Streamline Paper Centric Processes
Future Perfect Solutions specializes in helping our clients streamline paper centric processes across the enterprise or line of business. Our solutions automate vital business processes using document management, advanced data capture and workflow technologies while leveraging existing systems. We achieve results by concentrating our services and solutions on Electronic Document Management, and related data and document processing solutions.
We deliver business benefits through the application of industry best practices and best in class solution accelerators with a proven approach to organizational transformation.
In order to help you identify your needs, we provide the necessary services to implement the following types of document processing and data capture solutions. You will notice the similarity of many terms, but the intent is to map many of the various industry wide terms to the type of solutions we offer.
Eliminate Paper Bottlenecks
Automated Forms Processing (aka Automated Data Entry or Automated Data Capture)
The method of automatically acquiring machine printed and hand-printed data from scanned forms and PDF documents using software specifically designed to eliminate manual data entry.
Healthcare claims (CMS 1500 and UB04), invoices and remittances documents are prime candidates for automated forms processing.
Business rules, database lookups, edit masks, etc. are used to validate the data. Individuals verify questionable characters, or alternatively, the entire data stream. At the conclusion of the process, the validated data is automatically transferred to the electronic document management system, workflow system and/or ERP systems.
The typical steps of an automated forms processing solution include
- Quality Assurance (Image Cleanup and Enhancement)
- Image Classification and Separation
- Line and Box Removal from the form to improve recognition accuracy
- Data Extraction (reads data off scanned images or PDF documents)
- Data Validation (business rules, database lookups, edit masks, etc.)
- Data Verification (individual corrects questionable and invalid data)
- Release to Back-end system
Automated Forms Processing is the first step for ECM solutions and many times the front-end application for workflow and AP / AR streamlining efforts.
Capturing documents via a scanning process where the documents first enter the organization. The point of origin is typically remote offices, but could be across the hall or on a different floor.
Document and Batch Properties like location, scanner operator, batch id, number of documents, etc. are captured during scanning and maintained throughout the processing.
Solutions with Distributed Capture are easily justified with the elimination of courier services. Future Perfect Solutions can assist you in finding the right technology for your distributed capture needs.
Document Capture or Document Processing
Process of validating scanned documents and PDF documents for completeness, providing the ability to add missing documents, append new documents, and assign indexes or keywords utilizing OCR technology prior to storing the images in a document management system. Once the electronic documents are stored in a document management system they can be retrieved instantly.
Many times workflow and e-forms are components of document capture or document processing implementation.
Document Capture is great way to streamline the paper processes associated with human resource forms, insurance forms, accounting records and legal cases.
See Document Imaging and Document Management
Document Conversion (PDF Conversion)
The process of converting static, non-searchable PDF documents to fully searchable documents. The conversion process is performed on a server with no processing performed on the client desktop.
Server based solutions provide all employees the ability create fully searchable documents for e-Discovery, contract management and compliance.
Server Based processing is well suited for organizations with non-searchable (static) PDF documents stored in Microsoft Windows Explorer directories.
In everyday usage, document imaging refers to the conversion of paper documents into digital images so additional processing can be performed on the images. Many companies outsource the imaging or scanning to service providers.
See Document Capture and Document Management
Document management, often referred to as Electronic Document Management Systems (EDMS), utilizes computers, document scanners and software to capture paper and electronic documents for these purposes:
- Storage and archival
- Retrieval
- Security
- Distribution
- Audit and Track
EDM systems allow documents to be modified and managed but typically do not address the records life cycle; and therefore, lack the records retention and disposition functionality for managing records (see Records Management). Key EDM features are
- Check In / Check Out and Locking
- Version Control
- Roll back
- Audit Trail
- Annotation and Stamps
- Summarization
If you need to incorporate standard physical document filing practices electronically like storage location and security and access control, we offer a solution for you as well.
See Document Capture, Document Imaging and Records Management
Enterprise Content Management (ECM)
Industries that are paper-centric, people-intensive, and compliance-driven require an Enterprise Content Management (ECM) solution.
AIIM, www.aiim.org, defines Enterprise Content Management (ECM) as “the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.”
As you can see, ECM incorporates all the items on this page under one umbrella, and a well-conceived ECM solution requires more than software installation. Future Perfect Solutions provides ECM solutions that meet today and tomorrow’s requirements.
Provides the ability to enter document indexes and data manually when an automated solution is not possible, usually because of poor quality or hard to read documents. The Key from Image (KFI) approach uses a common input screen and incorporates business rules, database lookups, edit masks, etc to ensure the highest data quality possible.
PDF Document Conversion – see Document Conversion
A record is the evidence of and information about business activities and transactions.
When organizations need to manage the life cycle of records, i.e. legal holds, retention schedule and disposition, a records management system is required.
Records Management incorporates document management functionality in addition to life cycle functionality.
Future Perfect Solutions works with software development companies that have achieved DOD 5015.2 certification and we implement records management solutions from companies that offer solid records management applications without DOD 5015.2 certification.
Please note DOD 5015.2 certification does not guarantee regulatory compliance or records security. Future Perfect Solutions can help you select the appropriate software and implement a records management solution that is compliant and secure.
OCR processing performed on server with no processing performed on the client desktop. Server based solutions provide all employees the ability create fully searchable documents for e-Discovery, contract management and compliance.