Synopsis Of OCR & Data Extraction Provided
Implementation of iKAN Virtual Document Center using OCR & Data Extraction to handle paper and electronic document collaboration for core service operations using OCR & Data Extraction technologies.
What The Company Does
Naegeli Transportation performs point-to-point heavy equipment transportation services for engineering, construction, and the petrochemical-oil field industries. Their dispatch department initiates each revenue-generating activity including coordinating fleet logistics, delivery commitments, ensuring local regulatory compliance, load routing, and bill-of-lading receipt preparation and confirmation.
The Business Challenge
Naegeli’s business is focused on reliable, safe pickup and delivery of oversized loads that require specialized trailers, escort procedures, and municipal, county, and Texas Department of Transportation authorizations. The company averages 100-150 jobs per day. Each transaction has collaboration needs, beginning with initial due diligence and continuing through delivery of the load. During this planning process, different parties need access to varying levels of document-based information. In addition, transaction sequence requires certain documents to be verified, transported, delivered, and executed on strict timelines based on expectations of their customers and verbal agreements. Missing a deadline or mismanagement of critical documentation can be very costly in loss of future revenue, the incurrence of regulatory fines, or legal liability. Additionally, time, motion, and copying costs to assemble the necessary documentation for each job are significant using traditional administrative methods. Simple filing mistakes in the dispatching process could cause service delays, fines, and even injuries.
The iKAN Solution: Virtual Document Center
The iKAN Virtual Document Center using OCR & Data Extraction technologies integrated with Naegeli’s AS400 system proved to be a perfect solution to their document control needs. Multiple parties with specific logistics responsibilities are able to assemble the job documentation “virtually”. Driver assignments, routing, permits, logistical scheduling, bills of lading, and invoices are generated and verified in a quarter of the time as compared to the previous manual procedures. A bar code is generated to link the job to the customer, and is applied to the bill of lading. Once the bill of lading is signed by the customer and scanned into the system, an invoice is automatically generated. Naegeli can control who sees which documents, allowing different users to access information that pertains specifically to their business need. The company has eliminated delays in delivering due diligence information. This streamlined process has saved the company countless hours of tedious paper handling and frees up employee time to focus on core, revenue-generating business functions.
Results
By converting from a paper-based system to an automated electronic document solution, Naegeli’s workflow processes, visibility and accountability have significantly improved. As a result, the company has developed a superior reputation in the regional marketplace for better on-time delivery, safety, and reliability. The company’s information and business processes are organized and efficient as compared to its competition. Naegeli employees, most notably the dispatchers who were formerly truck drivers with little previous IT experience, appreciate the document management system’s convenience and ease-of-use.
The system has increased management visibility into the workflow process, which has enhanced employee autonomy and accountability. In addition to higher productivity and decreased manual labor, an evolution in the company’s culture has occurred. By improving collaboration and communication, employees have embraced a technological change that provides significant business efficiency.
Information storage, security, and accessibility also significantly improved due to redundant offsite backup via the Cloud. This was of particular importance following Hurricane Ike in 2008. After the storm, the iKAN Document Management System enabled Naegeli to restart operations quickly. While most other companies were severely impacted by flooding, power outages, and employee absence, Naegeli was able to provide uninterrupted customer service remotely via the offsite document storage and retrieval capability.