If you're looking for a paperless office, then a good place to start is in the mailroom.
With a continual increase in the amount of digital content coming into companies today, the Mailroom is often the sole source of incoming paper, and what better place to start to address a problem than at the beginning?
Let AMS Imaging Show you how our In-House Mailroom Automation Solutions and Virtual Mailroom Services can help your organization achieve industry-leading levels of efficiency and operational excellence.
2. About AMS Imaging, LLC
Document Management since 1971
OnBase Platinum Partner
Kofax Gold Solutions Provider
10+ Kofax and OnBase Certified Engineers
Clients in 32 of 50 States and Over 25 Countries
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3. What is a mailroom?
Most companies will receive documents from third
parties and internally that need to be sorted.
In a “mailroom” these documents are sorted to be
forwarded to the appropriate party e.g.
Business Users (for items that need action)
Storage (for non-action items)
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4. Challenges with Manual Mailrooms
Slow Manual Process –results in delays getting
important documents to people who can action them
Excessive Labor Requirements –Larger mailrooms
can require a significant number of employees to
manage
Error Prone –The manual sort means that
documents can be sent to the wrong locations
Lack of Transparency –Paper flows mean that
documents can get lost
Dependency on “Key” Staff–Mailroom “Business
Rules” are stored in the heads of the workers
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5. Opportunity for Automation
An Automated Mailroom consists of: -
Scanning Equipment (converting paper to electronic media)
Capture of Electronic Data (email, fax import)
Intelligent Capture (for OCR, Classification and Extraction of key data)
Data Repair (to review and repair captured data where necessary)
Routing/Export (to send document to the appropriate people)
Audit Trail (enabling documents to be tracked)
Statistic (enabling statistics about the performance of the system)
•The advantage of this: -
Faster Process
Clear Business Rules
Reduced Labor/Manual Effort sorting documents
Traceability/ Audit-ability
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12. Why is KTM the right choice?
Rules based approach
Advantageous for small number of
document types.
Exceptions and explicit knowledge can be
coded
Feature learning approach
•Process complex documents in many
categories
Setup system fast and keep it up to date.
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17. Document Classification Example
FINANCIALS SALES CUST. SERVICE HR MARKETING CORPORATE
Invoices Order Entry Correspondence Application forms Leads & prospects Correspondence
Order processing Contracts New account setup Resumes/CVs Customer info Litigation
Cash receipts Lead tracking Service requests Benefits forms Competitive data Contracts
Proof of delivery Forecasting Warranties Healthcare forms Surveys
Expense accounts Proposals
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18. KTM uses Format Locators
Format Locators enable rules
to be built for identifying data
with a specific format:
Dates
Financial Amounts
Customer ID Number
Reference Numbers
Format locators enable nearby
Keywords to be used to
validated data found
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19. KTM also uses Database Locators
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20. Unique, Unprecedented Accuracy
Database Locators provide “Context Clues” to where
a document belongs. This technology is unique to
Kofax Transformation Modules.
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28. Enabled Applications
ACT Host on Demand ® PeopleSoft ®
Applied Systems Hummingbird ® 3270 People Trak
ATS – AS/400® Infinium ® PowerBuilder ® 7.0
Attachmate ® 6.7 JD Edwards ® PowerBuilder 8.0
Auto CAD LT 2002 ®
JD Edwards One World TM
Quick Books ®
Banner Jolly Giant QWS3270 ® QVT/Term
BAAN ® Lawson ® Ruby/Sapphire from Prism
Cerner ® Lotus ® Rumba ® 2000
Chempax ® 2000 Lotus ApproachTM SAP ®
Citrix ® Clients MAS 90 ® SalesLogix ®
Client Access ® MAS 200 ® Siebel ® 6.01
Clientele ® 7.0 McKesson ® Sungard ® – Omnivest / Omnitrust
Colleage Meditech ® Solomon ®
CosNet MestaMed ® Stolas System
Epicore ® Microsoft ® Access ® Syspro ®
FAST Microsoft Office Prop. Windows The Diamond SystemTM 4.120
®
FAST Teller Systems Toughe
Full Court 3.0 Microsoft Outlook ® TRMIS5
GIS Arch Map MUNIS ® Tropics Software Tech
GIS Arch View Oracle Financial
®
Visio ®
Great Plains ® Oracle Forms Wintam
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29. Thank You!
Thank You!
For More Information, Contact:
Michael R. Thomas
Director – Solution Development
631-406-9916
mthomas@amsimaging.com
http://www.amsimaging.com
Notas del editor
The line-of-business manager gets an email from the system stating that there are invoices in the queue that require their attention.
Scrolling down in the viewer, they can see the document history (the previous workflow), the reason for the payment block, and can code the invoice.