We currently process over 20 different types of documents and include landlord records, invoices, finance, iworld and property documents.
Hyde’s social purpose is to provide a home for those left behind by the market, and they want to do that for as many people as possible. Hyde engages with residents to offer easy to use landlord services and want to do this as efficiently and effectively as they can, with the money saved used to build more homes.
Physical documents are collected regularly with additional ad hoc collections from various Hyde locations. Digital documents are received for processing daily. After booking into our Production Control and Tracking System, we classify into document types and process to a pre-determined specification agreed with the customer.
This process is performed via our IBML scanners and classification software. Electronic documents are sent to us via several dedicated email addresses and via secure FTP. As electronic records hit our email addresses, they are picked up and classified electronically. Emails and attachments are sent to the same location for capture and indexing.
Each document type has a different set of capture criteria, and several different methods of indexing are employed. Where document types are generally recognisable as forms, we use software to assist the captured content. In some cases, we match and merge against provided database lookup tables to populate index fields referenced by a unique identifier. Purchase invoices are documents we term as semi-structured and in this case, we employ specialised software which is specially designed for extracting data from documents where data is consistent in nature, but not in location.
We employ multiple OCR engines to give a belt and braces approach to capture accuracy. The system operates a knowledge base which is continuously updated, leading to increased accuracy as the job progresses. Our post-processing team manage any exception handling. We adopt straight-through processing for certain documents types where data is automatically extracted and matched and loaded to PaperVision for viewing by Hyde.
PaperVision Capture (PVC) manages the flow of batches through each process eventually exporting the complete documents to the appropriate line of business. PVC can also be used to validate barcodes and zonal OCR required for specific document types.
As always there are documents where there is no alternative but to index manually and we have a long-serving experienced UK based team to fulfil this task. All images and data are uploaded on to our PaperVision Enterprise Content Management System; this is then accessed by Hyde staff.
PaperVision is audited by Hyde to confirm compliance.