Modern Data Capture Standardized Data, Simplified Integration: Better Business Value
Standardized Data, Simplified Integration: Better Business Value Poor Capture Processes are Costing You... 3 Capture is Complicated... 5 The Captricity Solution... 7 Turning Forms Data into Business Value... 9 Infrastructure... 10 How Captricity Works Step by Step... 11 Security and Governance... 14 Management and Administration... 16 Best Practices... 17 Captricity vs. Other Capture Solutions... 19 PAGE 2
Poor Capture Processes are Costing You Inaccurate collection of customer data has a direct impact on the bottom line of 88 percent of companies, with the average company losing 12 percent of its revenue, according to a recent survey from Experian Data Quality. And that is just one of the many data streams most companies collect. According to a 2011 Gartner study, data quality affects overall labor productivity by as much as 20 percent. In a modern organization, data is the lifeblood of every decision and every action the organization takes. Data-driven organizations need quality inputs to function well, across the entire organization. The timely collection of accurate data is critical to maintaining efficient operations, making effective decisions and staying ahead of the competition. However, for many organizations, both large and small, collecting and processing data in a way that is both accurate and cost-effective presents an on-going challenge. This challenge is even more profound when the necessary data is not in digital form, but trapped in static documents. Top Drivers for Implementing Data Capture Increased Efficiency Enhancement of Customer/Citizen Satisfaction Enable More Informed Decisions Cost Savings Capitalize on Market Opportunities Protection of the Organization s Reputation Compliance with Government Legislation Reduction of Risk/Fraud Create a Single Customer View Help the Environment Other Don t Know We Don t Have a Data Quality Strategy None 0 10 20 30 40 50 60 % of Sample PAGE 3
POOR CAPTURE PROCESSES ARE COSTING YOU Unlocking Quality Data from Documents Begins with Capture If the capture step of your document workflow produces consistently high-quality data in the format you require, your chances of generating downstream excellence skyrocket. Data capture from static documents is a notoriously difficult computer science challenge. The high degree of variability between data types and formats in documents has made a single, one-size-fits-all solution difficult to build and thus difficult to find. Many capture customers end up selecting a specialized tool for each individual input channel (i.e., paper, web, mobile, email) and soon find themselves working in a complex matrix of capture solutions, each tailored for a distinct data format but incapable of working across all channels effectively. Adding to the complexity, a vast majority of these tools are difficult to onboard, deploy and maintain. The end result is ugly a collection of expensive solutions that require significant IT resources and cause disruption to business units across the organization. A Single Home for All of Your Data Channels Captricity offers a radical new approach to the capture problem. Captricity integrates seamlessly with multiple data input channels, offering a single home for ALL of your data channels. The proprietary innovation at the core of Captricity crowd-guided machine learning can transform your capture environment from a patchwork of tools into a single, reliable solution. Delivered as a secure SaaS application, Captricity also offers the flexibility and scalability of the cloud. Who Should Read This? The capture methods you use matter. This whitepaper will explain the nuances and challenges of capture and take a deep dive into the methodology that differentiates the Captricity process, ensuring 99 percent accuracy and timely data delivery. This whitepaper is for: IT staff responsible for onboarding new technology. Business analysts responsible for aligning the technology with the business units. Solutions architects responsible for configuration. Content managers responsible for downstream content integrity. Setup can take less than one day and much of the system can be maintained by business users, which means that no IT support is required. This allows IT to focus on integration with downstream processes/information systems and enables your organization to use the extracted data to drive business insights. PAGE 4
Capture is Complicated. As outlined above, unlocking useful data from static documents is known as the document delivery pipeline. Capture is the most technically complex and process intensive stage in the document delivery pipeline. This complexity often makes it the most expensive portion as well. Why? Let s start with a look at the elements of the capture process. Captricity Capture Scan, snap and upload your electronic and physical sources including: CAPTURE Multi-Channel Physical & Digital Capture SCAN, SNAP AND UPLOAD YOUR ELECTRONIC AND PHYSICAL SOURCES INCLUDING: LINE-OF-BUSINESS APPLICATION MEDIA STREAMS PAPER FORM API EDI EFORM MICRO FICHE OFFICE DOCUMENTS UNSTRUCTURED PAPER DOCUMENTS CAPTURE CLASSIFICATION DATA RELEASE & FORMATTING DATA CONVERSION ICR OCR ETL HANDWRITING AND MORE DATA VERIFICATION KEYWORD VALUE EXTRACTION DATA NORMALIZATION PAGE 5
CAPTURE IS COMPLICATED Capture with Captricity As you can see, there are many technologies and platforms involved at each step of the capture and data transformation process. The process begins with capturing images of the raw documents and moves through classification, conversion, normalization, validation and release. If something goes wrong along this pathway, it will negatively impact all downstream business processes. For example, if an incorrect address for a customer is not corrected manually, it will cause product information and orders to be shipped to the wrong location, usually resulting in lost revenue. A mistake like this will also trigger manual exception processes for customer support, data validation and operations, driving up costs. A Variety of Formats In addition to the complexities of the capture process, for most organizations the data that needs to be captured resides in a variety of formats. Structured forms, semi-structured forms and web forms make up a large proportion of inputs. These forms often feed critical business processes and tie closely to revenue from sales and customer satisfaction. Automated collection of this information can result in significant advantages for most organizations. A subset of the data to be captured comes from handwritten forms. These forms pose a particular risk to the capture process, as handwriting is highly variable and false positives or errors are both common and costly. For many organizations, erroneous capture from handwritten forms can pose risk to governance structures, compliance and risk management. Due to the high cost of failure for handwritten data, many organizations still rely on manual data entry for processes that include handwritten forms. While capturing data from digital forms might appear easier than from paper forms, the cost of aligning data captured from digital forms with data captured from their paper counterparts is tremendously high. This alignment is the only way extracted data from multiple sources can effectively live in one central, unified database. If the organization can discontinue the paper form, the problem is simplified. However, most organizations have at least one customer segment that prefers and/or requires a paper or PDF form. These individuals have the same demands for timeliness as those who prefer digital channels. The days when companies could achieve the efficiency and effectiveness they require using disparate systems for each form type are over. In today s fast moving business environment, organizations need a centralized input location that standardizes the format and quality across all possible variations. Let s explore how an advanced forms processing platform can solve the hard problem under the hood while offering a simple and easy-to-use interface for users. PAGE 6
The Captricity Solution With Captricity, your organization can seamlessly include paper-based processes into digital workflows. No other service unifies all incoming data in one platform, from any source, including handwritten form data. The result is a turnkey service that allows your customers and stakeholders to transition from paper to digital without disenfranchising any customer segment or causing unexpected operational disruption. It All Starts with Capture Captricity works with document images from any source from production scanners to mobile phones so you don t need to change your scanning process. From there, documents enter Captricity s centralized hub via web browser, email, upload agents, mobile devices or a REST API. Once documents enter the system, they are automatically classified using proprietary computer vision techniques and matched to a user-defined template. This process creates a digital fingerprint for each document and form variation, ensuring the right document gets matched to the right template even when the system is fed batches of varied documents. This step eliminates the administrative overhead of manual classification (document sorting) and identifying form versions. Once classified, Captricity splits all the information from an individual form or document into constituent fields (a process called shredding ). This process protects the privacy of the form by breaking it into many unique elements. Captricity dynamically combines machine prediction (from proprietary learning algorithms) with a human validation engine. Initial extraction results are compared to a three-way human validation process and ambiguous values receive additional rounds of human verification. This process has proven to be 99 percent+ accurate, even for unconstrained handwriting. Captricity dynamically combines machine prediction (from proprietary learning algorithms) with a human validation engine. Captricity leverages advances in machine learning techniques and combines this data science with the scalable compute power of cloud infrastructure. This powerful, next-generation combination allows Captricity to deliver an accurate, scalable data capture solution that far outpaces legacy, on-premise options. PAGE 7
THE SOLUTION Captricity fine-tunes itself as it goes, learning from on-going processing and producing faster and more accurate results with larger data sets. The machine learning aspect of Captricity means that the speed of processing future batches increases with time. Faster processing, faster results, all without additional integration or professional services. In addition, Captricity uses the digital fingerprint of forms to automatically generate web and mobile forms that enable your customers to submit information via any channel they prefer digital or analog. Combined with easy fax and email integrations, Captricity provides a unique multi-channel capture solution. Finally, once your data is unified within Captricity s platform, the output can be quickly formatted and easily manipulated to ensure it is usable by downstream systems. This may include common options such as data validation rules and creating exception queues. Captricity adds to these processes valuable new capacities such as the ability to run automatic validation rules on hand-filled forms and automate the ability for customers and stakeholders to correct or supplement the data. Captricity s approach makes obsolete many of the drawbacks of legacy capture engines such as slow QA cycles, OCR and ICR mistakes and false positives, elaborate verification software or manual verification by employees. Most importantly, legacy capture systems require dedicated effort for fine-tuning which often is 80 percent of the total effort and cost. How Does It Work? View Captricity s complete workflow for document input, processing, exception handling and result export (page 21). Turning Forms Data into Business Value Captricity integrates with front-end capture methods and back-end data systems to support key business processes. It does this with a robust REST API, easy-touse interfaces and pre-built connectors to line of business applications such as Salesforce. All results in Captricity are stored in batches that are easily viewed, modified and exported into standard formats such as CSV or Excel. It is even possible to integrate Captricity as an automated engine that automatically feeds business processes without any user interaction. These flexible input and output options add up to endless customization possibilities that ensure Captricity fits easily into your unique business environment. View Captricity s complete workflow for document input, processing, exception handling and result export on page 21. PAGE 8
THE SOLUTION Infrastructure Below is a sample architecture diagram of how Captricity fits with your on-premise and SaaS-based business applications. Cloud Storage Captricity Processing Cloud Captricity Rest LOB SaaS Systems Rest/HTTPS 3rd Party SaaS Systems API LOB File Server Business Process On Premise Systems Installing Captricity is simple for your IT organization or system administrator. Simply allow requests from the Captricity application to and from the internal network and authorize users and connections with external cloud storage and SaaS applications and Captricity is part of your business process. Once installed, there are no additional infrastructure costs to bear and no upfront licensing. Captricity offers infinite scalability and accessibility from anywhere there is internet connectivity..com PAGE 9
THE SOLUTION How Captricity Works Step by Step Let s take a look at the technical details of the Captricity solution. Captricity is a SaaS-based cloud application. It does not require special browser plugins or expertise to use. All interactions with the product happen via the web browser, agent or API. Access to the platform is on an individual or team basis. Team functionality is available for Silver subscribers or higher. The Team feature allows you to invite users in different roles to access Captricity such as administrators or collaborators. Once user accounts are created, or assigned to an organizational entity, users can begin creating form templates. Form templates are the basic building block of the Captricity service and define what data should be captured and how it should be classified. Step #1 Setup The data fields from this enrollment form are identified in a Captricity template (above) and the Captricity Service delivers highly accurate, easy to use data (below). Form templates help classify documents as they come in and identify the data to be extracted. Creating a form template can be done by a technical or non-technical user. The process is simple: 1. Scan or photograph a blank version of the form. 2. Use the drag-and-drop interface to define each field location. 3. Give each field a name, a format and optional special instructions for human validators. 4. Click finish. Once the form has been saved you will have access to advanced settings. 5. Advanced settings allow you to set the status of the form template as Draft or Active. Active form templates cannot be edited. You can also change the behavior for multi-page documents such as splitting pages or selecting first or last page only. You can create a duplicate of the form PAGE 10
THE SOLUTION template as a new version and create formatting rules for data such as find and replace, split fields into columns and change text formatting. Once all form templates have been created users can process any completed form utilizing these templates. Multiple templates can be used together, allowing organizations to avoid sorting batches of multi-type forms and having them automatically managed and processed. Step #2 Processing All documents are processed in what is called a batch. A batch is a collection of documents in their current state (scans, PDFs, email attachments) and their associated templates. When a batch is submitted for processing it is considered to be a job. You can deliver documents (scanned images) to Captricity in multiple ways: web browser upload, client-side agents, email, fax, mobile device, API, cloud storage and third party deposit. Captricity accepts files in the file formats of PDF, PNG, GIF, JPEG or TIFF. Multiple templates can be used together, allowing organizations to avoid sorting batches of multi-type forms and having them automatically managed and processed. Web Browser This is the most common method of input, where a user can drag-and-drop one or more already scanned images into the browser window. They login to their account, click on Inbox, and drag files to the file-uploader box. There is also the option to manually browse to files if required. As soon as files are uploaded to the Inbox they will automatically create a new batch for processing. For the advanced upload functionality a recent HTML5 compatible browser is required. Client-Side Agent Agents installed on your Windows or Mac are configured to take input images from selected directories on your machine. This means users are able to scan directly to selected locations or folders and images will automatically be placed into a new batch in the organization s Inbox. Email By emailing scanned files to a special Captricity email address, the images are automatically loaded to your account s Inbox and associated with a new batch. This is also how a third-party contributor, who does not have access to the Captricity account, can contribute forms for processing. PAGE 11
THE SOLUTION Fax Similar to the email feature, fax input uses facsimile devices to send a fax to Captricity s dedicated number. Once received, it is automatically routed to a batch Inbox for processing. Mobile Devices Mobile devices pre-loaded with the Captricity app can add images to an Inbox and new batch by using the app s capture guide and upload options to submit photographed images of forms. API The API is used to submit both scanned images and electronic data. Simple POST API calls with associated API token and batch ID will add images to the Inbox and associate them with a new batch for processing. Here is an example of adding documents via the API using curl. curl -X POST -H Captricity-API-Token: $MY_API_TOKEN -F uploaded_file=@image.jpg https://shreddr.captricity.com/api/v1/batch/$batch_id/batch-file/ You can deliver documents (scanned images) to Captricity in multiple ways: web browser upload, client-side agents, email, fax, mobile device, API, cloud storage and third party deposit. Cloud Storage If your organization is leveraging cloud storage for capture and storage of completed forms or blank templates, then you can link and browse Google Drive, Dropbox and Box accounts to select the images just as users would with the web browser upload methods. Batches can have images added to them up until the point that processing begins. If you do not have all your completed forms at one time, you can leave the batch open and add completed forms via any of the above methods until you submit the forms for processing. Once the batch is complete, the submission button is clicked and the batch is converted to a job and sent to automated and human extraction and validation engines. PAGE 12
THE SOLUTION Step #3 Export Once a batch has been processed the owner(s) of the batch will receive an email with a direct link to the completed job. The link will take users automatically to the results page where they can view their results. They can even browse and view the source image on a field level. Results can be exported via API, Google Drive as a spreadsheet, to CSV file or a business applications such as Salesforce and other proprietary solutions. Here is an example of data export via API using curl. curl -X GET -H Captricity-API-Token: $MY_API_TOKEN https://shreddr.captricity.com/api/v1/job/$job_id/csv/ Other business applications and Enterprise Service Buses (ESB) that can issue GET requests such as TIBCO and MuleSoft can be used with the Captricity API Token and batch id to import a collection of results for storage and processing. Results can be exported via API, Google Drive as a spreadsheet, to CSV file or business applications such as Salesforce and other proprietary solutions. Integrations via the API are a great way to fully automate the results extraction process immediately after a job is completed. Step #4 Maintenance Captricity s self-service portal makes template creation, batch submission and data extraction simple. With the exception of API integrations, Captricity is designed to be user-driven and maintained, allowing all data collectors, collaborators and system administrators to easily extract, view and export results. In order to keep Captricity operating optimally, administrators should keep an eye on the following: 1. Number of users and access controls. Trim unused or expired users. 2. Number of templates and their usage. Consider trimming unused templates. 3. Watch for batches that have not been submitted for a length of time. Another aspect of maintenance is collaboration and training with your team. Captricity offers an exhaustive list of technical documentation, training videos, professional services, quick-start guides and detailed blog posts on specific use cases to help users get started quickly and fine-tune processing. PAGE 13
THE SOLUTION Security and Governance Captricity takes data security very seriously. We protect our customer s data and configuration at every step of the capture, extraction and release processes. We do this by fully securing the API and Web Application via SSL (https), encrypting all data at rest and in-flight, and implementing special security considerations each step of the way. Template Creation Access to and modification of templates is limited to authorized users. API Access Ability to leverage the API is restricted to those who have approved access to uniquely generated API Tokens. Batch Creation As documents are added to a customer s batch they are stored in the Captricity cloud. However the document storage is obfuscated, and there is no direct relationship to a file, its account, batch or API tokens. This means that access to the platform would not correlate access to image files and vice versa. Once your data is unified within Captricity s platform, the output can be quickly formatted and easily manipulated to ensure it is usable by downstream systems. Third-Party Cloud Storage When using a cloud storage system such as Box, Dropbox or Google Drive, authentication occurs directly via the respective provider. Credentials for these platforms are never provided to or accessed by Captricity. Instead, account-level access is limited to a unique token that can be revoked by the user at any time for any reason. Processes All images sent for processing are kept secure both in transit and during presentation to human verifiers. Document processes using Captricity extraction algorithms occur within Captricity s cloud and are not sent to third-parties. When documents enter the human validation process, only field snippets are presented to users, not whole documents. The operator receives no additional information along with the images that would correlate the image to a user, image file, organization or API token. As an additional security layer, there is the option in the form template settings to redact (black out) or hide particular fields from verifiers and anyone who has subsequent access to that image. PAGE 14
THE SOLUTION Data Review Access to digitized results is only available to authenticated users via the secure, self-service portal. Data is not shared with third-party organizations or nonauthenticated users. Only after export does the information leave the system. File downloads and releases are done using the same SSL used for the application to protect data in transport. Captricity Support Upon request, the Captricity support team may access accounts. Each support member has access based on special credentials to the Captricity support portal. This access is disabled for employees that are no longer a part of the team. When accessing templates, batches and results, the support personnel is not able to store any images locally and may only access the information via the support portal. The support team does not have direct access to the files on Captricity storage cloud. Healthcare Security Captricity is 100 percent HIPAA compliant (covering all of the CFR 45 controls) making it a platform that can be used by healthcare providers, payers and life insurance providers to streamline billing and payment processes on change requests, claim processing, UB, HCFA, EOB and Dental Claim forms. Captricity is 100 percent HIPAA compliant (covering all of the CFR 45 controls) making it a platform that can be used by healthcare providers, payers and life insurance providers. Management and Administration The following features and tools help organizations maintain appropriate administration policies and manage the data in Captricity effectively. Template Versioning After a template is used in processing, this template is automatically locked for edits. This is done to maintain the integrity of the form and the relationship of the form fields to already extracted results. If the form is modified, the form template is automatically versioned and correlated to previous versions. Template versions remain available within the users account..com PAGE 15
THE SOLUTION Data Once a job has completed and the results are stored, organizations should institute a general policy not to run business processes from the data housed in Captricity. Data should be exported to external systems for downstream processing. This policy will protect the users if data is modified post export and will maintain data consistency. The data in the Captricity portal should only be utilized for reporting and analysis. Data Formats As soon as results from the first batch of a job are received, it is critical to consider all future changes to the form and the types of data being collected. Current and future results often need to be stored and correlated in a standard data structure. Therefore, variations implemented after initial results can cause problems with future processing and review. If there is a high likelihood of change, it helps the organization to silo exported results by the date of processing and the template used. Captricity s management tools can help substantially with this process. Broad education about the capture process also creates a consistent language, helping in project reviews and subsequent assessment of the capture process. User Access Access to extracted results is only available via a secure web application or API call. 1. Administrative access should be limited to a small set of core users. However, access should be granted to at least three individuals in an organization so that if one administrator leaves the team, or is unavailable for an extended amount of time, there will still be administrative level controls available. 2. Administrators should regularly prune both administrative and collaborator users, limiting usage to active users. 3. Access to the platform should be limited to users who are part of the capture process. Often organizations need many individuals to help collect and review data, including employees, non-employees and third party contributors. These individuals do not need to be users on Captricity s self-service portal in order to benefit from the data and may not need access to the system. Business Continuity To ensure business continuity, it is important to educate all the individuals responsible for collecting data, and those who benefit from the results of the technology about the tools being used for capture. PAGE 16
THE SOLUTION Best Practices The following best practices are drawn from our experience working with many organizations and are relevant to all capture customers: Identify Stakeholders We recommend that the organization know who all the individual stakeholders are in the capture project. Typically, they include the business owner, technical owner, users of the platform (administrators and collaborators), capture personnel, those responsible for source documents and other data streams, and the users of the data. Many of the most important stakeholders will not be direct users of the platform, but beneficiaries of its output. Detailing your stakeholders will offer a holistic picture of the project plan and allow you to quickly identify personnel for targeted communication and management issues. It is wise to create a map that identifies and documents all capture sources and their configuration for capturing images or EDI. Capture Sources It is wise to create a map that identifies and documents all capture sources and their configuration for capturing images or EDI. This will dramatically help during quality review and meeting technical support requests of users in the field. Cloud Storage If cloud storage is used as an input for data, organizations should consider linking only corporate Box, Dropbox and Google Drive accounts instead of personal accounts. This will maintain data security and help segregate roles. Form Design Forms designed from the outset to generate data in the capture process greatly enhance project success. The best forms include: 1. Simplicity. Most long and complex fields will be more quickly and accurately captured if split into multiple fields. It is also smart to choose fields that elicit direct, non-subjective responses if the goal is a clear and unambiguous data set. 2. Drop-out Forms. Unlike other more complex and expensive forms processing solutions, Captricity does not require drop-out forms (i.e. PAGE 17
THE SOLUTION surveys that ask respondents to skip questions based on certain answers). If drop-out forms are being used, make sure templates are created against non-dropped-out versions. 3. Block Format. Utilize forms with fields in mono-spaced block format. This encourages users to complete forms with cleaner print and forces them to keep data within the field and within the extraction area. 4. Avoid Free Text Fields. If they are required, provide lines to keep text in a uniform block. 5. Use Samples. Consider giving samples in each field in lighter lettering. If images are scanned in black and white this light text will disappear while at the same time letting your users know what type of data the organization expects to see. This is particularly important for number, data and value fields. Image Quality While many organizations do not have control over capture sources, there is a benefit to addressing those sources you do control. These include: Unlike other more complex and expensive forms processing solutions, Captricity does not require drop-out forms (i.e. surveys that ask respondents to skip questions based on certain answers). 1. For documents scanned using a document scanner, scan in black and white TIFF Group 4 300 DPI. This is the optimum size and quality for fast uploads, fast processing and high quality. 2. For photographed forms, photograph on a surface larger than the form with a solid background. 3. For photographed forms, hold the capture device level with the surface the form is sitting on. 4. For photographed forms, align the image with the borders of the devices capture window. 5. For multi-sided, multi-page forms, it is best to leverage a mobile or desktop scanner for best quality and most efficient input. Template Edits Avoid editing templates that have been used for processing jobs. Only in rare cases do these form templates need to be updated. Instead, duplicate your template and make edits on the new version. PAGE 18
How Does it Compare? Captricity vs. Other Capture Solutions 1. Use Alternate Data Collection Methods, Not Capture Molding the organization to avoid capture seems like a nice way to streamline processes, but it rarely works. Even in all-digital workflows, where the captures needs are largely removed, most organizations find that a need arises that requires capture. When the organization is not ready to facilitate that need, they are left with the burden of starting a project that is unfamiliar to the organization. 2. Legacy Capture Systems Legacy capture systems generally demo well. This is because they begin with specific documents and build generalized capture logic to extract the information on a page-by-page basis. The results are great for those specific documents. But the set-up costs are high and if a new document type is introduced, customization has to begin all over again. In practice, legacy capture systems take many months to implement and many more to stay current with your business needs. And there is a high risk that once the installation is complete, the organization has years of fine-tuning ahead. Add this time to the license fees, professional services and support and maintenance, and your ROI takes years not months. More importantly, expectations are not met because you cannot onboard the technology in phases. Capture is one of the most complex, labor intensive and challenging aspects of the document delivery pipeline. With Captricity the cost scales with you, and there is not a large outlay of cash upfront before results are obtained. The ongoing support of the system is built into the monthly cost and you bear no additional CAPEX or OPEX costs. 3. Digital First Capture Digital first capture is a fantastic idea. This is capture at the point of entry using a device or web application where customers can enter data and it immediately goes into backend systems. This works for smaller organizations with small variations in capture and an audience that is already familiar with technology. However for larger organizations such as healthcare, insurance, government and large financial institutions, this approach does not scale effectively and often fails to meet the needs and comfort level of customers and constituents. PAGE 19
HOW DOES IT COMPARE? Unless digital capture can be adopted 100 percent across the organization, this mode will create a serious gap in information. Forms that customers will not or cannot complete digitally will quickly create backlogs and other organizational issues. Captricity allows your organization to begin to implement digital capture and integrate it easily with traditional capture in a single, seamless process. 4. Manual Data Entry: Distributed or Centralized Sometimes the perceived cost and complexity of automated capture forces organizations to stick with manual data entry. This is a rational decision when compared to the cost of legacy capture solutions. Captricity offers the first automated capture service that makes it easy and painless to move to an advanced capture solution that is both cost effective and highly accurate. From day one, you can remove the cost and inefficiency of manual data entry, repurposing staff for more impactful work. Capture is one of the most complex, labor intensive and challenging aspects of the document delivery pipeline. Captricity addresses these complexities in a way that allows organizations to leverage advanced data capture technologies without specialized know-how, technical requirements and complex setup. For additional information and detailed implementations of the Captricity Platform, reference these sources: http://captricity.com/quick-start/ http://captricity.com/blog/ captricity-announces-hipaacompliance/ Complex projects with multiple inputs can be up and running in days. Captricity s modern web-based architecture and API allows you to integrate the service seamlessly into your business processes, combining paper-driven and digital processes. IT Managers, Business Analysts, Solution Architects and Content Managers responsible for on-boarding capture processes will spend less time setting up Captricity and more time optimizing the processes and leveraging the results. Fast. Secure. Simple. 99%+ Accurate. Learn More www.captricity.com.com PAGE 20
Captricity s Process Workflow DATA CAPTURE DATA REPAIR DATA INTEGRATION INPUT CHANNELS RECOGNITION & EXTRACTION REFINEMENT & ACCURACY STANDARD & CUSTOM DELIVERY AUTOMATED SUBMISSION Cloud Base + Document Store Systems Cloud Storage Box AWS S3 STAGED INTO ECM / Document Management FileNet PULL (Stream Engine) Scheduled Pull postings based on Customer s requirement PUSH API Push dependent on Customer s readiness to submit batch Data Extraction (Validation Engine) Data validated against custom rules and/or industry standard Is data in good order? YES (Transformation Engine) Configure/Format data per custom rules and/ or industry standard RESTful API User Specific Format Standard Formats Pull to custom Application Push to end use Application MANUAL SUBMISSION Documentum Other Custom DMS Web Browser + Client Side Agents BROWSER UPLOAD PAPER SCAN efax EMAIL PORTABLE ENCRYPTED DISK NO Problems with document? OPERATOR optional manual document review YES Batch Creation Batch Submission to Captricity Template Setup Documents Sorted against Template Documents Shredding Images matched template & definitions? YES NO Review Extracted Data NO Is data still missing or uncorrectable? Can data be corrected? YES Manual Data Correction NO ACORD XML XForm CSV Salesforce Other popular CRM & ERP Systems File Exchanges and Protocols AWS S3 Customer SFTP EDI DIGITAL SUBMISSION MOBILE WEB FORMS NO YES Customer s Manual Exception Handling Customer Views Exceptions On Dashboard Email Notification EXCEPTION HANDLING Reject Batch Exception Notification Description of Task using self serve Dashboard Tools Description of Process Description of Optional Custom Features Customer s Existing Exception Handling Decision Point Future Feature LEGEND Process Detail Available Reasons to Reject Batch Illegible document Missing Pages / Order of Pages Multiple Forms that need to be separated Blank Document Wrong Template Thank you or Complaint Letter
Captricity s Process Workflow Detail on Template Setup, Sorting and Shredding DATA CAPTURE SETUP TEMPLATE CREATION DOCUMENT RECOGNITION (SORTING) SHREDDING & EXTRACTION Scan Upload of (blank) Form Are Images accurately matching Template versions? YES Shredding Review Extracted Data Keyword Recognition Layout Recognition Define Form Template and Version Create Semi structured Template Document & Field Definition Review Sorting Results Document Images are Sorted against Templates NO Revise Template Versions and Definitions Do images match New Template Versions? YES Impossible Results NO Is Transcription 99.9% accurate? Data Extraction YES NO Generation of Gold Values Human Verification Upload Documents to Captricity System Submit Batch to Captricity Application of Machine Learning Algorithms EXCEPTION HANDLING LEGEND Description of Task Description of Process Description of Optional Custom Features Subprocess Description Decision Point Amazon Future Feature Process Detail Available Reasons to Reject Batch Illegible document Missing Pages / Order of Pages Multiple Forms that need to be separated Blank Document Wrong Template Thank you or Complaint Letter