Kofax Software Excels At Document Capture

Xtrata works under Kofax's Ascent software product, a suite of modules that translate paper-based documents into digital data. The modules digitally convert images using optical character recognition, index them and validate results that help verify recognition and release converted documents into a back-end database or a content management server. Ascent can feed data into FileNet,

Documentum, Hummingbird, OpenText and many other large content management servers, and because it can release data in XML format, any content management server can adopt this capturing system.

Most Ascent modules can run on a single PC or across multiple servers, depending on the volume of processing. Ascent can even work on a WAN, allowing users on separate networks to process documents and verify their accuracy at their location. This flexibility allows solution providers to decide how to distribute the processing. The scanning can be done at the point of origin, while the indexing can be performed locally or at some central location.

By distributing these components, large companies can save money by cutting document processing time, increasing conversion accuracy and centralizing data. For example, one Kofax customer processes 15,000 invoices annually from its accounts payable system using this distributed method and has reduced its processing expenditure by about 33 percent.

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Ascent provides a complete workflow for scanning, recognition and document release, and Xtrata adds the ability to extract documents from multiple scanner vendors.

Because numerous errors can occur when passing paper forms through scanners, solution providers have to consider extensive technical support and factor in its cost when estimating contract bids. Typically, scanner technicians have to write scripts and work with solution providers to write code that compensates for scanning distortions. This forces solution providers to overbid jobs to compensate for maintenance costs.

To ease these challenges, Kofax fine-tuned Xtrata to correct most technical problems and simplified the risk factors related with capturing paper-based data by eliminating most of the manual labor associated with data correction from multiple scanners.

Xtrata analyzes the structure of captured data using a form histogram and automatically identifies zones from which users would want to extract data. Regardless of how data zones float and shift, Xtrata can separate them from the rest of a form. Setting up data zones in forms is an easy process of pointing and clicking areas where the data must be captured.

One area where things can go wrong is when two or more forms are similar. But Xtrata uses a deductive process and field matching tool to isolate and identify the correct form, and then places the unique characteristics of the form's structure into a histogram to eliminate future ambiguity.

Ascent Xtrata software uses a buy-as-you-need model, with pricing starting at $1,000 and increasing based on monthly volume. Kofax offers four partner levels based on sales volume and certification. The average margin is 30 percent. The company also provides marketing materials, presentations, pre- and post-sales technical support over the phone or online and sales and technical training.