Category Archives: Quick links

Financial and Accounting case study

Posted on by

Financial Services Case study

Financial and Accounting services

Case study details

For this case study, our client is an Financial and accounting service provider

The Customer provides accounting services to various customers and companies. They also deal with external parties for which they process medical and insurance claims

Claims and applications are received via various input methods

The challenge

The Customer business challenge was to process various document types:

  • Annual financial statements
  • Trial balances
  • Personal tax documents
  • General invoice capture

40% were received by courier from various locations in paper format and 60% of the documents were ere received electronically email into various email mailboxes. Email boxes shared amongst various consultants. Multiple attachment types including PDF, TIF, JPEG, DOC, EXCEL etc. was received.

Consultants using their accounting package to index all these various document types. Documents remained within outlook as the "document management system". The email attachments in many cases had to be printed to enable indexing.

Turn around time for these document indexing was hours to days as the manual processes took up a lot of time. Especially the financial statement s and trail balance document, with many values. Once the documents were indexed, the email would be marked as read.
Turn around time on indexing and claims claims was between 72-120 hours

Solution

DCM EasyDocs was implemented in an on-premise solution to capture, classify, and extract data from the financial statements, trial balances, invoices and claim documents.
First step was to consolidate and automate the incoming documents and the conversion to a standard processing format. Automated email extraction was configured whereby multiple email mailboxes could be monitored. New email bodies and attachments are automatically extracted and converted to PDF files for further processing. Via the central importing module all scanned documents and email are processed and batches are created without any user input.

Document classification and template matching is applied to the documents to assist with the indexing process. Templates where created for document types that are regularly used. Documents are presented in a central capture interface with all documents securely store on the server and no local document processing is required.
Consultants can view the imported documents and perform index and data validations. Documents that were successfully classified and validated will be automatically saved for further processing

On completion the documents are automatically exported in to various formats for importing into the accounting system
Turn around time of most of the documents is 2 -5 min per claim that must be indexed manually
This allows for a lot of time staff members can then spend on helping the business grow in different ways. DCM has not only saved time in processing of the documents but increased the speed of the data input and the processing of the claims

Benefits

With DCM EasyDocs any file or document could be easily processed
Increasing staff productivity and time management
Delays looking for files and retrieving them was decreased by hours and sometimes days.
The paperless office saved the storage, printing and copying costs, was almost eliminated

Join us here

Insurance and Claims processing solution

Posted on by

Insurance Services Case study

Short term and Life insurance services provider

Case study details

For this case study, our client is an Insurance service provider

The Customer provides short term and life insurance services. They also deal with external parties for which they process claims.

Claims and applications are received via various input methods

The challenge

The Customer business challenge was to process insurance claim documents as soos as possible. Especially death claims which had the highest priority. 20% were received by courier from various branches and had to be scanned. 80% of the claims were received electronically via fax and email into various email mailboxes. Multiple attachment types including PDF, TIF, JPEG, DOC, EXCEL etc. was sent.

Consultants used a very remedial capture solution to import the scanned and email documents. The email attachments had to be printed to a TIF printer before it could be viewed. Once the files were saved to local disk and uploaded to the system via manual batch creation processes, the consultants could then start to work on the indexing of the documents.

Turn around time for these claims were hours as the manual processes took up a lot of time. Once the documents were indexed, they were then exported as csv and image file. The files were them manually imported into their document management system.
Turn around time on claims was between 96-120 hours

Solution

DCM CORE was implemented in an on-premise solution to capture, classify, and extract and validate insurance documents.
First step was to consolidate and automate the incoming documents and the conversion to a standard processing format. Automated email extraction was configured whereby multiple email mailboxes could be monitored. New email bodies and attachments are automatically extracted and converted to PDF files for further processing. Via the central importing module all scanned documents and email are processed and batches are created without any user input.

Document classification and template matching is applied to the documents to assist with the indexing process. Documents are presented in a central capture interface with all documents securely store on the server and no local document processing is required.
Consultants can view the imported documents and perform index and data validations. Documents that were successfully classified and validated will be automatically saved for further processing

The system easily processes the current volumes of +/- 5000 emails with attachments per day. The processed documents have a 95% pass through rate, in other words 95% of the documents received are processed without human intervention.
On completion the documents are automatically ingested into their document management system and insurance workflow system
Turn around time of most of the documents is 2 -5 min per claim that must be indexed manually
This allows for a lot of time staff members can then spend on helping the business grow in different ways. DCM has not only saved time in processing of the documents but increased the speed of payouts to the claimants

Benefits

With DCM Core any file or document could be easily processed
Increasing staff productivity and time management
Delays looking for files and retrieving them was decreased by hours and sometimes days.
The paperless office saved the storage, printing and copying costs, was almost eliminated

Join us here

Medical shortfall insurance case study

Posted on by

Medical Services Case study

Medical shortfall insurance services

Case study details

For this case study, our client is a Medical Aid extension service provider.

The Customer provides healthcare extension services to medical aids. As ab additional service to normal medical aid short claims.

Applications are received via paper and fillable PDF documents. Application types consist of New registrations and claims

The challenge

Consultants used a very remedial capture solution to import the scanned and email documents. The email attachments had to be printed or viewd in a second screen to enable dat reading off screen and paper. The consultants could then start to work on the indexing of the documents to a spreadsheet.

Turn around time for these claims were hours as the manual processes took up a lot of time. Once the documents were indexed, they were then exported as csv. The files were them manually imported into their CRM system MS Sharepoint.
Turn around time on claims was between 72-96 hours

Solution

DCM CORE was implemented in an on-premise solution to capture, classify, and extract and validate insurance documents.
First step was to consolidate and automate the incoming documents and the conversion to a standard processing format. Automated email extraction was configured whereby multiple email mailboxes could be monitored. New email bodies and attachments are automatically extracted and converted to PDF files for further processing. Via the central importing module all scanned documents and email are processed and batches are created without any user input.

Document classification and template matching is applied to the documents to assist with the indexing process. Documents are presented in a central capture interface with all documents securely store on the server and no local document processing is required.
Consultants can view the imported documents and perform index and data validations. Documents that were successfully classified and validated will be automatically saved for further processing

The system easily processes the current volumes of +/- 5000 emails with attachments per day. The processed documents have a 95% pass through rate, in other words 95% of the documents received are processed without human intervention.
On completion the documents are automatically ingested into their document management system and insurance workflow system
Turn around time of most of the documents is 2 -5 min per claim that must be indexed manually
This allows for a lot of time staff members can then spend on helping the business grow in different ways. DCM has not only saved time in processing of the documents but increased the speed of payouts to the claimants

Benefits

With DCM Core any file or document could be easily processed
Increasing staff productivity and time management
Delays looking for files and retrieving them was decreased by hours and sometimes days.
The paperless office saved the storage, printing and copying costs, was almost eliminated

Join us here

Legal contacts and case file case study

Posted on by

Legal contacts and case file case study

Contract and marital law practice

Case study details

For this case study, our client was a Divorce and Property lawyer firm. Focus on litigation, real estate, family, and divorce law. Over 1000 boxes of active legal documents were being stored with a reputable paper storage company due to a lack of physical space within their offices. On site storage was 5 cabinets that housed all the active cases younger than 2 months. During the progression of a case, certain documents would need to be retrieved from cabinet and older queries from storage. Even though the paper storage company would be accessible 24 hours per day, ti would be a 3-4 hours round trip to collect a certain file or box. Same struggle for the files stored locally, only one person had access to the paper document at one time.

The challenge

Limited access to important on and off site documentation.
Paper documents contained in files, badly marked made it difficult to find and share files, and for multiple people to have access to them at the same time. Hadnlign paper files could also damage and the risk of getting lost was high. Retrieving files was time consuming and costly from the off site storage.
Increased operational costs

Solution

After taking all costs and risks into account and presenting the benefit of storing vs digitising their legal documents, the Law firm decided that, document scanning, categorising and use of a document management system would be the solution to assist their staff and improve their service to their customers. Approximately 500 boxes or 150,000 pages of legal documents were collected from storage and structures created and in the document storage system by Digiform.

Benefits

With EasyDocs Any file or document could be easily found and accessed and shared by the staff and to clients
Increasing staff productivity and time management
Delays looking for files and retrieving them was decreased by hours and sometimes days.
The paperless office saved the storage, printing and copying costs, was almost eliminated

Join us here