Paperless Conversion and Documentation Management System
The term paperless office describes a process that uses a minimal amount of paper and its associated movement and filing and replace
it with documentation in digital formats. Advantages include increased productivity, cost savings, and space savings. And it is the
green thing to do. There are many paperless office systems available but many cost a lot of money and, perhaps more importantly, they
may not conform to a specific company’s business processes and work flow.
Innovative Pension Strategy and Design (www.ipsd.com) asked Bluepoint Design to develop a custom and
cost effective paperless document management system. The project was divided into several distinct tasks.
The documentation required to manage pensions and investments requires a huge filing system with large folders for every client.
Everything must be searchable and easily accessible. Macros automatically process email messages to extract the date and subject line
and file the data while making sure filenames and the information conform to rigid standards. Logs are created to provide for auditing,
tracking and error recovery.
Multifunction printers receive a fax, convert it to a pdf format and save it to a folder. Macro Express Pro monitors for changes in the
folders. When a change is detected a macro is launched on the computer designated as the ‘Current Monitor’. The macro loads the pdf and
sends it to one or more users. It renames the file and saves it in a temporary location. The users can then look at the file, handle it
and file the pdf in the proper place or they can delete it.
This gives IPSD real time results with information automatically going to the correct person. Faxes are read, stored and actions logged.
Paper is unavoidable. Documents come from agents, employers and employees. These paper documents are systematically scanned and converted
to pdf files via macros. During the scanning process Macro Express Pro asks questions and updates the meta data making it easy to index
everything for later searches.
OCR (Optical Character Recognition)
Optical Character Recognition (OCR) software is used to convert information in .pdf documents into text. This allows for indexing and
later search and retrieval of the information contained in the documents. To save the operators time OCR is not performed on the
documents during the scanning process. Instead, macros search for .pdf files created during the day and perform OCR overnight when
the servers and the network are not busy.
Employers and agents provide information about clients and employees such as name, address, Social Security Number and date of birth.
This information comes from a variety of sources that needs to be matched up, validated and corrected. The macros take into account
adjustments due to name changes, marital status and corrections to date of birth. Attempts are made to automatically fix discrepancies
between databases but for information that cannot be automatically corrected, the macros flag an operator with a description of the
discrepancy so the information can be manually corrected. Some clients can have several thousand employees.
This combination of macros, and the scanning and OCR software has the same effect as a $30,000 documentation system. Since January 2008
these systems using Macro Express Pro save an enormous amount of time and money to help Innovative Pension Strategy and Design compete
and succeed in the troubled financial marketplace.
Cory A. Jackson
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