Comprehensive Document Classification With KTM Improves Analytics

Government organizations are moving away from document scanning using separator sheets not just to reduce labor but also to improve process management.

The simple fact is that separator sheet based scanning is neither deep enough nor comprehensive enough to meet government needs. There are many process constraints created by the use of document separator sheets in scanning. For case files the bulk scanning process tends to be slower, less consistent, less accurate and completely unable to provide the end-to-end monitoring that supports outcomes-based process analysis.

• Separator sheets drive bulk scanning processes that often add more delays than scanner speed can eliminate.
• Separator sheet driven classification is only as accurate as your clerical staff and rarely even measures accuracy.
• Separator sheet driven classification becomes less consistent as each new batch preparation work is added.
• Separator sheet driven classification tends to over simplify document types into broad categories that are ill-suited for process monitoring & analysis.
• Separator sheet driven classification is not trainable, so it does not adapt easily to input or output changes. 
• Separator sheet driven scanning tends to store a large number of compound documents stored in the ECM which creates security, records management and system migration problems.

Kofax Transformation Modules offers a powerful solution but it also adds new constraints. Not only do scanning results need to be of higher quality, but sophisticated learning capability and a more granular approach to document type definitions is required. Training is a key success-driver as organizations need to increase their skills to support a mixture of KTM based classification for certain document types and more traditional methods for more linear processes.

The benefits of a more granular approach to document type definitions go far beyond simply reducing manual labor.

Deep comprehensive document classification provides the foundation for: data extraction, compliance monitoring, workflow analysis, fraud investigation and governance processes. If your workers are identifying hundreds of unique document types and then using separator sheets to classify them into a couple dozen high level categories then you should really contact a Kofax expert to discuss how KTM could transform your business processes to make them more efficient, more data-driven and better prepared to support your process improvement goals.