Imaging and Business Process Automation
Prior to implementing an imaging and business automation solution it is best to analyze the documents to determine how they should be indexed, retrieved, searched and stored. This approach sets the stage for a more effective, efficient, and intuitive imaging solution after implementation, and leads to greater savings in time during research and more accurate retrieval of the desired documents.
For day-to-day imaging, the documents are scanned, indexed and stored for later retrieval. Ascend’s SmartTouch AIR solution captures images, OCRs, extracts, performs character recognition and provides unlimited indexing capabilities. Scan documents such as AP invoices and automatically capture the data on the invoice, validate and route it for approval. Upon approval a transaction can be integrated into your ERP AP system without manual intervention. Optional conversion to PDF provides full text search capabilities on indexed documents.
RS ImageManager is a robust document management solution that offers superior storage, distribution, retrieval and viewing options. You can save images and reports in unlimited document types on a hard drive, then after a designated time period, they will automatically be moved to a CD, DVD or optical media. The web-based retrieval and viewing faculty allows end users to intuitively locate and organize their documents. The documents can be organized in private or public folders, e-mailed, printed, faxed and routed to gain approval among other actions. Send a link to a co-worker or the exact page in a document with a message explaining what needs to be reviewed or approved. WebNotes™ enable users to make public or private annotations on documents to note disputes, errors, or reminders.
Security is of the utmost importance, is comprehensive and may be easily administered. Whether on the Intranet or Internet, security must be enforced to insure only authorized users have access to the appropriate documents. RS ImageManager supports Secure Socket Layer (SSL) connections to prevent unauthorized access. Data encryption capabilities provide a safe environment, and Single Sign-on eliminates the need for users to manage multiple passwords and logons. Security may be tailored for each individual user and group; with the flexibility to limit a user’s actions, you can restrict a user’s permission to E-Mail documents, or designate a user as having only view access (read only). A message is recorded in a detailed audit log for each access and all actions performed on a document. For example, when a document is E-Mailed a date/time stamped entry records the information in a detailed audit log, which is ideal to track activity for corporate regulatory compliance.
Achieve a greater business processes optimization (BPO) with Ascend’s Outsource Scanning services. Vendors send invoices directly to Ascend. All mail, document prep, scanning, extraction and validation are performed by Ascend Outsource Scanning department. The resulting documents are then transmitted to the customer’s approver or AP Processor in either centralized or decentralized locations. This capability will take your users into a completely paperless environment and eliminate the effort and cost associated with scanning hardware, consumables, maintenance, mail sorting, paper handling and scanning.