Using data extraction to reduce human error

When you call the doctor’s office to schedule an appointment, one of the first things they ask you for is your name and birthday. This is a form of data extraction, which makes it simple for the receptionist to find your files in the system.

Data extraction is a way to replace manual data entry via metadata extraction from documents. There are three different types of data extraction:

  1. Graphical: This method can only be used with forms; the intelligent document understanding extracts the data through a visual observation.
  2. Rules-based: This technique is performed by using keyword anchors and expressions such as “birthday” or “social security number”.
  3. Semantic understating: In this method, areas of interest are connected through a metadata field and run on many documents allowing it to learn and retrieve the information in the future without human interaction.
Image credit: Rimell.com

Image credit: Rimell.com

Companies and vendors that utilize data extraction have established three ways of understating.

  1. Self-learning: The utilization of semantic understanding and machine learning.
  2. Fuzzy understanding: Knowing that e-mails and documents can include misspellings or mistakes, this method finds data on degrees of truth rather than absolutes.
  3. Validation systems: This is similar to a database look up. However, since misspellings can occur in databases too, fuzzy understanding still applies.

Want to learn more about data extraction? Read our whitepaper about this topic.

Nikole

Are you ready to Perform Automatic Business Processes with Advanced Insight?

Consistently, new technologies are introduced to increase business effectiveness and automatic business processes with improved insight are such an advancement. Thanks to scripted, rule-based workflows, content entry has gotten a whole lot easier.

Think about simple data with simple data entry. It is unrecognized and it has no meaning. When it’s captured, the process to understanding has begun.

The data can then be classified so it turns into information where important components are identified, and that can be used in transactions. When complete, data has transformed into information and then knowledge for the organization to improve their understanding.

As demonstrated in the chart below, the process of data being captured to becoming understood knowledge, leads you through the transformation from Enterprise Content Management to Customer Experience Management. This means that you are taking the information from a company view and understanding how it will be utilized to benefit customers and their needs—which drives customer loyalty.

automatebusinessprocesses

As another example, social media is data and companies are able to discover useful information to help maintain relationships and business partnerships—providing power to see concerns, complements, as well as feedback.

Using this methodology—Intelligent Document Understanding—will make your business more competitive.

For more information on Intelligent Document Understanding and automatic business processes and advanced insight, download our whitepaper.

Hayley

Stay organized via document classification

Want to be better organized to be more effective?  Classifying your documents is an important step to take. At work, you may have folders filled with papers pertaining to a certain topic neatly filled away into a labeled folder. Even on your computer you classify different documents and place them into their correct “folders.”

Picture1

Intelligent Document Understanding takes these differences in documents and sorts them into four different classification methods.

  • Symbolic: The easiest and most accurate method, which usually features barcodes. It typically is used with paper or fax documents but not e-mail.
  • Graphics-based document analytics: This method classifies the documents based on their appearance but not what the text actually says. This is typically used for invoices or semi-structured documents.
  • Graphics-and text-based keyword combined: This process lacks much flexibility, but can classify a bit more than the previous method.  It looks at the graphics (appearance) and can see that it is an invoice; however it also will pick up on keywords in the document such as “car repair” and place it into the correct folder.
  • Full, text-based document analytics: This is the newest method which also is the most complex yet versatile of the four. It can classify all text-based documents which range from paper, e-mails and social media.

There are also three “classes” of documents in which the different methods follow to arrange the documents.

  • Unstructured: Simple and no variability, typically documents that have an unknown page layout with variable content. Typically these are correspondence or mailrooms.
  • Semi-Structured: These are documents such as invoices, which are the same types of document but vary with information. These typically have an unknown page layout with tabular data.
  • Structured: These documents are very complex and vary a lot. They have a fixed page layout and consistent, defined content.  Examples of structured documents are applications, benefit forms or checks.

 

Do you have any questions about document classification?  Read more about this topic in our whitepaper.

Nikole

P.S.: Visit our Web site to learn about KODAK Info Activate Solution to see how is can activate your information and ignite your workflow.

Do you enable document collaboration?

How do you pass documents to your peers? You’d probably send an attachment in an email, or maybe even deliver it in person as a printed file.  Okay…probably not that last one unless you sit next to them. Don’t do either of those—instead, share it. If your organization practices intelligent document understanding, there will be a content management system that allows you to virtually share your documents via online platforms.

How is this different than an attachment in an email? Its home base is the Web—meaning people with access to it, can edit it right there and it will save automatically.

With sites like Microsoft SharePoint, Box, and Alfresco you’re able to create, share, manage, and automatically update documents in one easy-to-use place.

Oh, and they can be secure. There are online document sharing forums that allow you to initiate online collaboration, sync files, and manage viewers or writers with simple button clicks. Need to access the files anywhere through a simple and secure link? Through tracking and management functions, access to user activity files is available and you’re always getting the most current version of the document.

For easy and reliable collaboration, programs like this are your best bet. They are practical, powerful, and offer a variety of benefits to users.

Image credit: av2.com

Image credit: av2.com

Other programs, like Microsoft SharePoint, also give you options for document sharing and collaboration.  With built-in compatibility for Outlook and Project, SharePoint provides easy options for messaging and communication.

Have you seen our KODAK Info Activate Solution software?  It delivers business benefits and efficiencies because it functions inside of Microsoft SharePoint.  You gain all the benefits of using this powerful integration and collaboration platform.

Document sharing enables employees to create a more dynamic and productive working environment—after all, it’s part of the “digital age.” With these programs, organizations can ensure secure and accurate collaboration between team members around the world.

For more information about document sharing or collaboration, download our whitepaper.

‘How to’ videos on our new ScanMates

Fast, helpful, and business-friendly, the new KODAK ScanMate i1150 and ScanMate i1180 Scanners are here! Interested in learning more about the i1150’s productive Transaction Mode, how ScanMates make it easier to stay organized, our Intelligent Document protection feature, and more? Watch our how-to videos from our YouTube channel below! Happy scanning!

Transaction mode on the Kodak ScanMate i1150 Scanner

 

How to stay Organized when scanning with the Kodak ScanMate i1150 Scanner

 

Kodak’s Intelligent Document Protection feature on the ScanMate i1150/i1180 Scanner

 

How to change the Smart Touch icon on the Kodak ScanMate i1150 and i1180 Scanner

 

How to replace the Consumables on the Kodak ScanMate i1150 and i1180 Scanner

 

How to remove the output tray from the Kodak ScanMate i1150 and i1180 Scanner

 

We hope that you found these videos helpful! If you have ideas for others that we should make, please post a comment here. The same goes for any questions that you may have.

Hayley Stauss

Are face-to-face customer service experiences helping or hurting your reputation?

A customer service representative helps uses a Kodak ScanMate i1150 Scanner to quickly and easily capture customer information.

A customer service representative helps uses a Kodak ScanMate i1150 Scanner to quickly and easily capture customer information.

Do you strive for superior customer service?  Of course you do.  Most organizations have this as a tracked goal – especially if they have any face-to-face service opportunities – and it’s not easy to achieve.

Whether it’s an in-person transaction at a registration desk, city hall or municipal government office, medical location (hospital, clinic, dentist, etc.), insurance office, or another similar point of contact, customer service that drives satisfaction and loyalty is critical to building a positive reputation.  This is true for organizations of all sizes.

To provide the best experience for customers and to effectively enable service representatives, we have developed a solution (our Kodak ScanMate i1150 Scanner) that helps to:

  • Strengthen relationships with each customer by enabling the service representative to pay more attention and maintain their interaction with the customer rather than turning away or walking away for “technology” processes.
  • Address the customer’s questions and process the transaction quickly and efficiently without being rushed or frazzled.  Our solution includes a “transaction mode” that adds a burst of speed to each scanning job.
  • The built-in card ledge makes it easy to keep track of important documents during transactions.

    The built-in card ledge makes it easy to keep track of important documents during transactions.

    Keep track of all materials (papers, ID cards, insurance and medical documents, etc.) during the transaction.  The organization needs a complete and accurate record to process the transaction without having to follow up on additional requests.  Our built-in card ledge helps keep important cards and papers from getting lost or “misfiled.”

  • Maintain a pleasant customer service environment with an uncluttered, quiet location that allows access to all business needs right at the service representative’s fingertips.  We’ve made this possible via a solution with a compact footprint that is “whisper” quiet.
  • Get critical transaction information to the right place and the right process at the right time with our Smart Touch feature.

With the right solution, providing superior customer service is easier.  It also helps to improve the service representative’s daily job experience.  Of course a significant benefit for the organization is that the number of transactions per day increases.

Learn about our solution and feel free to post any questions that you have below.

Brennan

Integration of new information sources  

With modern technology continuously expanding, there are numerous ways to receive information – both structured and unstructured. Today, paper documents and mail are becoming outdated as sources such as social media, mobile apps, and Web sites take over in volume and significance.

These new information sources are known as “big data,” and they are explosively increasing.  Big data gives businesses more data that is available to be analyzed, which in return makes for better decision making.

However, many businesses find these sources to be “chaotic or difficult to manage,” according to AIIM’s report titled “State of the ECM Industry 2011.”  Paper documents are easy for businesses and organizations to manage because they are easily organized through a capture system.  But how does one organize a Tweet, e-mail, Web document, and a phone call all about the same thing?

For example, say you get in a car accident. You would take a picture on your Smartphone of the damage, call your insurance agency to explain what happened, e-mail the photos from your Smartphone, and depending on how you feel about your insurance company’s service, you might Tweet about your experience.

 

ImageThe insurance agency must then manually enter all of that data you provided to them into a unique customer claim case folder – which can be very tedious and time consuming.  Ultimately, this work will provide the insurance agency with instant photos of the case, instant communication with the customer, and overall details about the claim straight from the scene.

Businesses that are able to expand (and manage) their information sources with the proper solution will find that big data does not have to be time consuming and frustrating, but overall very rewarding.

 

Do you have any questions about multi-source integration?  Read more about this topic in our whitepaper.

Nikole

 

Why IT managers will love the ScanMate i1180 Scanner

“I want to extract information quickly and efficiently from my documents…with my current computer and infrastructure.”  Does that sound like a statement that you would hear from an internal customer?  If it does, you know that there is a list of challenges that go along with such a request.

To fulfill the need of your customers, we have created a new offering called the KODAK ScanMate i1180 Scanner – which represents our next generation of intelligence for scanners.

The ScanMate i1180 delivers the following benefits and features.

  • Avoid high-level PC requirements with Embedded Image Processing (Perfect Page image enhancement algorithms are now performed in the scanner)
  • Minimize support requirements for installation, upgrades, maintenance (easy to deploy and maintain)
  • Connect to browser-based applications with ease  
  • Manage documents better with barcode reading to enable applications to be more intelligent and efficient
  • Prevent document damage via Intelligent Document Protection (determines when damage might occur and stops the scanner before the user can take action)
  • Save space with a compact design
  • Enjoy “whisper” quiet operation
  • Take advantage of advanced Web technologies while minimizing support and infrastructure costs
  • Make scanning as easy as printing with full programmatic control over every aspect of the scanning process
  • Use browser-based capture systems to take advantage of the cost efficiencies of web technologies
  • Build your own browser-based application (with EMC® Captiva® Cloud Toolkit connectivity) by leveraging industry standard web services to ensure every web browser and web development environment will work

Our mission is to get the right information to the right place at the right time to maximize value.  I’m sure that your knowledge workers will appreciate being able to streamline processes and more easily keep up with the dynamically changing workflows.

-Brennan

What will help employees accelerate face-to-face business transactions to provide a better customer experience?

We think that business managers have enough to worry about today – from delivering prompt customer service to streamlining transactions.  So, tools that simplify and shorten the information capture process are certainly valuable in providing a great customer experience.  Scanning and managing documents can be a potential bottleneck in the office, but there is a way to make it easier than ever and focus on serving customers better.

After carefully observing customers’ needs and staying true to our mission to get the right information to the right place at the right time to maximize value, we have developed targeted solutions for specific business applications.  Our answer is two new scanning solutions that are joining our successful KODAK ScanMate family—the ScanMate i1150 Scanner and ScanMate i1180 Scanner.

Improve customer-facing business transactions

A service provider provides the best possible experience and is extra efficient with his KODAK ScanMate i1150 Scanner.

A service provider provides the best possible experience and is extra efficient with his KODAK ScanMate i1150 Scanner.

When face-to-face interactions to capture customers’ documents are a part of your business, the process must provide the best possible experience while being efficient. There is a way to succeed at both.

We recognize that a majority of transactions involve scanning 10 or fewer documents.  So, the KODAK ScanMate i1150 Scanner is equipped with a Transaction Mode to enable 60% faster capture speed for the first 10 pages of every interaction.

A perfect example of how this solution shines can be seen at a customer service window or an agent’s desk.  A customer’s application may consist of a small amount of paperwork and an identification (ID) or an account card. In this case, the employee can quickly scan the documents and cards without limiting their interaction with the customer or slowing down the transaction itself.

Evolve by adding intelligence

A working professional uses the KODAK ScanMate i1180 to process his documents.

A working professional uses the KODAK ScanMate i1180 to process his documents.

Frequently, organizations are turning to Web-based architectures to speed the adoption of new business applications and minimize support costs.

Therefore, we designed the ScanMate i1180 Scanner to keep up with these changing technology environments. It extends the concept of an intelligent device – similar to how the cellular phone evolved to become so much more than a phone.

For example, image processing is done in the scanner – minimizing the need to purchase and support high-end PCs.  Also, Kodak Alaris includes the EMC® CAPTIVA® Cloud Toolkit with the scanner so users can write their own customized web capture application.

The new ScanMate models (shown in the video: http://youtu.be/1a_4yTa20sI) share many unique features.

  • Simple icon-based color interface that helps quickly identify where to send captured images
  • Built-in card ledge on the front of the scanners helps keep track of cards and associated loose materials so nothing gets lost during processing
  • Small footprint and “whisper” quiet operation mean users don’t have to interrupt customer conversations while scanning
  • Support via a wide range of Kodak Alaris software – including one-button Smart Touch functionality and KODAK Capture Pro Software Limited Edition (users can upgrade to the full version of KODAK Capture Pro Software)
  • To help maintain the performance of scanners for business transaction environments and other critical workflows, we have a portfolio of support plans to protect their investments and generate added value from enhancements in operational efficiencies

Delivering solutions that ensure that our customers and our customers’ customers are happy is important to us.  We hope that these thoughtful products help to enhance your business.

If you have any feedback on our new offerings, please share it with me here.

Tony