Services Document Management

Data Entry Services Without Manual Key-entry

Automated Data Entry or Automated Forms Processing using optical character recognition (OCR) as a service is an alternative method of  data entry from a paper form to a disparate system database. Traditionally, in order to accomplish this task, most companies have utilized data entry services by personnel often called
Key from Image (KFI).  Unaware of the hidden cost associated with manual data entry, U.S. companies spend over $20 billion per year entering data. OCR technology  combined with Service bureau processes offers the means to substantially reduce data entry costs.

Convert Faxed forms to Electronic files (Fax-to-EDI)

If your receiving high volumes of inbound faxed order forms, or purchase orders that are being manually keyed from Image(KFI) into your order entry system?  Using State of the art OCR technologies in a Service Bureau system  combined with your fax server or a internet fax solution that incorporates a Never Busy inbound fax service we can automate your existing fax to order process.  We can also use your existing fax server to route us your images for data extraction. We have 10 years of business experience and development in our proprietary work flow processes combined with state of the art OCR technology to create a hybrid solution.  This allows for the processing of received faxed forms  by scanning your form, extracting the necessary data, and uploading the data  in your order entry or database system.   We can guarantee 99.5% accuracy in writing, our service can drastically improve your order entry time, and save you money by removing the cost of manual data entry.  We have the ability to custom program “exceptions handling”  to your existing work flow process.  We have a Web GUI that your agents log into to handle orders that are incomplete or have an error that the business rules have identified.   It is important to note that we can do this with non-static forms like P.O’s or BOL’s through the use of intelligent OCR software that incorporates fuzzy logic, in layman’s terms that means  programmatic intelligence in written into the data extraction software.  This opens doors for industries such as Trucking and Manufacturing that accept order forms that are not static in the placement of the data (unstructured forms) and which OCR software alone does not work very well and has a weak ROI.

Advantages of using a Service Bureau

Our service bureau approach offers you the benefits of automated data entry without the capital investment in hardware, software, and personnel traditionally associated with these advanced technologies.  High-speed data capture systems allows for processing thousands of forms per hour. In short, it can save money while reducing input cycle time from days to hours. Additionally, comprehensive verification and data validation processes ensure the accuracy of your data.

Our service bureau’s unique approach to data entry offers you the most sophisticated data capture solution available. Through automation and economies of scale, a service bureau’s can offer substantial savings over your current labor-intensive key-entry processes. The result? Reduced costs, improved cycle time, and increased accuracy.

In-house solution considerations.

All OCR systems include an optical scanner for reading text, and sophisticated software for analyzing images. Most OCR systems use a combination of hardware (specialized circuit boards) and software to recognize characters, although some inexpensive systems do it entirely through software. Advanced OCR systems can read text in large variety of fonts, but they still have difficulty with handwritten text.

The potential of OCR systems is enormous because they enable users to harness the power of computers to access printed documents. OCR is already being used widely in many  professions such as legal and insurance, where searches or data entry  that once required hours or days can now be accomplished in a few seconds.

A hosted solution allows the customer to focus more resources on the Company’s core business; a premises based solution requires a company to Divert resources to the support of technology infrastructure.

Hosted solution Premise solution
A hosted solution strategically locates all (or most) core hardware and Software components in the network (or in a data facility) A premises based Solution requires core equipment to be housed at the customer’s facility
A hosted solution allows the service provider to house mission critical Components at remote locations for disaster recovery purposes A premises Based solution often requires the customer to house the technology at the Same location as other business functions
A hosted solution is typically already built (tested, proven, etc.) in the service provider’s network and can thus be deployed quickly (particularly if the service provider offers implementation expertise); A premises Based solution often requires the customer to house the technology at the Same location as other business functions
A hosted solution is architected to leverage the network to deliver Service to the end-user regardless of location; A premises based solution often places geographic limitations on the end user.
A hosted solution requires the service provider to own the technology A premises based Solution requires a custom deployment that can take weeks (or months) and may introduce unexpected challenges and costs.
A premises based solution requires the customer to handle the obsolescence risks associated with technology ownership.
A hosted solution allows the service provider to spread the cost of redundancy over a broader range of customers A premises based solution requires the customer to directly absorb all costs associated with fault tolerance and redundancy.
A hosted solution aggregates technology into a “platform”, thus leaving the burden of integration to the service provider a premises based solution requires the customer to build a customized infrastructure by working with multiple vendors, incurring systems integration costs, etc.
A hosted solution engages the service provider in a partnership by providing ongoing service and creating the opportunity to sell complementary services (single vendor, better rates, etc. A premises based solution is Typically a transactional sale with minimal post-sales involvement.
A hosted solution allows all maintenance and support to be handled centrally by the service provider’s specialized personnel *; A premises based solution requires the customer to maintain a technology staff to perform the upkeep.
A hosted solution can support unique pricing models and term commitments such as “per unit/per month”; A premises based solution often requires an outright purchase of hardware and software based on an initial capital investment, followed by annual maintenance, implementation costs, etc.
A hosted solution allows a company to scale up, scale down, or potentially terminate the service as business conditions dictate A premises based solution requires the customer to purchase outright the amount of hardware and software necessary to meet peak volume conditions