eBOOK

Transform documents
into actionablebusiness insight
Capture solutions provide
the foundation for yourdigital transformation

Content
Capture is the foundation of information management

3Enterprise capture

10

Capturing information improves productivity

4High-value use cases within an organization:

10

A solution that provides the foundation for tomorrow

5

Distributed and mobile capture

11

Move to digital without starting over5

High-value use cases within an organization:

11

Match the investment to the vision6

Choosing the right product12

Finding the right solution

7

OpenText Intelligent Capture standard edition

13

Batch process capture

8

OpenText Intelligent Capture enterprise bundle

14

High-value use cases within an organization:

8

OpenText Vendor Invoice Management for SAP Solutions

15

Advanced capture

9

OpenText Core Capture

16

High-value use cases within an organization:

9

Proven ROI

9

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Transform documents into actionable business insightCapture is the foundation of information management
Despite so many advances in technology and automation, the promise of a
totally paperless business is not yet reality. Many enterprises still manage key
processes, including records management, on paper. According to an AIIM
survey, one of the top three reasons organizations continue to use paper is
a “lack of understanding of paper-free options.”1 This includes what capture
technologies do beyond connecting the scanner to a Content Services or line ofbusiness application.
This eBook discusses how capture technologies can facilitate digitaltransformation and how organizations can take advantage of OpenText’s
portfolio of intelligent capture products.

Capture solutions automate scanning and capture and produce metadata alongwith an image file and/or OCR text. This information is migrated to an EnterpriseContent Management system, allowing a search of the assets based on themetadata and viewing it using document imaging software.
OpenText has a focused portfolio of products that turn paper into digitalcontent and extend powerful capture capabilities throughout an organization for
centralized high-volume capture, mobile capture or remote scanning for remote
offices and customers.

Start on the right foot: Capture the right information at the beginning

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You cannot manage what you do not understandManually classifying documents and applying metadata istime-consuming and error prone

Metadata is the foundation for process automation, information
governance, findability, context, routing and security

Automating the capture and application of metadata is the firststep in good information governance and the first step in many
business processes

Transform documents into actionable business insight

1

AIIM, Market Intelligence (2015)

Capturing information improves productivity
An AIIM survey of nearly 30,000 CFOs found that capturing information frominvoices can increase employee productivity by more than four times.2 Simply
scanning and applying optical character recognition (OCR) technology limits
disruption during digital transformation, improves findability and enhances
security of valuable documents.
In the same AIIM survey, more than 30 percent of respondents noted that theiroffices are “piled high with paper and are (still based on) paper-based processes.”
In addition, 40 percent said, “most of our important stuff is referenced and filed as
paper.”3 According to a recent Gartner analysis, the evidence is clear that paper isstill a major impediment to any digital transformation effort as a knowledge worker
still prints an average of 400 pages per month.4

More than 3
years, 6%

3 years, 6%
2 years, 8%

3 months, 4%
6 months, 24%

18 months,
17%
12 months, 31%

Source: AIIM, Market Intelligence. (2015)

Overall, what would you say has generally been the payback period for
those paper-free process projects? (N=139, excl. 102 don’t knows)

Proven results
Using a combination of OpenText™ Content Services capture and technologies, Eaton Vance, one of the oldest investment management firms in the UnitedStates, increased its number of new account openings by 24 percent in a period of six months—largely because the average time to open a new account was
reduced by 26 percent. An incorporated audit trail has enabled Eaton Vance to save an average of 1.5 days per account for regulatory and audit due diligence.
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Transform documents into actionable business insight

2 AIIM, Market Intelligence. (2015)
3 ibid
4 CIO, Why paper still rules the enterprise. (January 25, 2016)

A solution that provides the foundation for tomorrowCapture reduces paper usage and manual labor, improves tracking andauditing of document usage (which contributes to compliance with regulations),
enhances searchability, automates processes, reduces physical storage
requirements and enriches data quality. In addition to the initial 12-month ROI,
most enterprises expect a three- to five-year window of use out of softwarepurchases. Capture technologies provide value over the three- to five-year
window by delivering flexibility in all aspects, including types of endpoints, userinterfaces and an expandable catalogue of file types.

Move to digital without starting overIn the age of digital transformation, there is an increased demand for
distributed and mobile capture, as well as realtime recognition.
These elements enable the capture of documents closer to the point of origin,
as well as offer more immediate data capture. This helps speed the time of apaper-based transaction so it can be turned around with the same efficiency
as an electronic transaction.

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Transform documents into actionable business insight

OpenText™ Intelligent Capture provides features beyond scan support andintegration into back-end systems. It offers powerful processing tools thatextract information from documents via OCR and can even be used as partof validation or indexing services. These types of tools do not just provide
value when dealing with paper, but also PDFs and digital image types. Whenorganizations invest in an OpenText capture tool, they can find value in thetechnology, even without paper as a driver.

Realtime transfer
back and forthCo-classification of paper and digitalborn documents is the foundation of
any information management strategy.

Co-classification of paper and digital- born documents isthe foundation of any information management strategy.

This requires intelligence in the capture solution that canrecognize elements of both paperand digital documents.

Realtime
recognition serverThis requires intelligence in the capture
solution that can recognize elementsof both paperand digital documents.

Match the investment to the vision
Capture is not a one-size-fits-all scenario. Different enterprises have different needs that influence top priorities.
The top three value features include:
1. Batch capture. Manages the scanning of large stacks of documents (and/or ingestion of electronic images from various sources, such as email,PDF and fax servers). As part of automated batch processing, organizations should prioritize out-of-the-box tools for cleaning up images, separating
the batches into individual documents and indexing. This provides streamlined, automated ingestion of large volumes for digital storage.
2. Automated classification and data extraction. Separates and indexes documents with complex auto-classification of documents and extractionof data from fields. Organizations prioritize tools that integrate with existing content repositories, ERP systems and line-of-business applications.

3. Enterprise-ready capability. Enables IT and business stakeholders to control and ingest content from any location, anytime and with complete
control of access. Organizations prioritize tools that support both distributed (for example, multiple geographic locations) and mobile capture
scenarios and integrate with third-party systems via connectors. A software development kit (SDK) ensures that organizations have the flexibility
to integrate capture securely into any internal or external capture point, including websites, desktop applications and back-end systems.

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Transform documents into actionable business insightFinding the right solution
Enterprises of all sizes benefit from adding a capture solution to their Content Services portfolio.
Organizations must understand which features best complement existing solutions to ensure they
have a product that meets their needs.

Capture server Image processing OCR,
Back-end system:
document separation, indexing
EDM,validation
RM, ERP

Capture server• Back-end system: EDM, RM, ERP
Image processing
OCR, document• Back-end process: workflow,
separation, data analysis
Back-end process:indexing validation
workflow, data
analysis
Capture technology (as shown above) has several key features that enable core capture categories, including batch capture, advanced capture, mobile anddistributed capture, as well as enterprise readiness. Each of these capture categories requires different features and supports a variety of high-value use
cases. This section will walk you through the features and use cases for each category.

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Transform documents into actionable business insightBatch process captureWith batch process capture, the user can convert a stack of documents
into images with associated indexing information. The batch then moves via
workflow or API to the enterprise’s Content Services system. The steps for batchprocess capture include scanning and importing images, image processing,
document separation, applying OCR for creating full-text searchable PDFs and/or for automated indexing, field-based data capture, data and image validationand verification and release to a back-end process.

APP

High-value use cases within an organization:
1. Onboarding multiple new employees
2. Back-file conversion
3. Asset certification (e.g., X-ray machines, vehicle insurance)
4. Employee certification via external services(OSHA, diplomas, continuing education)
5. Meeting management (municipal, ad hoc board of
directors’ meetings)

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The primary ROI of batch process capture is the ability to apply a simple index toensure document readiness without manual intervention. This reduces cost andtime investment of underwriting, onboarding and other processes that requireingestion of large volumes of documents from external sources.

Calculate your cost >Advanced capture
Advanced capture includes such features as the auto-classification of
documents and extraction of data from variably structured documents. It
proves valuable for a single file containing multiple document types, such asmortgages, tax forms and medical records. It is also ideal for forms-based
content, such as invoices or contracts, which often contain similar information
with different layouts.
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High-value use cases within an organization:
1. Identifying and applying universal attributes to documents
for multi-department use (e.g., employee benefits)
2. Customer service management (e.g., customer onboarding, invoicing)
3. Employee compliance activities (e.g., proof of activities, expenses)
4. Asset valuations (e.g., property surveys, recordingarchitectural changes, facilities management)
5. Digital mailroom for single line-of-business (e.g., mortgage
file creation, vendor contract management)

Proven ROI
Sympany uses OpenText advanced capture technologies to increase customer satisfaction and reduce operating costs. This allowed Sympany to decreasecustomer service wait times and move key planning initiatives forward due to greater visibility into both internal and customer processes. “Thanks to the
OpenText solution, the processing time for services has been halved. This has enabled us to achieve a significant increase in customer satisfaction,” said
Rosario Mascaro, IT application manager of ECM at Sympany.
Note: For enterprises that have standardized on SAP, OpenText™ Vendor Invoice Management for SAP® Solutions is a pre-built advanced capture solution for efficiently
moving invoices into an SAP system.

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Transform documents into actionable business insightEnterprise captureEnterprise capture enables an organization to takethe capabilities of advance and batch capture
processes and spread them across multiple
departments and applications. In highly regulatedindustries, there can be certain compliancerequirements. Insurance companies typically have ahigh volume of claims and healthcare organizations
must deal with medical records. An enterprise
capture application can design, execute and manage
all requirements. It can offer intuitive process design
tools, run on distributed servers, divide work evenly
among multiple employees and processors, offer
insight with detailed operations analytics and deliver
data and images to multiple back-end systems andprocesses.

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4. High-volume client request processing(insurance claims, mortgage processing)
5. Complicated compliance needs (multi-siteclinical trials, perishable distribution)

1. Multi-site digital mailroom

A typical organization could benefit from document
capture in multiple departments, including Human
Resources, Accounts Payable, Legal and many
more, depending on the specifics of the businessand its market.

2. Shared services for multiple lines of business

An enterprise implementation

3. Secure processing of sensitive client documents(digitization of patient records, pharmacy records)

An OpenText enterprise capture solution has beentransformational for Minnesota Revenue, letting theHigh-value use cases within an organization:

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Transform documents into actionable business insightAPP

agency expand its electronic processing of businessand personal tax returns, vouchers and checkpayments. Minnesota Revenue has seen measurable
gains, including reducing voucher exceptions from64 to three, decreasing overall service time by 40
percent for deposits and freeing up agency staff
from manually processing more than 800 document
types. “We believe we have established a blueprint
for electronic tax return processing that other tax
types and agencies can leverage, including revenue
agencies in other states,” said Cyndi Rowley, former
revenue tax operations division director.

Distributed and mobile capture
Distributed capture allows enterprises with multiple offices to standardize
capture operations. The processing remains with a central authority, which
ensures repeatable processing, indexing and routing. This allows users withthe most knowledge to add context at the time of entry. Mobile capture goes
hand in hand with distributed capture, as field workers and mobile services
standardize on tablets and smartphones as the principal devices
for capturing information.

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Transform documents into actionable business insightHigh-value use cases within an organization:
1. Multi-site digital mailroom
2. Shared services for multiple lines of business3. Secure processing of sensitive client documents(digitization of patient records, pharmacy records)
4. High-volume client request processing (insurance
claims, mortgage processing)
5. Complicated compliance needs (multi-siteclinical trials, perishable distribution)
The primary ROI is increased efficiency of processes started remotely or acrossmultiple geographic offices.

Calculate your cost >Choosing the right product
Information capture and data extraction is a process, not a single step.
This includes not only the ingestion of the initial document, but also thesorting, routing and movement of documents and extracted metadata
into line-of-business applications. This can include capture of documents
during an ongoing process, allowing users to act based on all the necessary
information. The best way for an organization to choose the right productis to determine its use case.

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Transform documents into actionable business insightOpenText Intelligent Capture standard edition
Intelligent Capture standard edition includes the most advanced document
and character recognition capabilities available to turn documents intomachine-readable information. It classifies documents and extracts the data
“stored” in scanned images and faxes, interpreting it using OCR, ICR, IDR,
adaptive reading and other technologies. Intelligent Capture reduces manual
keying and paper handling, accelerates business processing, improves data
quality and saves money.

Benefits:• Increase accuracy• Improve compliance• Harness advanced technology• Minimize integration effort

Document-based capture platform• Transforms today’s slow, manual business processes
into automated digital processes• Ensures rapid time to value with quick setup
and simplified configuration• Integrates seamlessly with mission-criticalbusiness applications

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Transform documents into actionable business insightOpenText Intelligent Capture enterprise bundle
Intelligent Capture enterprise bundle is an enterprise-strength, processdriven capture software platform that converts documents, both physical andelectronic, into application-ready, digital content. It transforms documents
captured from any source into actionable digital information that combines withbusiness systems to automate critical processes. OpenText differentiates with aproven ability to meet the most demanding capture requirements.

Benefits:• Accelerate critical business processes• Increase accuracy• Improve compliance• Support digital transformation initiatives

Enterprise process initiation platform• Transforms paper documents into actionabledigital information• Supports solutions across the enterprise with a single platform,
including Human Resources, Accounts Payable and businessprocess outsourcing managing multiple client systems• Enables fast setup with graphical configuration via the capture flow designer• Ensures support for the most demanding capture
requirements with multiple server clustering• Integrates seamlessly with mission-critical business applications
to ensure information is available as part of processes

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Transform documents into actionable business insightOpenText Vendor Invoice Management for SAP Solutions™

OpenText Vendor Invoice Management for SAP Solutions optimizes andsimplifies the process of receiving, managing, routing and monitoring invoices
and related documentation. Stakeholders quickly and efficiently access invoice
information, such as the relevant PO number and status of the invoice payment.
This digital transformation results in shorter approval cycles andfaster payments.

®

Benefits• Accelerate AP operations via integration withSAP Business Suite and SAP S/4HANA®
• Boost productivity by automating invoice processing• Ensure accurate, on-time financial reporting• Promote regulatory compliance with a well-managed, standardized process

SAP-centric capture solutions• Adds document capture services to SAP business systems• Addresses challenges related to receiving, managing, routing
and monitoring invoices and related documentation• Ensures rapid time to value with fast setup and simplified configuration• Integrates seamlessly with SAP Business Suite and SAP S/4HANA

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Transform documents into actionable business insightOpenText Core Capture™

OpenText Core Capture is a lightweight, public-cloud app that helps turn stacks
of paper into digital information. Before documents can be brought into a systemof record, it is essential that they are sorted and categorized effectively. Core
Capture makes it easy to track progress, guiding users through the capture
process with contextual messaging and an efficient interface to quickly find and
fix OCR and business rule exceptions.

Benefits• No need to install software
on local clients• Realtime categorization
automatically captures andorganizes documents, eliminating
the need to sort documents by hand
• Intuitive user interface is easy touse, even for first-time users

Ad hoc, distributed capture• Enables ad hoc, non-dedicatedcapture tool requirements• Offers SaaS, publiccloud based capture• Includes optional add-on
for other OpenText capture
solutions to extend distributed
capture requirements
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Transform documents into actionable business insight

About OpenText
OpenText, The Information Company,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information about
OpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.

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