Digital Mailroom Automation - AMS Imaging

Saturday, April 8, 2023 Confidential

Mailroom Automationwith

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

Saturday, April 8, 2023 2


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)

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


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


Mailroom Capture in Finance


Steps in Mailroom Processing

Preparation

Scanning

Classification

Extraction

Routing

Processing

Archive



Preparation

Scanning

Classification

Extraction

Routing

Processing

Archive


Solution Components - Scanning

Opex Scanners – AS7200i Integrated Mail Opening & Extraction

Kofax VRS Included

Up to 120 Pages Per Minute

Images to Kofax Capture



Preparation

Scanning

Classification

Extraction

Routing

Processing

Archive


Mailroom Transformation


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.

Setting up KTM


KTM “Learns” the Documnets


KTM can have “Rules” added


Content-Based Classification


Document Classification Example


MARKETINGLeads & prospects

Customer info

Competitive data

Surveys

CUST. SERVICECorrespondence

New account setup

Service requests

Warranties

HRApplication forms

Resumes/CVs

Benefits forms

Healthcare forms

SALESOrder Entry

Contracts

Lead tracking

Forecasting

Proposals

FINANCIALSInvoices

Order processing

Cash receipts

Proof of delivery

Expense accounts

CORPORATECorrespondence

Litigation

Contracts

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

KTM also uses Database Locators


Unique, Unprecedented Accuracy

Database Locators provide “Context Clues” to where

a document belongs. This technology is unique to

Kofax Transformation Modules.



Preparation

Scanning

Classification

Extraction

Routing

Processing

Archive


Routing with Workflow



Processing with Workflow


Taking Paper Mobile


Tracking & History


Document Archiving


Seamless Integration


ACT

Applied Systems

ATS – AS/400®

Attachmate ® 6.7

Auto CAD LT 2002 ®

Banner

BAAN ®

Cerner ®

Chempax ® 2000

Citrix ® Clients

Client Access ®

Clientele ® 7.0

Colleage

CosNet

Epicore ®

FAST

FAST Teller Systems

Full Court 3.0

GIS Arch Map

GIS Arch View

Great Plains ®

Host on Demand ®

Hummingbird ® 3270

Infinium ®

JD Edwards ®

JD Edwards One WorldTM

Jolly Giant QWS3270 ®

Lawson ®

Lotus ®

Lotus ApproachTM

MAS 90 ®

MAS 200 ®

McKesson ®

Meditech ®

MestaMed ®

Microsoft ® Access ®

Microsoft Office Prop. Windows ®

Microsoft Outlook ®

MUNIS ®

Oracle ® Financial

Oracle Forms

PeopleSoft ®

People Trak

PowerBuilder ® 7.0

PowerBuilder 8.0

Quick Books ®

QVT/Term

Ruby/Sapphire from Prism

Rumba ® 2000

SAP ®

SalesLogix ®

Siebel ® 6.01

Sungard ® – Omnivest / Omnitrust

Solomon ®

Stolas System

Syspro ®

The Diamond SystemTM 4.120

Toughe

TRMIS5

Tropics Software Tech

Visio ®

Wintam

Enabled Applications

Thank You!

Thank You!

For More Information, Contact:

Michael R. Thomas

Director – Solution Development

631-406-9916

[email protected]

http://www.amsimaging.com

Digital Mailroom Automation - AMS Imaging

Technology

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