Transforming Paper Documents Into Online Information

170 MarkView® Scan Server allows fast and easy input of a large volume of paper documents for use with the 170 MarkView System. Once scanned, documents can be managed online, and permanently associated to their corresponding ERP record. The 170 MarkView System gives organizations the ability to transform traditional paperwork into online information, providing complete access to all information associated with each business transaction.

Benefits of using the 170 MarkView Scan Server

• Automatically categorize and route documents for electronic filing using bar code and form recognition technology when scanning
• Leverage existing technology – support is available for a wide range of industry leading scanners
• Quickly and easily scan large volumes of documents

Most document imaging systems provide basic standalone scanning capabilities that generate electronic files. With 170 MarkView, users can store electronic files on a document server and utilize that document as part of an ongoing business process. In addition, the 170 MarkView Scan Server can automatically identify the scanned data. For example, the document type may be determined:

• Automatically with form recognition technology
• In batch mode using bar coded spacers
• Manually by the scan operator

Specific actions or events can also be associated to particular types of documents during the scanning process. For example:

Orders are received by an organization's mailroom and directed to the 170 MarkView Scan station. Periodically, the operator adds a bar coded cover sheet to the batch. The bar code automatically identifies that the next set of documents are to be queued for processing by a specific function such as order entry. At this point, form recognition can be used to further automate the process, identifying order forms from high-volume customers. As these high-priority forms are identified, they are routed to specific order entry professionals for expedited processing.

Enabling Business Process Automation

In the paper-based world, documents can be misplaced, lost, or accidentally discarded. Paper documents containing confidential information can be photocopied and widely distributed. But documents captured by 170 MarkView are stored electronically so they cannot be lost, misplaced, or altered in any way. Secure, online access to all business information is the key. This information access is at the core of the 170 MarkView System.

For critical financial processes such as Accounts Payable (AP), 170 MarkView Scan supports front-end imaging where, for example, once an invoice as been scanned, AP enters invoices directly into the ERP system and the image is automatically associated with the ERP invoice record. In the future, whenever that invoice record is accessed, end-users will have access to the original invoice document itself. This permanent association of transaction-level backup has a dramatic impact on streamlining the entire invoice processing cycle.

Features of the 170 MarkView Scan Server

• Supports a wide range of scanners, from low-end to high-end, producing production quality images
• Automates document recognition - using bar code and form recognition technologies
• Initiates predetermined process workflows automatically when a document is scanned
• Enables online access and management to all e-documents
• Provides immediate access to scanned images for review and modification
• Fully integrated with the Oracle E-Business Suite, PeopleSoft Enterprise and SAP ERP applications.

Maximizing ROI

All paperwork is electronically associated with the ERP transaction record. By providing intuitive access to this backup information, there is increased accuracy of tasks such as invoice coding, and a significant reduction in the time and expense incurred from correcting errors. It also shortens approval cycle times, and improves vendor, customer, and employee satisfaction.

Since paper documents are stored and accessed online, 170 MarkView typically pays for itself within 12 months. These savings include reductions in:

• Increased productivity
• Optimized cash management
• Document transportation and coping costs
• The need and cost for physical storage
• The expense associated with supporting audits