Document Capture and Management

Overview

Every day companies face the challenge of integrating faxes, e-mail, and paper-based documents that are constantly being delivered to their organization, into their business processes. The problem is that while faxes and e-mails are easy for your customers and trading partners to send – they can be difficult for you to process. The real challenge is that faxed information can come in many different formats and quality levels. Some of the challenges your organization faces with integrating fax and e-mail into your straight through processes are:

• Struggling to increase the accuracy of data your staff is rekeying
• A need to significantly reduce the time it takes to get information from a fax or e-mail into your back-office system
• Concerns about the cost for building out staff and infrastructure to handle high volumes and peak periods
• Staffing for the processing of information in multiple languages

EasyLink’s Document Capture and Management solution has been designed to meet these challenges. By leveraging EasyLink’s world class global fax infrastructure, state of the art OCR/ICR and data capture along with 100% human quality control to guarantee the highest level of accuracy.

EasyLink Document Capture and Management can be leveraged for any business process where there is a need to turn the data around quickly and with a high level of accuracy. Some business processes that benefit from this service are:

• Order Processing – Companies can significantly reduce the cost to process each order while decreasing their Order to Cash cycle time, a key metric for the proper management of a supply chain. EasyLink Document Capture and Management can easily turn fax and e-mail orders directly into EDI, XML or any other document type.
• Claims Forms – Insurance companies measure their effectiveness on how quickly they turn around and process claims. This key metric is often directly impacted by the speed with which faxed claims can be turned into data and loaded into processing workflows. EasyLink Document Capture and Management enables the straight through processing of faxed and e-mailed claim forms into any of a number of formats including ACORD XML.
• Time and Expense Forms – The entry and processing of time and expense forms are critical for large service organizations. Revenue is directly impacted by the speed with which this information can be loaded into a company’s financial systems to generate invoices. Delays impact the bottom line. EasyLink Document Capture and Management will turn the faxed information directly into data that can be loaded into the financial system – while pushing the original documents and images into an archiving system for future audits.

Features

Is your company spending a fortune rekeying data from faxes and e-mails? Do you experience cost overruns and heightened delays when volume increases? The EasyLink Document Capture and Management (DCM) service has been designed to help organizations with exactly these problems.

EasyLink Document Capture and Management reduces cost and cycle times while increasing accuracy for your business critical messages. Some of our DCM benefits include:

• Transforms your manual processes into 100% electronic straight through processes (STP)
• Eliminates costs, delays and errors associated with rekeying data
• Increases compliance with privacy, security and other regulations

EasyLink Document Capture and Management combines a global fax network, sophisticated OCR/ICR, human quality checks and sophisticated workflows to turn your manual processes directly into data consumable by your back office applications.

Features include:

• Guaranteed 99.5% field level accuracy for your documents and forms
• Ability to handle unstructured documents in many different formats
• Fast turnaround time often as quickly as 30, 60 or 120 minutes
• Multi-lingual capabilities at the same high levels of accuracy
• Deliver documents in many different formats including ACORD XML, EDI, XML, CSV, Flat File and iDoc
• Directly integrate our processing with yours through Web Services, integrated customer lists and on-line exception handling
• Delivery of monthly audit and exception reports

ROI

EasyLink Document Capture and Management delivers a strong Return on Investment often recouping any switching costs within months of adoption. Depending on the process, types of documents and volumes EasyLink DCM can cut processing times dramatically and reduce the cost per form significantly.

For example EasyLink reduced the fully loaded cost to process claims forms for one large insurance company from $20 per form to under $2, while at the same time increasing the turn-around time by over 200%.

Another company reduced the cost to process each order by over 50% while increasing accuracy and decreasing the cycle time.

Everyone’s business is different. But generating a significant Return on Investment is important to all companies – regardless of size or industry. EasyLink will work with you to understand the meaningful costs and measurements that drive your business. With these measurements we can determine if our Document Capture and Management solution can achieve three critical measures of success: reduced cost, increased accuracy and reduced cycle time. Some of the elements we measure when helping determine how we generate an ROI for you are:

• Determining the fully loaded cost to receive each document, whether it is a fax, e-mail or paper form
• Understanding the cost to process each document and turn it into data readily understood by your back-office applications. This includes not only the time your people spend rekeying data but the hard costs associated with managing and maintaining inbound fax, e-mail and paper scanning infrastructure.
• Figuring out the impact of exceptions and errors in your business. What is the cost of delivering the wrong number of items from a purchase order? How much does it cost your business if a claim form is entered inaccurately? How long does it take your team to fix errors and resolve data inaccuracies?

We compare these costs to how much we can save you on a per form basis, what our increase in accuracy is over your internal processes and how much faster we can deliver documents into your back-office infrastructure. These metrics help you understand the return you will get by adopting EasyLink Document Capture and Management.