DocXtractor INVOICE

Automated incoming mail processing and business process optimisation

ELO Digital Office GmbH

structured and unstructured information of any source

making documents work ...

to capture information to provide information to organise information

ELO Digital Office GmbH

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ELO Digital DigitalOffice Office About ELO About usus

Incoming mail processing The challenge

Business process optimisation The solution DocXtractor The product DocXtractor The system architecture Questions

ELO Digital Office GmbH

ELO Digital Office GmbH is a market leader for EnterpriseContentMangement software and input management
Intelligent document processing and business process optimisation 1995

Business objectives: Market entry:

Main product:
Target market: Subsidaries:

ELO ECM-Suite, DocXtractor

Insurance, banking, retail, manufacturing Stuttgart (head office) Hamburg, Dortmund, Munich, Gera Luxemburg, Belgien, Nederlands, France, Poland, Tschech, Italy, Australia, Hungary, Austria, Turky Switzerland,..

ELO Digital Office GmbH

History

History of ELO Digital Office GmbH

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 GmbH

 ELO Digital Office GmbH

1 ELO Digital Office About us

Incoming mail processing The challenge 2 Incoming mail processing The challenge

3 Business process optimisation The solution 4 DocXtractor The product 5 DocXtractor The system architecture

6 Questions

ELO Digital Office GmbH

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 to capture information

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 organise information to provide information

ELO Digital Office GmbH

forms

semi structured documents

free-form documents

input media: paper, email, fax etc.

ELO Digital Office GmbH

Connection between data, information and knowledge

image objects layout structure

image
characters

data
words

d S 2
processes

INFORMATION

interpretation

information presentation logical objects

sender recipient date subject signature ...

knowledge
message type
offer

business data

order
invoice ...

ELO Digital Office GmbH

Challenge of free form incoming mail processing

forms & free structured documents

data Capture view

field 1 paper email fax etc. field 3

Heterogeneous documents High daily volume

field 2

Growing amount of free form documents

Documents are central input factor of business processes

business process view

business processes
Customer

?
data capture

Today business process design is often isolated from document processing steps

Company

ELO Digital Office GmbH

 Technical success factors for document processing

High data quality with minimum verification efforts

Process quality

Homogenous data (consistency with ERP/ host systems) Document processing as an end-to-end solution Process acceleration and automation

+
Process speed

Adherence to time and dates Cash flow optimisation ... Processing of all documents from any customer

+
Process flexibility

No customisation needed for new customers Flexibility with regard to data extraction

...

Processing documents efficiently

ELO Digital Office GmbH

 Economic sucess factors for document processing

Initial installation costs

Acquisition costs

Verification costs Data quality ... Software costs

+
Investment costs

Hardware costs Project planning costs (internal und external) ... Customer specific adaption effort

+
Process costs

Servicing costs Flexibility regarding fields extracted

...

Short payback period of investment

ELO Digital Office GmbH

incoming mail

recognition

distribution

processing

outgoing mail

manual processing

internet
scanning

manual distribution

email
fax paper

automatic data transfer

recognition indexing

processing with human interaction

manual processing

electronical distribution

text and print system

extraction
automatic data transfer

electronical documents

processing without human interaction

telephone

manual processing

archive / document management system (archive / DMS) process management tool CRM system

ELO Digital Office GmbH

1 ELO Digital Office GmbH Technologies About us 2 Incoming mail processing The challenge
process optimisation The solution Business process optimisation The solution 3 Business

4 DocXtractor The product 5 DocXtractor The system architecture 6 Questions

ELO Digital Office GmbH

Support of automatic business transaction A Customer sends documents unrequested

e.g. notice of loss
expectation
classification extraction approach

company customer

OCR-ICR

common expectations

B Customised business transaction already exists

e.g. confirmation of address change
expectation

company
call center

company customer

classification extraction plausibility OCR-ICR

p1 p2 p3

specific expectations

ELO Digital Office GmbH

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

index info
Kai Korn Bergstr. 24 67659 KL cancellation accident insur.

key data

1258 KK 1154

cancellation accident insur.

police number :
1258 KK 12 U 8

change of address

new address

address new

Proccessing of heterogenous incoming mail

Short processing time > High customer satisfaction Efficient business process organisation and optimisation

ELO Digital Office GmbH

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

ELO Digital Office GmbH

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ELO Digital Office GmbH Technologies About us

Incoming mail processing The challenge

Business process optimisation The solution DocXtractor The product DocXtractor The product DocXtractor The system architecture Questions

ELO Digital Office GmbH

 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

ELO Digital Office GmbH

Workflow Document process with DocXtractor (internal workflow)

import automated document processing with DocXtractor export

ERP paper scanner

export
automated

database workflow archive

import
fax fax server

analysis verification workplace

email

email server

training workplace

administration workplace

electronic documents

automated processing or agent

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

ELO Digital Office GmbH

Workflow Document process with DocXtractor and ELOscan (internal workflow)

import
SCAN

automated document processing with DocXtractor

export

import ERP

paper

export
automated

database workflow archive

import
fax fax server

analysis verification workplace

email

email server

training workplace

administration workplace

electronic documents

automated processing or agent

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

ELO Digital Office GmbH

DocXtracto r Image preprocessing

DocXtractor prepares image files for an optimal recognition

ELO Digital Office GmbH

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

medical invoice insurance contracts address changes bank account changes etc.

Using AutoClassifier the classification criteria can be generated automatically during the training process.
ELO Digital Office GmbH

 Data extraction
localisation of data fields OCR result

field name

7929418 P e tz, Erwin 94,80

invoice number

name

position 1 position 2

190,80
8,16

amount for disposal

VAT total amount

44,0 8 337,82

Information extraction based on forms

ELO Digital Office GmbH

 ELO Digital Office GmbH Top Down Search

master data
company name Thomas Cook AG Adolf Wrth GmbH Voith AG street z.code city bank code account Zimmerstr 61440 Oberursel 20041111 4786543 Postfach 74650 Knzelsau 62091800 10681000 Pltenerstr 74650 Knzelsau 62091800 21389700 Pacalstr. 70569 Stuttgart 70540660 518378908

BMW AG .....

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

ELO Digital Office GmbH

 Automated quality assurance and validation of information

invoice number

7929418 P e tz, Erwin 94,80 190,80 8,16

7929418

name

matching with master data

P ee tz, Erwin corr. 94,80

position 1 position 2 amount for disposal

mathematical checks

190,80 8,16

VAT
total amount

logical
44,0 8 337,82

checks

44,0 6 337,82

corr.

ELO Digital Office GmbH

 Manual verification of information

matching with master data invoice number 7929418 Peetz, Erwin 94,80

mathematical checks
logical checks

name

quality assured data export

position 1 position 2 amount for disposal VAT total amount

190,80 8,16 44,06 337,82

Manual data verification will also use automatic validation processes to improve data quality
ELO Digital Office GmbH

 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

ELO Digital Office GmbH

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

ELO Digital Office GmbH

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ELO Digital Office GmbH Technologies About us

Incoming mail processing The challenge

Business process optimisation The solution DocXtractor The product DocXtractor The system architecture DocXtractor The system architecture Questions

ELO Digital Office GmbH

 DocXtractor SUITE : Components and modules

Import Analysis Analyse Adaptionen Adaption Verifikation Verification

Export

Archive/DMS Archiv/DMS ECM BASIC E-Doc/ Exchange FREE FORM File/Scanning XML

INVOICE Verifier ORDER Supervisor PKV

Archive/DMS Archiv/DMS ECM

Datenbank Database

File/XML

Administration / Configuration Konfiguration

Document Finder Document Manager
Legende Legend

Quality Q-Sicherung/Statistik security / Statistic

Reporting Test Testsysteme systems

Components

Modul 1 1 Module

Modul 2 2 Module

SAP SAP-Module modules

Import/Export Monitoring Archiving
Module Modul ...

ELO Digital Office GmbH

 Internal system workflow DocXtractor

Coordinator
Document Manager

Analyser
image preprocessing classification

Verifier

Supervisor

document definitions

information extraction

validation and correction

OCR correction

DocXtractor DB

matching DB

control DB

result DB

The database oriented document analysis ensures a consistent system

Importer
customer DB image source

Exporter
ext. application

ELO Digital Office GmbH

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

DocXtractor server

Analyser 1 Importer Exporter

Verifier 1

. . . . . .
Analyser m

DocXtrac tor DB

. . . . . .
Verifier m

Coordinator

ELO Digital Office GmbH

Client ability

DocXtractor supports the process of different clients in one system

DocXtractor
incoming mail
client 1

sub system f
client 1

customer system client 1

. . . . . .
incoming mail client n

. . . . . .
sub system f client n

. . . . . .
customer system client n

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

ELO Digital Office GmbH

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)
ELO Digital Office GmbH

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ELO Digital Office GmbH Technologies About us

Incoming mail processing The challenge

Business process optimisation The solution DocXtractor The product

5 DocXtractor The system architecture 4 Questions 6 Questions 4

ELO Digital Office GmbH

Thank you for your attention

ELO Digital Office GmbH