Polydocs

Automate Data Capture for Infor ERP

artificial intelligence

Documents in daily business

documents
from Leni

Documents in daily business

In every company, many documents come in and out every day. Some of them are still paper-based in many companies, while the other part reaches companies via the digital, electronic path, such as by e-mail or even online forms. All these documents can and must be processed digitally. Many companies already use a document management system (DMS) for this purpose. But how exactly do the documents get into the DMS and, ideally, to the right place?

This is where document classification comes in!

Document classification means that OCR technology is used to read information from documents and classify them into categories. 

The term “classification” (from Latin classic, “class”, and facere, “to make”) describes the grouping of objects into classes (groups, sets, categories), which together means classification.

How does document classification work?

With the help of a software for document processing and classification documents can be read in and classified. The prerequisite, of course, is that the documents are in digital form, which means that documents that are in paper form must first be scanned.

The scanned documents can now be classified by subject or by their content, e.g. by the type of document – is it an invoice, a delivery bill, an order confirmation or a purchase order? The software is able to recognize and classify this based on keywords, structure and layout.  

What are you waiting for? Automate document processing in your company with DOC². Reduce manual effort and optimize the assignment of processes and responsibilities. This saves time and resources.

DOC² is an KI-based (swarm intelligence) software and is able to read and classify a wide variety of document types.

Stay tuned to learn more about which document types are included in the following weeks.

Of course, if you have any questions, feel free to contact us.

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documents

Image credits: Header & featured image from jannoon028 on Freepik

Data extraction

data extraction
von Leni

Data extraction

from a tedious activity to an efficient process

In today’s world, which is characterized by a wealth of data, the analysis and further use of data is an omnipresent topic. In this context, the extraction of data from a wide variety of documents plays an indispensable and constantly necessary role. In many companies, however, data is still often extracted and processed manually in laborious and time-consuming processes, which is associated with an increased expenditure of time and risk of error. 

So how can these dataextraction processes be facilitated and optimized to process unstructured data into a structured format suitable for easy reuse?

The biggest challenges in data extraction

The biggest challenges in data extraction lie in the large number of form variants and document versions containing unstructured data and, in some cases, irrelevant information. 

An adaptable content capture and data integration system is therefore necessary to extract the required data and process it into a structured format. And this is exactly what DOC² offers you! With DOC²’s flexible content capture, data from a wide variety of documents can be recognized, extracted and structured. This ordered data digitization allows data to be easily #processed, stored and analyzed elsewhere, resulting in greater control and increased accuracy of captured data. 

The use of an AI enables DOC² to provide simplified and structured data extraction, which increases the efficiency of these processes. It saves time, speeds up otherwise tedious turnaround times, and additionally improves the quality of the captured data.

So say goodbye to tedious and lengthy manual data typing and take advantage of DOC² in your business.

Feel free to contact us.

We’ll help you as best we can.

ContaCt
data extrction

Image credit: Header & post image from Polydocs

Can an AI-supported OCR really read “handwriting” better than a human?

ocr
von Leni

Can an AI-supported OCR really read “handwriting” better than a human?

Paper processing is tedious as it takes a lot of time and resources to manually enter all of the data into the system, but it is unfortunately a necessary evil for many companies. This is exactly why more and more companies are using OCR (optical character recognition) software to support the process. With traditional OCR, up to 80% of document workflows can be handled. It is able to recognize almost any variant of machine-made and clearly printed text, based on font and symbol recognition, but as soon as the text is smeared or crooked, it becomes difficult. This is the 20% in which a human being has to intervene again, which inevitably means that we are faced with three major challenges:

  1. Inaccuracy: Typos and Handling of Exceptions (we’re all just humans)
  2. Resources: It is difficult to find employees who are willing, and most importantly, able to extract text from low-quality documents.
  3. Safety: The transition from machine to the human and back to the machine poses safety risks. This plays a major role, especially in strictly regulated industries with sensitive data, such as financial services, authorities or even organizations in the healthcare sector. 

If we are being honest, we need a better solution for these 20%. But before we get into problem solving, we should clarify an important question first. 

What exactly are low-quality documents?

A low-quality document can be a fax or a scanned document of poor quality. Likewise, it can also be a delivery note, a timesheet, or a form for patient registration, which has been filled out by hand.

Traditional OCR is no longer sufficient to extract data from these document types. AI-powered OCR, on the other hand, uses more advanced technologies, such as a highly skilled machine learning models and advanced computer vision engines. By combining these two technologies, we get an OCR software that is able to replicate the way people are able to read low-quality documents. If the model is good enough, it may actually be able to extract (handwritten) texts better than humans. But each model is only as good as the data set on which it is trained.

How do I find the right provider for me among all the different vendors?

Terms like ‘artificial intelligence’ and ‘machine learning’ are used too often and not every vendor can prove the functionality of their technology. Look out for providers with transparent numbers and ask yourself the following questions in advance: 

  • Is the vendor’s solution AI-powered or is it just a well-marketed mix of human data entry and machine learning? 
  • Can vendors provide accuracy for each process performed, as well as each document read and extracted? 
  • Why is the provider active in the OCR industry and how much experience do they have in this field? 
  • Does it offer a cloud-based SaaS solution or do you need to host the solution on-premises? 
  • How long does it take to use the product? How much training is needed? Are special expertise required?

Fellow Consulting AG / PolyDocs GmbH started collecting data by humans. As a result, we have the largest human-audited dataset (over one billion fields) in the industry. We offer high accuracy from day one of product use.

That was a lot of information and a lot of questions for now! Take your time, think about it, weigh all the pros and cons and decide correctly – for DOC² (Polydocs) 😉

Digitalization – Industry 4.0 – Artificial Intelligence

Künstliche Intelligenz
von Leni

Digitalization – Industry 4.0 – Artificial Intelligence

These are all terms that we hear or read very often these days. Today we wanted to reflect on the topic of artificial intelligence (AI).

What exactly is artificial intelligence?

Where and how to use it? What benefits can it bring me and my company?

Artificial intelligence is not that easy to explain, for the simple reason that there is not even a precise definition for the term “intelligence”. Nevertheless, let’s try to explain it :-).

We can say that an AI is a mix of different technologies that enable machines to understand, act and learn with human intelligence. 

Technologies like machine learning (ML or MachineLearning), natural language processing (NLP – Natural Language Processing) as well as Deep Learning (DL) are all part of the AI landscape. 

In all areas where large amounts of data are generated, the use of an AI makes sense and is beneficial. An AI is able to objectively analyze huge amounts of unstructured data within a very short time using sophisticated algorithms, to recognize patterns in it, and to make decisions independently on the basis of these patterns. In addition, the error rate continues to fall due to the constantly growing wealth of experience. AI takes over everyday recurring routine tasks, so employees have more time to focus on tasks that require empathy and become more productive. In other words, AI should not and cannot fully replace a human, but merely support and complement them.

When combined with analytics and automation, AI can help the business achieve their goals, such as improved customer service or an optimized supply chain: faster and easier.

Automations reduce costs and bring a new level of consistency, speed and scalability to business processes.

With DOC², we want to help you automate your document processing processes. By using artificial swarm intelligence, DOC² offers you many advantages.

You want to know what they are?

Then feel free to write to us

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Artificial Intelligence

Image credit: Header & Featured image from Gerd Altmann on Pixabay

A paperless office

paperless
from Leni

A paperless office

what is that and is it even possible?

In today’s age of digitization, a paperless office is certainly possible and, above all, desirable. A paperless office does away with paper-based processes as far as possible; instead, workflows, filing and archiving of documents run digitally. 

The digitization of a company enables a paperless office, which brings with it many advantages. These include. 

  • the increase in efficiency, through the acceleration of work processes
  • the cost savings, by reducing the processing effort
  • the possibility to delegate flexibly
  • the possibility to work from anywhere and the simplification of collaboration, through central access to documents. 

Not to forget sustainability and environmental protection, which are becoming more and more important.

In order to take advantage of all these benefits, a certain degree of digitalization is a prerequisite, such as the integration of a DMS system or an ERP system, as already mentioned. Connections to other software can also contribute to this.

DOC² automates, processes and digitizes your paperwork using AI swarm intelligence, helping to make your office paperless. It can also be easily connected to an already integrated system.

What does your office look like?

Is paper still piling up?

paperless

Image credit: Header & post image from DCStudio on Freepik