Government agencies that administer land records typically find themselves working through tedious manual workflows that can be error prone and time consuming. But it doesn’t have to be this way – Extract Systems has a specialized software solution that automates the processes required to record and manage official documents. The system radically enhances both the experience of the citizen and of the office serving the public by streamlining workflows and leveraging automation.
Whether you have a need for redaction, data capture, or indexing, Extract can automatically identify and route your data and documents quickly, securely, and very accurately.
Automated Indexing:
FLEX Index is Extract Systems’ automated indexing solution. The software streamlines repetitive, manual processes and transforms documents into retrievable, business-ready data. It is designed for easy integration with all commercial and proprietary systems and can be customized for your unique indexing standards, documents, workflow, and business requirements.
How it Works-
FLEX Index accommodates scanning, image loads from watched folders, FTP-servers, and automated e-mail attachment capture. Loaded or scanned images can be improved before processing with tools that rotate, deskew, despeckle, etc.
Documents are automatically classified based on their content and processed according to type. Multi-page documents can be paginated, and once classified, routed accordingly.
Our software incorporates the top OCR toolkit, Omnipage, with OCR and MICR for machine printed text, ICR for handprint, and other functionality for barcodes. After the text is identified, rules-based logic is applied with unique data capture rules that can be applied based on document type.
Automated Redaction:
ID Shield is Extract Systems automated redaction software; it reads and classifies documents the way a
human would, intelligently processing information to identify redactions based on document type.
How it Works-
For workflows that require validation, the software highlights clues and discrete data specific to the document type and assigns a value that measures how well the data matches the pattern and clues. These values, or 'confidence' classifications, are used to streamline verification workflows and minimize labor costs while maximizing accuracy.
As with our indexing solution, ID Shield uses the OmniPage character recognition engine before applying our rules-based logic. Our proprietary rules formula uses keywords, phrases, contextual clues, pattern recognition, exclusion logic, and spatial location to precisely find sensitive data types. We use the latest machine learning principles of NER, NLP, and clustering to constantly improve our software's accuracy.
Combining Automation With Machine Learning:
You’ve likely already heard a lot about Machine Learning (ML) and the benefits it can have to improving tedious workflows. We know how valuable ML can be to government offices, which is why we apply it to our OCR rulesets to expedite your processes, boost your accuracy rates, and further customize your workflows/additional rules.
A huge benefit to Machine Learning is that your staff doesn’t even have to be on-site for the capture rates to improve. These constant improvements mean that with our platform, your records can be made available 2-3 hours after being filed.
When choosing a vendor, it is important to go with a company with a proven track record. Extract has redacted and indexed over 5 billion pages with zero data privacy breaches. We have the expertise and experience to deliver results consistently. If you are interested in learning more about what Extract Systems can do for your agency, please reach out today.
About the Author: Taylor Genter
Taylor is a Marketing Manager at Extract with experience in data analytics, graphic design, and both digital and social media marketing. She earned her Bachelor of Business Administration degree in Marketing at the University of Wisconsin- Whitewater. Taylor enjoys analyzing people’s behaviors and attitudes to find out what motivates them, and then curating better ways to communicate with them.