1. Ari Gross Ph.D.
CTO/CEO, CVISION Technologies
Reducing Costs Through Document
Automation for a More Efficient Workplace
7/9/2014

2. Valuable Content Transformed
• Document Digitization
• XML and HTML Conversion
• eBook Production
• Hosted Solutions
• Big Data Automation
• Conversion Management
• Editorial Services
• Harmonizer

3. Experience the DCL Difference
DCL blends years of conversion experience with cutting-edge technology and
the infrastructure to make the process easy and efficient.
• World-Class Services
• Leading-Edge Technology
• Unparalleled Infrastructure
• US-Based Management
• Complex-Content Expertise
• 24/7 Online Project Tracking
• Automated Quality Control
• Global Capabilities

4. We Serve a Very Broad Client Base . . .

5. . . . Spanning All Industries
• Aerospace
• Associations
• Defense
• Distribution
• Education
• Financial
• Government
• Libraries
• Life Sciences
• Manufacturing
• Medical
• Museums
• Periodicals
• Professional
• Publishing
• Reference
• Research
• Societies
• Software
• STM
• Technology
• Telecommunications
• Universities
• Utilities

6. Agenda
• CVISION Overview
• Challenges Associated with Document Capture
• Technology to Overcome Challenges
• Opportunities for Document Automation
• Client Case Studies
• Conclusion
• Questions & Answers

7. CVISION Overview
• Diverse client base including 100+
Fortune 500 companies
• Winner of several global technology
awards
• Unique solutions to provide the highest
quality PDF files & document
automation through patented
technology
• Based in the United States

8. Challenges Associated with Document Capture
Increased Storage Costs
Inefficient Documents
Slowed Network Bandwidth
Unsecure Documents
Dirty Images
Unsearchable

9. Technology to Overcome Challenges
PDF Encryption Image Enhancement
Advanced Compression Highly Accurate OCR

10. Value of PDF as File Format
PDF Optimization for Business Processes
Fully-Text Searchable
Compression
Digital Preservation
(PDF/A)
Displays the same
Web-optimization
Metadata Insertion

11. Document Capture Best Practice: Opportunities for Automation
• There are ROI opportunities beyond document optimization
• Optimized scans can produce higher automation rates
• Automated extraction can produce measurable ROI
Optimizing Scanned Documents
•OCR
•Compression
•PDF Conversion
•Image Processing
Automating Document Processes
•Invoices
•Forms
•Mailroom
•Classification

12. Opportunities to Reduce Costs & Accelerate Processes
• Forms Processing
– Data extraction from structured or semi-
structured documents
• Invoice Processing in the AP department
• Document Classification / Mailroom
Classification

13. Getting Started: Know Your Documents
• Discuss accuracy rate expectations – are they realistic?
• Examine text/handprint - what is required?
• What is the business process associated with recognition?
• Fixed / Semi-Structured Forms / Unstructured
• Level of variation in documents, e.g. invoices

14. Getting Started: Testing sample documents
• Essential element of positive implementation
• Sample documents for testing
– Typical / atypical documents to test
– Realistic Document Sample
• Client and solutions architect must discuss goals
– Accuracy
– Speed
– File formats
– How to achieve a ROI

15. • Automation process begins with form design
• Boxes, Combs, Unconstrained
• Field Spacing
• The simpler the better
• Numbers
• Separate fields: Phone number = 3 separate fields
• Color for improved recognition
Getting Started: Form Design

16. Forms Processing Applications
Healthcare Tax & Accounting Finance & Banking
InsuranceGovernment Corporate

17. Forms Processing: Optimizing Handwritten Recognition
• Recognizing handwriting usually requires out of the box
engineering
• Numbers vs. Letters: 10 vs. 52 (or more)
• Image preprocessing: remove boxes, slashes
• Convert internally to normalize DPI, e.g. all images 300 DPI
• Dollar amounts handled differently
• Enumerated Fields, e.g. Zip Codes
• With handwritten recognition and automation, it is imperative
to discuss and understand expectations with vendor

18. Classification Engine
Mailroom Automation
Document Classification: Creating a Portal to Business
Customer
Support
Finance
Sales
Engineering Accounts
Payable
Invoice
Processing
• Automate Business Processes: Forms, Invoices,
Semi-structured documents
• Create portal to control business
• Streamline image based documents & processes

19. Invoice Processing Success Story: Calculating Savings
Manual Process Automated Solution
Employees Required
Invoices Processed /
Hour 30 100
Accuracy Rate 97% 99%

20. • A leading US distribution firm needed to overcome the challenges of having a labor-intensive
accounts payable operation. These challenges included:
• Employees spending most of the day manually keying in information
• An overwhelmed workforce dealing with a high-volume of invoices
• Potentially hiring an additional employee to deal with the workload
Business Challenge
• The firm licensed CVISION’s Trapeze for Invoice Processing which easily handled their
substantial workload. Thus providing them a means of auto-extracting line item field data with
a high level of accuracy and speed.
Solution
• Employees could now process invoices in just one hour a day.
• Additional time to focus on more value-adding tasks.
• The cost of hiring an additional employee was avoided.
• Firm achieved a ROI within 6 months of implementation.
Benefits
Client Case Study – Success Story

21. • An international accounting firm wanted to utilize cutting edge technology to automate their
tax forms. Given their existing specialized workflow, they required:
• Data to be compiled in a specific Excel format in accordance with the firm’s business rules
• Technology to handle their many varying tax forms
• An efficient and price-competitive solution
• Two means of distinguishing themselves against competing firms
Business Challenge
• To circumvent these difficulties the firm licensed CVISION’s Trapeze software which
seamlessly integrated with their existing business system. They purchased a license enabling
them to process up to 10 million pages per year.
Solution
• The software had no difficulty in extracting data from the diverse form types.
• Tax forms became fully automated which freed up time for data analysis.
• All documents were made fully-text searchable, allowing them to be retrieved instantly.
• Competitive advantage
• Expert system for seasonality
• Firm realized a ROI within 4 months
Benefits
Client Case Study – Success Story

22. • A global financial company faced a rapidly accumulating amount of physical documents in the
office. They encountered:
• A substantial rise in storage and personnel costs
• An inability to differentiate crucial documents from regular documents, subjecting them to
late fees and penalties
Business Challenge
• In response to these obstacles, they turned to CVISION’s document classification software.
They attained an automated and accelerated distribution process for documents.
Solution
• Costs dramatically reduced through automatically classified, routed and sorted files.
• Avoided late fees and penalties.
• Newly compressed PDF files are found instantly and require less network bandwidth, saving
time and resources.
• ROI within 6 months
Benefits
Client Case Study – Success Story

23. Conclusions: Automated Processing Benefits
• Reduces labor by 50%– 80%
• Increases data accuracy
• Accelerates processing through automatic classification &
indexing
• Automated solutions available for:
invoices, EOBs, corporate forms
• Easy to demonstrate ROI of an automated system

24. Q&A
Ari Gross Ph.D
CTO/CEO, CVISION Technologies
+1 (866) 871-7340
info@cvisiontech.com