OCR & Data Capture Project Analysis Survey

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Goals of this Document Processing & Data Capture Survey

This Survey covers thorough Q&A needed to properly understand and plan your document processing automation, allowing us to understand hidden constraints and to recommend best possible solutions. Please fill out with as many details as possible. If more than one document type is scheduled for processing implementation, and parameters of each document type are different, please fill out a separate Survey for each form.

Providing more and high-quality detailed information and sample images allows us to provide you with better solutions and services. Please help us help you.

Time needed to complete this survey: about 10-15 minutes

DOCUMENT, WORKFLOW, BUSINESS PROCESS INFORMATION

What is the form or document you would like to automate (such as: Agreement, Invoice, Purchase order, Quote, ACORD25, IRS 1040, Ticket etc.) using terminology you commonly uses in your business. Each document type (if more than one) should consist of document set with similar formats, fields, rules, etc. If your project contains more than one document type to be processed, please fill out this Survey once for EACH document type.

Document type:

█ START HERE: Document type: *

Other (specify):

█ 2. What kind of form / document is it?

Fixed form (same forms, data fields are in same position)
Semi-structured (forms vary in format, same data set, data may change positions)

Unstructured (forms vary in format, different data exists on different forms in different positions)

█ 3. Are representative images available for review?

YES, included
NO, not available at this time, but can be collected

https://www.dropbox.com/request/VrR7EEqCfaOu41LSArrh

YES, will be provided at a later date:
NO, cannot be provided (please explain):

█ 4. If documents have axillary pages, such as Exhibits or cover pages or miscellaneous pages attached after main document pages, how would you like to handle Attachments?

NO auxiliary pages in my project
YES, attach those pages to documents
Ignore or remove pages other than identifiable documents defined in

5. Expected document structure?

Single page document / form
Multi-page document / form with fixed quantity of pages (such as a 3-page survey)

Always same number of pages in every document

Multi-page document / form with unknown quantity of pages (such as a multi-page Invoice)

█ 6. Total volume of documents to be processed? Please document backlog and on-going volumes separately, if applicable.

Backlog:

First

Last

On-going:

First

Last

█ 7. How does your typical documents volume behave over time?

Consistent on-going volume

daily
weekly
monthly

Somewhat consistent, with peaks and valleys
Project to project (inconsistent weekly or monthly)
One-time projects (not weekly, sporadic)

█ 8. If you are printing these documents yourself, such as surveys or forms that will be filled out by other people, please indicate the print method (creation of paper originals).

All forms are printed by a single printing company
Single printer, in-house
Different printers, in-house
Provided to users electronically, printed by users
Documents are generated by users systems / printed by users / no control over document layout

█ 9. How are source forms / documents generated?

In-house created form

Have control over layout, open to modify for processing efficiency if needed
Cannot modify, must process as is

Customer created form

Have control over layout, open to modify for processing efficiency if needed

Standard industry / government form (Acord, HCFA, IRS tax forms, etc.)
Documents are generated by users systems / printed by users / no control over document layout

█ 10. Please describe in general what processes and workflow steps are performed in your project?

█ 11. Sources of input documents?

paper-based
digital (please specify fax brand provider below)

Mail / On-site scanning from paper

Receive scanned copies from multiple sources

—– company’s
—– to be provided by WiseTREND

E-mail attachments

—– company’s
—– to be provided by WiseTREND
—– ignore e-mail body
—– received into dedicated mailbox with no other content

Uploaded through your own Web portal
Mobile camera pictures/app

█ 12. If documents will be scanned: scanning parameters, do we have control over scanning environment, settings, hardware (internal)?

Yes, have control over settings
No, no control or already pre-scanned
Unsure what this means

█ 13. Document contains this type of data that needs to be extracted:

Single line text field(s)

—– Handwritten
—– Machine / printed / typed text

Multi-line text field(s)

—– Handwritten
—– Machine / printed / typed text

Tables / Line items / Tabular data

Checkmark(s)

Barcode(s)

Signature(s)

█ 14. What data do you need to extract? Please provide a list of fields. Use this detailed Excel table template (preferred) and upload through this link (https://www.dropbox.com/request/VrR7EEqCfaOu41LSArrh), or provide the list of fields below:

█ 15. What is your preferred processing and data verification method?

Internal users will verify data and exceptions in an internal tool
Internal users will verify data and exceptions in a system-provided tool
Outsource the document review to WiseTREND Managed Services Team
Automated / black-box / provide data as-is, no verification needed

█ 16. How many computers are planned to have the software (for on-premise installations)?

First

Last

First

Last

█ 17. How many operators are planned to interact with the software (on-premise or Cloud)?

same as Direct/Indirect Users

█ 18. What is your preferred software hosting architecture and strategy?

Depends on details/pricing/options/advice. Explain:

In-house/on-prem
our server(s)
AWS/Azure
private 3rd party data center:

Cloud / SaaS / Annual subscription

█ 19. How many operators are planned to perform following roles?

Same operators as Scanning

Same operators as Scanning
Same operators as Verification

Dedicated Administrator (exclusive Admin role to this project only)

█ 20. How many operators are expected to perform these roles in parallel (at the same time)?

█ 21. If there are any business rules that should be checked at the time of field extraction, list them per field. Common rules include data range checks, line items and total amount sum checks, lookup of data against backend database, check data for specific formatting, etc.

The list of rules was provided in attached Excel table
No rules or validation checks are required, straight data capture
Unsure what this means

█ 22. Do you currently own and/or use any other software with OCR and/or form processing functionality?

Yes (please specify below)
No

█ 23. Do you have a back-end system for data and document storage and retrieval after processing?

Yes, I have a back-end system and I am happy with it (please specify below)

Yes, I have a back-end system but I am looking to switch to better option (please specify below)

No, I do not have a back-end system, and I am looking for suggestions
No, I do not have a back-end system, and I do not need one

█ 24. What data output format(s) would you like to receive after processing?

Flat file, such as CSV, TXT, XLS, XML, JSON, DBF. Please specif your preferences below.

—– must have specific format required by backend process, please explain and/or provide a sample:

Direct export to ODBC database: DB type:

—– must write to specific tables, explain:

Web API, please explain:

Also need images of documents: filetype

█ 25. How would would you like to receive the data after processing?

Save to local/network location
Upload to FTP or cloud storage, type
Pass via Web API
issue webhook to Notify URL

█ 26. What are you looking for as part of this initial project review (check all that apply)?

Complete document processing outsourcing
Consultation
Generic demonstration
Cost / benefit / ROI analysis
Proof of Concept (PoC) project using my image samples
Prototype / test system to process my image samples
On-site Trial installation (if on-premise)
On-site meeting with Pre-sales Engineering Team: goals:

Other:

█ 27. Which parts of implementation do you prefer us to perform (check all that apply)? If some checkmarks are not checked, it will be assumed you prefer to perform those actions yourself using your own in-house resources.

On-site installation or
Remote installation
Project setup (processing settings, workflows, user roles and permissions, etc.)
Document template creation (define and capture fields, detect document variations, etc.)
Administrator training
Train-the-trainer training
User training
NONE of the above: please explain:

█ 28. What project management methodology are you looking for (check all that apply)?

Complete system implementation
Initial / partial system implementation
Software purchase, no implementation: who will perform implementation:

On-going support / maintenance

█ 29. Desired timeframe and turn-around for solution search, implementation, going live?

█ 30. Any other notes, instructions or constraints we need to be aware of?

Contact information: Technical *

Location:

Pacific (PT)
Mountain (MT)
Eastern (ET)

Primary contact?

Contact information: Business / Project *

Location:

Pacific (PT)
Mountain (MT)
Eastern (ET)

Primary contact?

Will require software technical training

E-mail a copy of this survey to me:

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