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.
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Image credit:

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.


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.


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.


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.”


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.


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.

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Image credit:

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

6 tips for implementing a browser-based, thin-client capture system

Kodak_Alaris_Kodak_ScanMate_broswer-based_thin-client_capture_solutionBrowser-based capture systems take advantage of the cost efficiencies that Web technologies offer – which is why they are becoming more popular.  It is a solution that can enable an organization to more effectively process paper (forms with and without barcodes, checks, etc.) and hard cards right in their line-of-business application and reduce infrastructure support costs.  However, what do you need to know before selecting a solution?

Here are six tips that will provide a better outcome.

  • Select a true, browser-based application
    • OR scan enable an existing browser based application
    • OR build your own browser based application
  • Choose a scanner that was designed to easily connect to browser-based applications
  • Avoid more expensive PC requirements by choosing a scanner with onboard image processing so that no desktop software is needed
  • Build what is right for your organization by purchasing a fully licensed scanner with a software development kit (SDK) to write and enable browser-based capture applications
  • Sidestep support requirements for installation, upgrades, maintenance with a near zero-footprint  solution and onboard image processing
  • Select a system that will deliver critical transaction information to the right place at the right time using the right process

As they should, many organizations are cost conscious when it comes to a new solution.  An added benefit of cloud-based, thin-client capture is that some solutions require minimal to no software on users’ PCs.  IT managers love that aspect because they do not need to purchase more expensive machines to run software.

To make the setup of a browser-based, thin-client capture system simple, Kodak Alaris offers a solution that includes our KODAK ScanMate i1180 Scanner (with built-in image processing) and KODAK Info Input Solution (a true, browser-based application) and ECM® Captiva® Cloud Toolkit (included with our ScanMate i1180).

Are you familiar with the EMC® Captiva® Cloud Toolkit?  It enables scanning from browser-based applications within virtual environments. Here’s a quick look at what the benefits that the Cloud Toolkit offers.

  • Easy to deploy and maintain as there is no need to download application components to enable browser based scanning
  • Great compatibility by leveraging industry standard Web services to ensure every Web browser and Web development environment will work
  • Makes scanning as easy as printing by giving the developer full programmatic control over every aspect of the scanning process
  • Leverages the power of the ISIS driver which comes bundled with the ScanMate i1180 Scanner

Hopefully this blog provided you with helpful guidance.  Do you have any questions about what else would be needed for the proper integration of a browser-based, thin-client capture system?


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.


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.



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.