Intelligent Content Capture: The Art of Saving a Million Keystrokes and Millions in Annual Costs

1
Intelligent Content Capture
The Art of Saving a Million Keystrokes
and Millions in Annual Costs
Paragon Solutions EMC
April 12, 2011
Paragon Solutions, Inc. Proprietary and
Confidential
2
Agenda
? Martha Coacher, Vice President Corporate
Marketing Alliances, Paragon Solutions
Review of Agenda and Introductions
? Mike Hurley, Solutions Director, Paragon
Solutions
What is Content Capture and Why is it
Important?
What a Typical Project Looks Like
Case Studies
How to Implement a Content Capture Solution
Benefits
? Bill Galusha, Principal Product Marketing
Manager, EMC Captiva
Overview of Intelligent Enterprise Capture
Use Case Demonstration
? QA
Paragon Solutions, Inc. Proprietary and
Confidential
- 2 -
3
Paragon Solutions Introduction
Paragon is an enterprise information management
solutions company that helps firms leverage
information
assets to achieve better business results.
Corporate Facts
National Coverage
Global Clients
NJ Headquarters
Dual-shore Development
CAGR 20
Privately owned, 29-year history
Paragon Solutions, Inc. Proprietary and
Confidential
- 3 -
4
A Preferred Partner of EMC
Paragon Solutions, Inc. Proprietary and
Confidential
- 4 -
5
Mike Hurley
Solutions Director, Paragon Solutions
Paragon Solutions, Inc. Proprietary
- 5 -
6
Intelligent Content Capture
? The transforming of paper
documents, faxes and other content
into digital data used by enterpriseapplications.

Classification and extraction using OCR, ICR,
OMR and barcode.
Semi-automated, templates, semi-structured.
? The capture market continues to
grow at a rate of about 7 annuallyand should
exceed 2 billion in 2011.
Paragon Solutions, Inc. Proprietary and
Confidential
- 6 -
7
The Rationale for Intelligent Content Capture
Despite the compelling benefits,
most organizations are only
scanning 50 of all possible
documents.
Source EMC/AIIM Survey
Paragon Solutions, Inc. Proprietary and
Confidential
- 7 -
8
Uses for Intelligent Content Capture
Insurance Carriers adoption of
capture soared last year - up 30 -
- moving closer to the initial point
of capture.
Paragon Solutions, Inc. Proprietary and
Confidential
- 8 -
9
Degrees of Capture Solutions
Transactional Solutions
Solving Case-based
Applications and Solutions
Capture for Business Processes
Addressing Line of Business
Digital Mailroom Paper ChallengesLeveraging
Automation to
Increase Productivity
Digital Office
Reducing Paper Costsand Compliance Risks
P
10
Todays Mailroom Process
Fax
E-mail
DOC
OfficeDocs
l
IncomingPaper
- 10 -
11
Digital Mailroom Process
CAPTURE
PROCESS DELIVER
Fax
ACCOUNTS PAYABLE
E-mail
DOC
OfficeDocs
CUSTOMER SERVI
? 10010
? Acme Products?30 January 2
al
? 6,014.81
? 6,025.88? Net 30
NEW A
OPENING
IncomingPaper
CASEMGMT
- 11 -
12
Case Study 1
Business Benefits
Productivity 45 increase
TAT 2 Days
Savings 35 reduction in cost/claim,
1.5million savings/year
Single Point of the Truth Claims central
ECMand RM
Paragon Solutions, Inc. Proprietary and
Confidential
- 12 -
13
Case Study 2
Business Benefits
Productivity 60 increase
TAT 3 days of receipt
Savings 30 reduction in cost/claim
Errors 75 reduction in rates
Single Repository Central access for all
docs(Find documents logically)
Paragon Solutions, Inc. Proprietary and
Confidential
- 13 -
14
How to Implement a Digital Mailroom
Blueprint
Assessment
Best Practices
Implementation
Strategy
Business
Prioritization
Case
Paragon Solutions, Inc. Proprietary and
Confidential
- 14 -
15
Efficiency Maturity Model
High Efficiency
OPTIMIZED
Information is developed is astrategic
initiative,
High
issues are either
MANAGED
prevented or corrected at thesource, and best-
Informationmanaged as
Moderate Efficiency
in-class solution architecture implemented.
enterprise asset and well-
developed
DEFINED
Low
IN
Aware issue
actio t
Low
Low
Maturity Scale
High
Paragon Solutions, Inc. Proprietary and
Confidential
- 15 -
16
Assessment and Business Case
STAGE 1
STAGE 2
STAGE 3
STAGE 4
STAGE 5
Establish
Define Overall Future State
Develop Business Case
Define Roadmap
Assess Requirements
Prioritization
Define cost estimates
Define roadmap for key
Define improvement
Interview business and
Develop the Future State
for selected initiatives
process / organization /
opportunities.
technical stakeholders.
process vision including
change management andtechnology initiative
process flows andfunctional capabilities.
Define estimated costsavings / revenue
Document / validate existing processes.
Define prioritization
criteria and weightappropriately
growth
Develop the
Identify external systems, application
integration
Develop business case - B/E
implementation strategy
Conduct technical assessment of existing

- Risk
- Milestones / dependencies
requirements.
- Client impact
technology assets.
- ROI
- Unit Cost / cycle time- Cost
- Identify transition plan
Determine integration requirements.
Conduct functional requirements analysis.
Summarize key functional
and non-functionalrequirements.
Paragon Solutions, Inc. Proprietary and
Confidential
- 16 -
17
Benefits Estimates
Current State Processing Analysis
Process Title
Transaction Volumes
Current State
Current State
Current State
Current State
Current
(Yearly)
Process Time Per
Process Time
Process Cost
Process Cost
State
Task
Total
per Task
Total
Elapsed
Time
Estimate
Email/Mail Intake
37,200
8
4,960 2.67
95,200.00 1-2 Days
First Notice
8,649
180
18,362 175.53
1,036,245.06 10-15 Days
Payment
31,969
87
28,817 85.00
1,537,063.61 5-10 Days
Reserve
53,472
48
40,137 40.98
1,973,921.96 10-15 Days
16,008 143.13 5,880 16.17
1,216,633.33 N/A 259,232.50 N/A
Update
8,500
113
Close
16,032
22
114,163
6,118,296.47
Paragon Solutions, Inc. Proprietary and
Confidential
- 17 -
18
Benefits Estimates
Future State Processing Analysis
Process Title
Future State Process
Future State Process
Future State Process
Future State Process
Future State Elapsed
Time Per Task
Time Total
Cost per Task
Cost Total
Time
Email/Mail Intake
3
1,820
1.10
40,040.00
.5 Days
First Notice
154
14,904
166.39
946,969.77
2 Days
Payment
64
16,126
66.29
868,949.01
2-5 Days
Reserve
26
20,397
26.40
1,199,075.46
2-5 Days
Update
97
13,742
122.87
1,044,366.67
N/A
Close
13
3,474
10.75
172,347.80
N/A
70,462
4,271,748.70
1,846,548
Annual Variance
Paragon Solutions, Inc. Proprietary and
Confidential
- 18 -
19
Bill Galusha
Principal Product Marketing Manager, EMC Captiva
Paragon Solutions, Inc. Proprietary
- 19 -
20
THE HIDDEN SECRETS OF
OCR ART OF SAVING AMILLION KEYSTROKES
Bill Galusha
Principal Product Marketing Manager
Copyright 2011 EMC Corporation. All rights
reserved.
20
21
Unlock the Value of Capture and
Achieve a Greater ROI
TAKING ENTERPRISE
CAPTURE
TO THE NEXT LEVEL
2
22
Intelligent Enterprise Capture
EMC Captiva transforms paper from a liability
into immediate business advantage
Capture Anything, from Anywhere
Intelligently Connect Document Information
toBusiness Systems
Mission-critical Enterprise Scalability
Availability
Copyright 2011 EMC Corporation. All rights
reserved.
22
23
Intelligent Enterprise Capture
Considerations
1
Capture Anything, from Anywhere
Copyright 2011 EMC Corporation. All rights
reserved.
23
24
Capture Anything, from Anywhere
DISTRIBUTED
CAPTURE
CENTRALIZ ED
branch or regional offices
field offices, customers
CAPTURE
AD HOC
web-based scanning
mailroomdedicated scanning
CAPTURE
scanners and mfp
knowledge workers
desktop scanners
Copyright 2011 EMC Corporation. All rights
reserved.
24
25
Capture Anything, from Anywhere
e-mail integration
centralized batch capture
fax server integration
networked mfp capture
ad-hoc desktop capture
ad-hoc browser-based capture
Copyright 2011 EMC Corporation. All rights
reserved.
25
26
Intelligent Enterprise Capture
Considerations
1
Capture Anything, from Anywhere
2
ntelligently Connect Documentformation to
Business Systems
Copyright 2011 EMC Corporation. All rights
reserved.
26
27
Intelligent Document Recognition
Eliminating manual document preparation
FUL PAG
IMAG
PRECISIONANCHOR
TEX -
BASE
ANALYSI
HAN -WRITIN
AUTOMATED SORTING
Copyright 2011 EMC Corporation. All rights
reserved.
27
28
Addressing Complex Document
Sets
Automatically organizedocuments into
multiplelevels
Single and multi-pagedocs plus attachments
Doc Set 1
Doc Set 2
Doc Set 3
Doc Set 4
Claim folder 0045128
Claim Folder 0045670
Copyright 2011 EMC Corporation. All rights
reserved.
28
29
Intelligent Data Recognition
Dramatically reduces operational costs through
automation
Highly accurate,
automated machine-
printed and hand-printed recognition
Automated data
extraction from bothzonal regions
andintelligent freeformrules
Copyright 2011 EMC Corporation. All rights
reserved.
29
30
Intelligent Data Extraction
Extracts data from all
cument types using zonalfreeform data extraction
SSN
555-44-3333
ID
369-6123
Date
04/08/08
Identifies regular pattern
and data formats to
increase accuracy
Copyright 2011 EMC Corporation. All rights
reserved.
30
31
Intelligent Data Extraction and
Automated Data Validation
SSN
555-44-3333
ID
369-6123
Date
04/08/10
Compares extracted data
against data sources,
business rules, or inspect manually
Copyright 2011 EMC Corporation. All rights
reserved.
31
32
Intelligently Connect Information
Intelligent Capture
Electronic ImagesDocument Metadata
s
Other Systems
ta
Extracted DataTrigger Processes
s
Copyright 2011 EMC Corporation. All rights
reserved.
32
33
Configuring Capture Projects
Automated versus manual
Manual setup of projects
Collect documents, set up documenttemplates,
create extraction zones
Test and retest projects
Document Capture
Project Administrator
Days or weeks before entering
production
NE W
Learn documents in production
Learns based on operator input, data
Operators
captured, free-form rules
In production on day one, rather than days or
weeks later
Copyright 2011 EMC Corporation. All rights
reserved.
33
34
Intelligent Enterprise Capture
Considerations
1
Capture Anything, from Anywhere
2
ntelligently Connect Documentformation to
Business Systems
3
Mission-critical EnterpriseScalability and
Availability
Copyright 2011 EMC Corporation. All rights
reserved.
34
35
Enterprise Capture Availability
Leverage single platform throughout enterprise
Branch Office Distributed Capture
Claims
Automated Forms Processing
Integration with Business Systems
Ad Hoc and Distributed Capture
Accounts Payable
Intelligent Data Extraction
Integration with Business Systems
Very High Document Volumes
mailroom
Central and Distributed Capture
Automatic Document Sorting
Copyright 2011 EMC Corporation. All rights
reserved.
35
36
The Value of
EMC Captiva Intelligent Enterprise
Capture
Reduce operating costs
Reduce paper costs
Accelerate business processes
Improve information quality
Fast and measurable ROI
Copyright 2011 EMC Corporation. All rights
reserved.
36
37
Demonstration
Copyright 2011 EMC Corporation. All rights
reserved.
37
38
Question and Answers
To type a question via WebEx, click on the QA
tab
Copyright 2011 EMC Corporation. All rights
reserved.
38
39
Additional Information and Contacts
Paragon Solutions Contact
? Mike Hurley, Solutions Director
Email mhurley_at_consultparagon.comPhone
773.445.0084
EMC Captiva Contact
? Andy Strandmark, Captiva Sales
Specialist Email andrew.strandmark_at_emc.com Ph
one 312.208.2524
Copyright 2011 EMC Corporation. All rights
reserved.
39
40
THANK YOU
Copyright 2011 EMC Corporation. All rights
reserved.
40