminating the need for manual classification.

Key Benefits of Electronic Document Management Software

  • Eliminates manual pre-scan sorting and document separating
  • Enables automatic processing of mixed document batches
  • Increases customer satisfaction with faster and more accurate document processing
  • Improves document-processing efficiency
  • Reduces time and costs of error resolution
  • Easy to get started, electronic document management software learns from your documents
  • No keyword dictionary to create and maintain
  • Easily integrated with any scanning or capture solution
  • Seamlessly integrates data into any enterprise applications including ERP and document management systems

For more information about electronic document management software, contact OSAM Document Solutions, Inc.