OutProsys's specialised document management Production Facility is optimised to accept all types of Incoming Paper and Electronic Documents by hand, post, fax, web or email. Paper documents received, are first sorted and prepared for transfer to high speed scanners (either onsite at the client or at our production facility) where they are converted into electronic image files, merged with files that were received in an electronic format and uploaded to our Servers utilising a secure encrypted SSH connection.

Here OutProsys’s experience and technical capability comes into play utilising a combination of our leading edge recognition technology and highly trained & experienced data entry operators to capture typed and handwritten text in multiple currencies & languages from the scanned electronic images. Our manual capture of hand written text involves one operator first capturing the data and a second more experienced operator re-capturing each character blind ensuring all data is double captured. Typed text that goes through the optical recognition process is followed by key correction, which requires the support of exception management where our experienced data entry operators perform ocr corrections and double check for

any anomalies. This double capture process combined with matching processes and validation routines recognises the wealth of data on each document and turns it into valuable electronic information that is accurate, complete and valid. In addition, we ensure that at all stages of the process the appplicable control and compliance issues (SANS 15801, FICA, NCA, ECT, SARS) are followed and complied with.

Finally, within the agreed SLA timeframes the validated electronic data captured from the Documents is processed into the customer required format and securely uploaded to the clients ERP system, thereby enabling inclusion within the decision making process. The electronic images & data can be hosted on our secure Web Portal to provide authorised users 24x7, real time access to their documents as well as Disaster Recovery offsite backup.

In order to ensure guaranteed continuity of service supporting the processing and hosting of over three quarters of a million documents a month for our clients we save all data and electronic documents not once or twice but three times and have a failover firewall, failover power generator and failover internet bandwidth.