DocuBots and Intelligent Automation

Once upon a time, there lived a highly paid process administrator.  She was a respected management leader who signed on to help move the organization forward in its technology and customer experience. Unfortunately her aspirations were buried in a blizzard of mundane tasks; the daily routine of processing paper documents, entering numbers and checking boxes in the company’s software systems proved time consuming and expensive. As the months wore on, the goal of empowering true excellence slipped further away. She knew there had to be a better way. She wanted to follow through on the vision of streamlining processes and improving service, but she could not keep up with the backlog of tasks, nor could the company afford to hire a full time person to keep up with the workload.  

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We hear this story quite often in customer offices.  The cost of paying experienced professionals to perform tedious tasks is expensive in terms of both dollars and misuse of valuable human resources. Additionally, many companies simply have too few resources to keep up with systems driven daily tasks. If this scenario sounds familiar to you, you are not alone.  Fort Docs and AI/RPA  (Artificial Intelligence and Robotic Process Automation) can help relieve some of that burden associated with heavy workloads and the ever-growing demand for increased efficiency. With a price significantly lower than hiring more staff and leasing more space, automation may just be the boost that your organization needs.  

Using AI and RPA, Fort Docs now has the capability to deploy a “Bot” that can, with controlled access, log into a software system, such as an EMR or ECM, and perform tasks. The tasks can be anything currently done by a human, ranging from attaching scanned documents to a specific record inside a line of business application, to entering data into fields and checking boxes. The bot can even compare two sets of data and alert you to inconsistencies such as when an invoice does not match a purchase order. The capabilities are endless, and Fort Docs can help.   

Why you should care about Intelligent Automation. 

Analysts with AIIM explain that 96% of companies believe process automation is critical to business success. (AIIM, 2017). And, McKinsey and Company explains that companies who automate 50-70% of a task using IA, see average results such as: 

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• 20-35% annual cost reduction.                                   

• 50-60% process time reduction. 

• Return on investment “most often” in triple-digit percentages. 

 (McKinsey, 2017) 

 

With these numbers, it only makes financial sense to explore the possibilities, but will it cause job loss? “It’s unlikely,” say most experts, though your job responsibilities will likely change. As routine tasks are increasingly performed by bots, your efforts should turn to higher level skills. Chances are, your job will get more interesting and rewarding. - McKinsey & Company, 2017 

“By freeing up a person’s time, employees can now focus on more advanced and engaging tasks, and over time organizations could see lower turnover, higher morale, and increase internal innovation.” - Deloitte, 2017 

Ok. So you’re sold on the value of automation and want to explore more, but you may not be sure if you need RPA or IA to get your job done. Let’s check out the scenarios that work best for each type of technology.  

Good Candidates for RPA

As a more mature technology, RPA has a track record of helping companies automate specific, routine tasks such as accounts payable and human resources onboarding that rely on structured documents. Two key factors: 

1. The process is rules-based, meaning the same basic steps are followed for every instance. 

2. The data is found in documents that are similar in structure time after time (i.e., invoices) 

Good Candidates for IA

More complex processes that make use of less structured information require AI to automate. AI can deal with probabilities rather than rules, which allows greater flexibility in how the application responds to information. In particular, Natural Language Processing (interfaces that allow users to speak with the application as if it were human) and Machine Learning (algorithms that identify categories and patterns in very large data sets) are useful tools that aid automation efforts. (See Real Automation Story 3) Two factors that indicate your process needs IA: 

1.  The process varies depending on a variety of factors, so some sorting and categorizing may be necessary along the way to route information through the right steps. 

2.  The data is found in structured documents (similar layout), semi-structured documents (location of key information varies), and unstructured documents or information (such as data streams, email, and text messages). 

With several options available, Fort Docs can enable the first step into automation. If you’re ready to move from tedious work to tremendous success, contact us for a free evaluation of your current processes. 

What is OCR and why you need it?

OCR is an acronym for “Optical Character Recognition.”  Many people are surprised to learn that a scanned image in its native state cannot be searched.  OCR technology is what makes the image searchable.  How does OCR do this?  We get into the details below, but for now consider this analogy: the OCR software reads the images and creates a layer of “hidden text” behind the image, so that your computer can read this additional layer, recognize it and search it. See Wikipedia info here 

Because OCR today is embedded in many applications, websites and content management systems, the modern office worker often takes for granted the process of making a scanned file searchable.  In the early days of the new millennium, OCR was a very expensive type of software reserved for imaging service bureaus and Fortune 500 companies.  Service bureaus often charged as much as $0.05 per page for OCR, because the server infrastructure and software is expensive to own.  

The benefits of being able to search for text in large PDF or TIF files can be priceless.  For example, in the legal industry it is a significant time and cost saver.  A $250 per hour attorney can find a critical portion of text in several boxes of files, in a matter of seconds.  Compare this to the potential cost if the attorney and support staff had to read through thousands of pages the old fashion way.   

Over the past 20 or so years, OCR technology has rapidly proved its worth in a variety of other industries and processes such as medical, accounting, accounts payable and the like.  

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What's In it For You?

If you have ever spent hours searching for content, words or other information in a collection of documents, OCR may be your new best friend.  The ability to use a PDF reader, or other content management tool can be a significant time saver. For most of us in business, we are constantly looking for ways to streamline processes and increase productivity.  OCR can be a significant enabler in this pursuit.  

OCR can make your life easier by: 

  • Making paper-based information searchable in seconds, rather than hours. 

  • Reduce or eliminate costly data entry by automatically grabbing information you need from paper and putting it where it needs to go. 

  • Enabling entirely new ways to process documents that can eliminate “human touches”, thereby reducing costs and dramatically reducing processing times.   

For example, many companies use Forms Recognition software (a type of OCR) to extract data from documents and then use that data to kick-off some number of process steps a document must go through.  Examples that are common are eliminating the data entry associated with processing medical claims forms and accounts payable invoices.  A favorite of ours is using a combination of OCR and AI to automatically compare an invoice to its PO, confirming that pricing and quantities are as originally quoted. The system can then flag items with discrepancies and route the document to the appropriate party for review. 

In the coming months we will delve deeper into ways that automation can benefit organizations with document intensive applications.  We have yet to hear any industry scuttlebutt involving Zombies, but two hot topics we will be writing about are the impact of Artificial Intelligence (AI) and the coming of the Bots.  Stay tuned! 

For those of you who want to get a bit technical . . . 

As early as the 1960’s, engineers were trying to develop a way for machines to recognize text.  Unlike humans with visual capability, computers don’t have eyes, nor can they differentiate between font types to be able to form a character or word.  There was early capability to read a singular font type called OCR-A, but there was no way to assure that everyone used this one typeface, so its usefulness was limited. 

After a spell back at the proverbial drawing board, a new way of performing OCR was developed.  This new method relied on pattern recognition, whereby the computer didn’t have to recognize the whole letter “R” to know it was an “R.”  Instead, the computer would look for common points, patterns and combinations of lines and shapes to determine which letter it was reading.  This image, found on the website “explainthatstuff.com” demonstrates this phenomenon. 

  

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Utilizing points, patterns and lines helped speed the OCR process and enabled the flexibility to read hundreds of fonts. This technology has expanded to handwriting as well, though it works best on structured forms rather than free form handwriting. 

Over the last 15 years, OCR technology has gotten faster and more accurate.  Modern OCR software will have multiple language packs and the ability to ready scientific symbols and other less common font types.  

Contact us to learn more about how OCR can help you.

Fort Docs Acquires Pacific eDocument

Receive FREE Shredding services in celebration of the Pacific eDocument Solutions acquisition. 

We have some exciting news to share, and a special offer to go with it.  This past year we acquired Petaluma-based Pacific eDocument Solutions.  Fort Docs has always had a strong imaging capability, and now we are even better. Pacific eDocs was the North Bay’s largest Imaging facility, and together we bring best in class capabilities across the entire document management spectrum.

Why is this exciting for YOU? 

Document management isn't always the most glamorous topic, but the reality is that documents are at the core of every organization’s operations.  And a strong document management program can lead to significant increases in productivity, cost savings and reduced liabilities.  We know at times it's a slog to find the documents you need to do your job, and we are here to make it easier.

The benefits of imaging include:

  • Digital backups of critical paper-based information that is safe fromfires, floods and other natural disasters.
  • An online repository of your digital documents that can be integrated with your existing line of business applications.
  • Full or partial automation of document intensive processes.
  • High ROI and very quick paybacks on your investments leading to savings of thousands of dollars in time and productivity.

If you’ve ever considered streamlining the flow of document-based information across your organization, NOW is the best time to start.  Fort Docs can provide you with truly state of the art document management capabilities ranging from cloud-based repositories with digital workflows, all the way to box storage of your legacy paper documents. Digital records can save you hours of time and money while simultaneously reducing the risk associated with lost, damaged or misplaced files. 

Contact us to learn more about how much your office can save by going paperless.

Why Convert Your Business to a Paperless Solution

For decades the concept of the paperless office has loomed large in the imagination of business theorists. Many businesses already embrace it, but for some it's a frightful proposition. Evangelists of all things paperless tout the benefits that range from protecting paper-based data, to automating redundant tasks. As a result, document imaging is in demand.

 

“Why has the concept of the paperless office received so much fanfare? For some, it brings the promise of helping to save the environment by killing fewer trees...Rather, it’s because organizations are constantly facing pressure to improve efficiencies, optimize business processes, and reduce costs.” - Greg Milliken, Wired Magazine, 2014

 

At home here in Sonoma County, we’ve been in the storage and imaging business for over 25 years. Over that period we have experienced a steady increase in inquiries regarding the benefits of scanning documents. If you’ve been curious about how document imaging can help your office, consider these benefits:

  • Scan and store files in a web repository with almost instantaneous retrieval.
  • Create a digital copy that is safe from fires and other loss risks.
  • Automate tedious document related tasks.
  • Save up to $9000 per year, per employee, on filing and retrieval costs.

You search for everything else with Google, why not search for your business documents with the click of a mouse?

Undertaking an imaging project takes some energy up front, but the short and mid term benefits are proven to pay back in savings in time and costs, resulting in a better bottom line for your businesses.

 

“Organizations with an effective system in place to manage their information — whether in the cloud or in on-premise systems — operate at a vastly superior level of efficiency compared to those that still rely on an approach that harkens back to the days of physical file cabinets and traditional network folders.” Greg Milliken - M-Files

 

Contact us to learn more about how much your office can save by going paperless.