Outsourcing Paper Processing to Capture Accurate Data in Digital Format

OutProsys specializes in outsourcing services for converting paper-based documents (eg. credit applications) into electronic information, thereby enabling their inclusion within the decision-making process. Our outsourcing services cover:

• Document capture, processing and digitization
• Data capture and processing

Our outsourcing experts invest time in understanding the current work-flow processes and then design, develop and implement an improved document processing solution that delivers accurate data, dramatic cost savings and improved turnaround.

Paper processing is a non-value added item with high processing and people costs; and is liable to error prone procedures. What we deliver is a fixed-cost item processing solution that takes away the pain of paper processing and delivers valuable electronic information to allow your business to make decisions. We currently process over three-quarters of a million documents a month covering a range of documents including applications, tachographs, invoices and court documents.

OutProsys is responsible for performing and managing the entire outsourced function on your behalf. We take overall responsibility for the business process and not just supplying IT applications or services to facilitate the process. We offer innovative document processing solutions that provide clients with accurate data to help make the correct decisions.

Our specialized document processing Production Facility is optimized to accept all types of incoming paper and electronic documents by hand, post, fax, web or email. Paper documents are first sorted and prepared for transfer to high-speed scanners (either on-site at the client or at our production facility). The documents are then converted into electronic image files, merged with files that were received in an electronic format, and uploaded to our servers utilizing a secure encrypted SSH connection.

Two-Step Process, Triple Capture
Using our leading edge recognition technology, our highly trained operators capture typed and handwritten text in multiple currencies and languages from the scanned electronic images. The manual capture of handwritten text involves one operator first capturing the data and a second more experienced operator re-capturing each character blind ensuring all data is double captured. This double capture process combined with matching processes and validation routines recognizes the wealth of data on each document and turns it into valuable electronic information that is accurate, complete and valid. In addition, we ensure that all the applicable control and compliance issues (SANS 15801, FICA, NCA, ECT, SARS) are followed and enforced.

Finally, within the agreed SLA timeframe, the validated electronic data captured from the documents is processed into the required format and securely uploaded to the clients ERP system. The electronic images and data can be hosted on our secure Web Portal to provide authorized users 24x7 real-time access to documents as well as disaster recovery off-site backup.

In order to ensure guaranteed continuity of service supporting the processing and hosting of over three quarters of a million documents a month, we save all data and electronic documents not once or twice but three times and have a fail-over firewall, fail-over power generator and fail-over Internet bandwidth.

To find out how your organization can capture significant savings on document processing by outsourcing with OutProsys, fill out the short form below.