Presentation Ian Pope gave on the free Seminar, hosted by RedTree.

1. Scanning and OCR the Open Source Way
Ian Pope - Ephesoft

2. “Our goal is to allow everyone to enjoy a fully
featured document and data capture system that
rivals the current industry leaders at a fraction of
the cost”
By 2016, Open Source Software (OSS) will be
included in mission-critical software portfolios
within 99% of Global 2000 enterprises.*
*Source: Gartner Predicts 2011: Open Source Software, the Power Behind the
Throne, 23rd Nov, 2010

4. Ephesoft is the industry’s only Java and
100% browser-based Advanced Capture
Solution that is Cloud ready out of the box.
...no need to install software on every
workstation. Ephesoft supports
Firefox, Chrome, Safari and Explorer.
Ephesoft is based on open standards and is
the first Advanced Capture Solution that can
run on Linux.

5. Scan or import documents from virtually any
source such as fax and e-mail with one
application
Process your documents that are currently
stored in other repositories
Utilize any existing hardware whether it is a
departmental document scanner, high-speed
production scanner or MFP

6. Invoices medical mortgage insurance government energy telecommunication HR ...

8. Learns hundreds of
documents within minutes
and sorts the documents
more efficiently
Separates documents by
identifying where a
document starts and ends
Allows operators to focus
on only the exceptions

9. Bar Code Reading
Fixed Forms Extraction
Mark Sense and Handprint Recognition
PDF + text output
Free Form “unstructured” extraction
Fuzzy Database document matching
Cursive Handwriting Recognition
invoice date 6/17/2008
account number 2-1006-475-1
reference code 22177991
service code 954381
amount 29.34
due date 7/7/2008

10. European Customer - The Challenges
• Due to moving to another office building, the paper archive
was reconsidered
• Digital archive should replace paper archive:
– Reduce space (costs)
– Documents are instantly accessible
• Solution should be embedded within current organization
and current staff
• Solution should be scalable without any extra costs
• 50 documents (200 pages) per day, about 40 different
document types – invoices (90%), contracts, application
forms (request forms for ordering fuel cards), bank
statements and a couple of standard forms including a form
to authorize payments.

11. The Solution
• Incoming documents are scanned with a multi-
function device and picked up by Ephesoft
• Ephesoft classifies the documents and extracts
metadata
• Output from Ephesoft (pdf and metadata file) is used
to save document to ECM
• Saved documents go into workflow based on their
document classification

12. The Benefits
• Over 70% of documents are handled automatically
• Remaining 30% (mostly variants) are handled by
employees after only a few hours of training
• No additional investment in employees or
peripherals
• All documents are digital enabling:
– Quick and easy access
– Searching documents by metadata
– Workflows (without documents getting lost)

13. invoice date 6/17/2008
account number 2-1006-475-1
reference code 22177991
service code 954381
amount 29.34
due date 7/7/2008
CMIS
Multipage PDF/TIFF
XML

15. The Challenges
• Australia’s biggest satellite company, also
providing technical services to the telecoms
industry.
• 1,000 staff and 1,400 contractors – 8 branches.
• Multiple document-driven business processes.
• Looking for an ECM solution – for now and the
future – as well as a company intranet and
specifically an accounts payable invoice approval
solution.
• Had already evaluated Microsoft SharePoint and
other proprietary products.

16. The Solution
• Partner was selected to provide an Ephesoft &
Alfresco solution for Accounts Payable.
• Ephesoft does invoice capture, creating PDF’s and
metadata tags – scanning & OCR.
• Using the CMIS standard, the data and all metadata
tags are exported to an Alfresco repository.
• Once in the Alfresco system, a workflow begins by
triggering an email in Outlook with the document
URL to the AP Dept. The invoice is then reviewed and
commented upon before final approval.

17. The Results
•Automated the accounts payable invoice approval
process
•Developed flexible workflows
•Integrated Alfresco, Ephesoft, Pronto ERP
•Incorporated OCR extraction of invoice data
•Reduced invoice processing time
•Improved employee productivity

18. Ephesoft includes:
• feature rich, complete Advanced Capture Solution
• easy to use and implement
• browser based and cloud ready
• one application for paper, email, fax documents
• Web-based scanning application
• document separation and classification
• data extraction – fixed and unstructured
• document and data release via XML, CMIS, and more
• no volume counts on users or images

19. What is the cost?
• Zero License Cost
• All features are included
• Only cost is an Annual
Support/Maintenance
Subscription

20. Ephesoft follows the trend started by Redhat,
Apache, Android, MySQL, Alfresco, ...
Ephesoft is the only open source Advanced
Document Capture solution available.
It is a true Enterprise Solution with full 24/7
enterprise support.

21. Questions?
Thank you
Ian Pope
ian.pope@ephesoft.com
Skype: ianpopeportishead
+44 7411 461804