Our customer, based in Johannesburg South Africa, was awarded a major contract to administer the membership database of one of the largest trade unions in the country. The contract required them to manage hundreds of thousands of application forms with volumes that would fluctuate monthly and could not be pre-determined or forecasted with accuracy.
Our customer had a small internal team of data entry operators that traditionally captured the handwritten information from hard copy forms. Our customer was looking for an outsourced solution which would give them piece of mind when it came to managing their significant increase in volumes. They were guided by the following key criteria:
OutProsys first invested time in understanding the current work-flow processes and then designed, developed and implemented a bespoke document scanning and data capture from image solution using their experience, capabilities and leading edge technology with no upfront costs.
Applications are now batched at our customer's premises before being prepared and fed through the automatic document feeder of the high speed Fujitsu scanner we installed on-site. Our scan application, developed in Python (Qt) and running on a Debian GNU/Linux operating system, records a unique batch number and job id for every batch before scanning the batch. This process is then followed by an image enhancement before the images are zipped and securely uploaded to our document management Web Portal via https. All applications scanned are immediately visible on our Web Portal which provides the following key benefits:
Once the image files have been successfully uploaded to our production facility, they are first copied onto backup servers on-site and then copied off-site to our disaster recovery site. The images are then pre-processed and prepared for capture. All data on every image goes through a double capture process whereby the data is first captured by a key operator and then re-captured by a second more experienced verify operator which involves each character being checked and compared to the original data. Characters that do not match the original data will be re-captured and re-verified. During the data capture process, our data entry program will check the attributes assigned to each field to ensure the validity of all data captured. Field checking typically includes any of the following: alpha or numeric checking, modulus 10 or 11 check digits (ID Numbers), range checks, table lookups (Address), date checks, mandatory enter, or mandatory fill. The captured data is then post-processed using various business rules to ensure the completeness, accuracy and validity of the final data. An output file is then produced in our customers required format and sent to them.
Our document processing solution has addressed and exceeded each of our customer's requirements as we continue to strive toward providing service excellence.