SaaS OCR An Alternative To Traditional BPO To Eliminate Manual Data Entry And Bridge the Digital

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Published: 16th November 2010
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Automating data entry for your fax orders will lower your processing cost while significantly reducing keying mistakes which can result in additional cost to the organization. In case your companyís customer service department is processing faxed orders coming from the small number of customers whom donít dispatch their orders thru EDI, a SaaS OCR platform can eliminate manual data entry even if the forms you take delivery of tend to be unstructured, like a PO or an invoice, were the actual fields of info change do to your customers diverse number of formats. By using an OCR service, you can automate the application so that the necessary data are digitized and then uploaded into your ERP system like JD Edwards, SAP, or Oracle, or an accounting package like Peachtree software.

For those who have tried OCR software with poor results, it is true that OCR software doesn't have a justifiable accuracy level to totally automate the process of lifting data from unstructured forms, as you most likely encountered. It is also true that OCR software vendors donít supply accuracy guarantees. So how can OCR software assist in automating the processing of unstructured forms? By using SaaS OCR, or a Service Bureau, you outsource data entry to a service provider which is another form of BPO, you then move your data entryand forms processing into into the cloud and benefit from state of the art document processing.

The benefits of pushing OCR service to the cloud include;

∑ Reduced cost per order, savings range from 20-60%

∑ SLA's for turnaround

∑ Transactional pricing, pay for the capacity you need

∑ Data validation using database lookups to reduce errors

∑ No capital expenditure, implementation cost overruns, or delays

∑ Focus on your core business

∑ Accuracy guarantees

A summary of the process for automating fax order forms like purchase orders and invoices is the following;

1. Digitize the paper, if youíre still using a bank of fax machines with rollover, you must either purchase a fax server and software or use an efax service provider () to receive your inbound fax and route it to email or FTP servers for processing by the SaaS OCR provider.

2. Once received, the order is sent to the OCR Service Bureau () via the internet to begin the data extraction process. Take note, when the information calls for privacy compliance like HIPAA compliance, secure transfer methods like AS2, SFTP, VPN, and PGP encryption are offered.

3. Throughout the setup process, business rule logic is developed for existing operating procedures like exemption handling, this documentation offers formal catastrophe recovery procedures in the from of an SOW.

4. Once the documents are checked-in and the images are prepared for the OCR applications, the data is identified and transformed into a digital file format for transport back the customer for uploading into your order entry system. It is vital that your system will accept a file post. A few additional advantages offered by digitizing as well as automating ones paper processing features a digital imaging system, so paper filing cabinets are no longer required. According to the Dartnell Institute it takes the average of seven minutes in order to retrieve and 3 minutes to return a paper record, a digital document within an imaging system takes 4 seconds to retrieve, therefore the cost associated with additional touches to a scanned document are much cheaper.

For more (, see the section of my web site called industry information for additional ECM solutions utilizing Saas OCR.


Author Kevin V. McQueen, efax and SaaS OCR Professional

Offering BPO solutions to eliminate manual data entry with SaaS OCR


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