DocXtractor II English

© ELO Digital Office GmbH

DocXtractor INVOICE

Automated incoming mail processingand business process optimisation



structured andunstructured informationof any source

structured andunstructured informationof any source

making documents work ... making documents work ...

to capture informationto capture information

to provide informationto provide information

to organise informationto organise information


ELO Digital Office – About us

Incoming mail processing – The challenge

Business process optimisation – The solution

DocXtractor – The product

DocXtractor – The system architecture

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ELO Digital Office – About us1

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Business objectives: Intelligent document processing and business process optimisation

Market entry: 1995

Main product: ELO ECM-Suite, DocXtractor

Target market: Insurance, banking,retail, manufacturing

Subsidaries: Stuttgart (head office) Hamburg, Dortmund, Munich, Gera

Luxemburg, Belgien, Nederlands, France, Poland, Tschech, Italy, Australia, Hungary, Austria, Turky Switzerland,…..

ELO Digital Office GmbH is a market leader for EnterpriseContentMangement software and input management


History

History of ELO Digital Office GmbH


Competence and experience – ELO Digital Office ….

… is an expert for intelligent document processing and business process optimisation.

… offers content capturing software for complex applications.

… solutions allow the automatic categorisation and analysis of any structured and unstructured documents and the qualified extraction of information contained.

… achieves highest rates of recognition and data quality by the implementation of innovative technologies.

… solutions reduce costs in document processing areas of a company.



ELO Digital Office – About us





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Incoming mail processing – The challenge2

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Objectives of Document Related Technologies

Meaning of Document Related

Technologies:

Capturing as needed, systematical organisation as well as appropriate access to all information

Connection between document and business process

Resulting business objectives:

Efficient information processing

Safety of quality and efficiency of processes, decisions, products etc.

Prevention of misallocation of resources

Creation and assurance of competitive advantages

to captureinformation

to organiseinformation

to provideinformation


input media: paper, email, fax etc.

forms semi structured documents free-form documents


Connection between data, information and knowledge

image

image objects layout structure

characters

„d“ „S“ „2“data

interpretationINFORMATION

informationpresentation

sender recipient date subject signature ...

sender recipient date subject signature ...

logical objects

offer offer

message type

order order

invoice invoice

... ...

business data

processeswords

knowledge


dat

a C

aptu

re v

iew

b

usi

nes

s p

roce

ss v

iew

business processes

Company

Customer

data capture

?

forms & free structured documents

paper

email

fax

etc.

field 2

field 1

field 3

Challenge of free form incoming mail processing

Heterogeneous documents

High daily volume

Growing amount of free form documents

Documents are central input factor of business processes

Today business process design is often isolated from document processing steps


Technical success factors for document processing

Processing documents efficiently +

Process qualityProcess quality

Process flexibilityProcess flexibility

+

+

Process speedProcess speed

Process acceleration and automation

Adherence to time and dates

Cash flow optimisation

. . .

Process acceleration and automation

Adherence to time and dates

Cash flow optimisation

. . .

High data quality with minimum verification efforts

Homogenous data (consistency with ERP/ host systems)

Document processing as an end-to-end solution

High data quality with minimum verification efforts

Homogenous data (consistency with ERP/ host systems)

Document processing as an end-to-end solution

Processing of all documents from any customer

No customisation needed for new customers

Flexibility with regard to data extraction

. . .

Processing of all documents from any customer

No customisation needed for new customers

Flexibility with regard to data extraction

. . .


Economic sucess factors for document processing

Short payback period of investment +

Acquisition costsAcquisition costs

Process costsProcess costs

+

+

Investment costsInvestment costs

Software costs

Hardware costs

Project planning costs (internal und external)

. . .

Software costs

Hardware costs

Project planning costs (internal und external)

. . .

Initial installation costs

Verification costs

Data quality

. . .

Initial installation costs

Verification costs

Data quality

. . .

Customer specific adaption effort

Servicing costs

Flexibility regarding fields extracted

. . .

Customer specific adaption effort

Servicing costs

Flexibility regarding fields extracted

. . .


processing with human interaction

processing without human interaction

recognition

extraction

scanning

indexing

automatic data

transfer

manual process-

ing

automaticdata transfer

manual processing

manual processing

manual distribution

electronicaldistribution

incoming mail recognition distribution processing outgoing mail

text and print system

archive / document management system (archive / DMS)

process management tool

CRM system

electronical documents

telephone

paper

email

fax

internet


ELO Digital Office GmbH Technologies – About us





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Business process optimisation – The solution3

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OCR-ICR

company

OCR-ICR

company

Support of automatic business transaction

classification

extraction

approach

customer

A Customer sends documents unrequested e.g. notice of loss

common expectations

expectation

B Customised business transaction already exists e.g. confirmation of address change

company

call center

classification

extraction

plausibility

specific expectationsp1

p2

p3

customer

expectation


OCR / ICR system as an integrated component for business process optimisation

index

info

Kai KornBergstr. 2467659 KL

cancellationaccident insur.

new address

process

cancellation

accident insur.

change of address

insurance holder

key data

police number :

1258 KK 12 U 8

address new

1258 KK 1154

Proccessing of heterogenous incoming mail

Short processing time > High customer satisfaction

Efficient business process organisation and optimisation


Selected requirements of intelligent OCR / ICR solutions

Controlling of the whole document processing from scanning to data storage with high system stability

Processing of heterogenous batches of documents and also electronic documents

Automatic designation of classification features for free-form documents

Extraction of customer information depending on business process

Quality increase of captured information by mathematical and logical checks

Integration of business databases for validation purposes

Support of automated processing without human interaction

High scalability by outsourcing load intensive processes to external clients

Minimal effort for adaptation of new document classes







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DocXtractor – The product4

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Highlights of incoming mail processing with DocXtractor

Processing of whole heterogeneous incoming mail (paper, fax, email, electronic documents) without any explicit presorting

Minimal training and implementation effort – complete GUI-based training and testing

Minimal administration effort – administration and monitoring completely in customers hands

Self-learning and self optimizing system with auto-adaptive, intuitiv and visual administration and configuration support

Substantial statistical analysis and reporting in test environment as well as in production for performance measurement and ressource planning


Workflow

Document process with DocXtractor (internal workflow)

automated document processing with DocXtractor

workflow

database

ERP

archive

automatedprocessing

or agent

verification workplace

training workplace

automated

analysis

fax server

email server

scanner exportpaper

fax

email

electronic documents

export import

DocXtractor automates the classification process and provides the required information automatically.

import

administration workplace


Workflow

Document process with DocXtractor and ELOscan (internal workflow)

automated document processing with DocXtractor

workflow

database

ERP

archive

automatedprocessing

or agent

verification workplace

training workplace

automated

analysis

export

export import

DocXtractor automates the classification process and provides the required information automatically.

import

administration workplace

fax server

email server

paper

fax

email

electronic documents

SCAN import


DocXtractor

Image preprocessing

DocXtractor prepares image files for an optimal recognition


Classification can be performed using different methods (AutoClassifier, layout, search patterns, tables, ...)

commercial invoice

medical invoice

insurance contracts

bank account changes

etc.

address changes

Using AutoClassifier the classification criteria can be generated automatically during the training process.


OCR result field name

Data extraction

localisation of data fields

7929418

P e tz, Erwin

94,80

190,80

8,16

44,0 8

337,82

invoice number

name

position 1

position 2

amount for disposal

VAT

total amount

Information extraction based on forms


ELO Digital Office GmbH Top Down Search

company name street z.code city bank code account

Thomas Cook AG Zimmerstr 61440 Oberursel 20041111 4786543

Adolf Würth GmbH Postfach 74650Künzelsau62091800 10681000

Voith AG Pöltenerstr 74650 Künzelsau62091800 21389700

BMW AG Pacalstr. 70569 Stuttgart 70540660 518378908

.....

master data

Knowledge about location of fields is not necessary

Perfect fit for free form documents and invoices

Fuzzy search (tolerant against OCR errors and different spellings)

Optimal results without training


Automated quality assurance and validation of information

logical

checks

logical

checks

mathematical checksmathematical checks

7929418

P ee tz, Erwin corr.

94,80

190,80

8,16

44,0 6 corr.

337,82

matching with

master data

matching with

master data

7929418

P e tz, Erwin

94,80

190,80

8,16

44,0 8

337,82

invoice number

name

position 1

position 2

amount for disposal

VAT

total amount


Manual verification of information

7929418

logical checkslogical checks

matching with master data

matching with master data

mathematical checksmathematical checks

Peetz, Erwin

94,80

190,80

8,16

44,06

337,82

invoice number

name

position 1

position 2

amount for disposal

VAT

total amount

quality assured

data export

Manual data verification will also use automatic validation processes to improve data quality


USPs of DocXtractor

DocXtractor is a product for automated processing of the whole incoming mail

Standardised interfaces to archive-, DMS-, ERP- and workflow systems as well as capturing solutions simplify the integration

Customer oriented and continuous development with fixed release dates

Cooperation with customers in Product User Groups

Extensive service offer

Customising by system configuration (coding and compilation are not necessary)

Release independent integration of technical requirements is possible

Market-leading methods of classification and extraction for reduction of manual effort of verification


Capability characteristics

Capability characteristics of DocXtractor

Controlling of whole document handling from scanning to data storage with high failure safety

Processing without manual presorting of documents

Processing of electronic documents

Automated definition of classification characteristics for free form documents

Extraction of customer information dependent on business process

Quality improvement of selected information by mathematical and logical checks

Integration of business database for output validation

Support of automated process control (processing without human interaction)

High scalability on a client-server-architecture







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DocXtractor SUITE : Components and modules

Legende

Administration / Konfiguration

Q-Sicherung/Statistik

Testsysteme

Document Manager

Import Analyse

FREE FORM

ExportAdaptionen Verifikation

SAP-Module

MonitoringImport/Export

Archiv/DMSECM

E-Doc/Exchange

File/ScanningXML

BASIC

INVOICE

ORDER

PKV

Verifier

Supervisor

Archiv/DMSECM

Datenbank

File/XML

Document Finder

Reporting

Archiving

•Modul 1

•Modul ...

•Modul 2

Components

•Modul 1Module 1

Module ...

•Modul 2Module 2

Legend

Administration / Configuration

Quality security / Statistic

Test systems

Document Manager

Import Analysis

FREE FORM

ExportAdaption Verification

SAP modules

MonitoringImport/Export

Archive/DMSECM

E-Doc/Exchange

File/ScanningXML

BASIC

INVOICE

ORDER

PKV

Verifier

Supervisor

Archive/DMSECM

Database

File/XML

Document Finder

Reporting

Archiving


Internal system workflow DocXtractor

Analyser

image preprocessingimage preprocessing

Document

Manager

Document

Manager

classification classification

information extraction information extraction

validation and correctionvalidation and correction

customer DB customer DB

Coordinator

ext. application ext. application

Exporter Exporter

image source image source

Verifier

SupervisorSupervisor

OCRcorrection

OCRcorrection

document

definitions

document

definitions

DocXtractor DB matching DBmatching DB result DBresult DBcontrol DBcontrol DB

Importer ImporterThe database oriented

document analysis

ensures a consistent

system


The client server architecture guarantees a high failure safety in conjunction with the necessary scalability

DocXtractor server

Analyser 1

.

.

.

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.

.

.

.

.

Coordinator

Importer

DocXtractor DB

Analyser m

Verifier 1

Verifier m

Exporter


Client ability

DocXtractor supports the process of different clients in one system

Every sub system can have its own workflow and its individual configuration

DocXtractor

incoming mail

client 1

customer system

client 1

sub system f

client 1

incoming mail

client n client n

customer system sub system f

client n

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Technical requirements

Technical requirements

Server Processor: 2* Pentium IV 3,0 GHz or higher, poss. DUAL Core RAM: min. 1 GB per processor Hard disk: min. 2*30 GB, mirrored and failsafe Operating system: Windows 2000 Server (Advanced), Windows 2003 Server

(Enterprise) Software: MS SQL Server, Oracle 9, 10 (Server), IBM Informix (Server), IBM DB2

(Server), or external

Analysis Clients Processor: 2* Pentium IV 3,0 GHz or higher RAM: min. 1 GB per processor, hard disk: min. 10 GB Operating system (alternative): Windows 2000 Professional, Windows 2003 Server (Enterprise) Software: MS SQL (ODBC), Oracle 9, 10 (ODBC), IBM Informix (ODBC), IBM DB2 (ODBC)

Document Manager Client / Verifier Clients Processor: 1* Pentium IV 2,4 GHz or higher RAM: min. 1 GB, hard disk: min. 10 GB Operating system: Windows 2000 Professional, Windows XP Software: MS SQL (ODBC), Oracle 9,10 (ODBC), IBM Informix (ODBC), IBM DB2 (ODBC)

Other equipment Network hard disk (100 Mbit/s)







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