Document Lifecycle Application Overview v5.0

Document Lifecycle Application Overview v5.0

In DocuNECT the lifecycle details the rules that define how the document behaves throughout its life…from where it is captured; how information is extracted; and where it is distributed.

The Life of a Document

If you consider a document’s life in its simplest form:

A document is created that contains information. It is involved in a process to deliver, or further gather, information from business applications or a community of users. This information eventually expires, or is no longer needed, and then the document is deleted, archived or updated to repeat the process

The DocuNECT lifecycle is designed to match a document’s lifecycle, managing the data gathering and distribution process between business applications and the user community.

Example 1: Life of an Invoice Document

Let’s consider the life of a typical invoice
1. An invoice is created by a vendor automatically from their accounts receivable system
2. It is then sent to the customer for payment either by sending it through the regular mail, email, or some other method
3. Once the invoice is received, the data on the invoice is typed into the accounts payable system for processing by the finance department
4. The invoice may be checked at this point to confirm that it is valid
5. The finance department codes it and then sends the invoice to the appropriate individuals for approval
6. Once all the approvals are gathered the invoice returns to the finance group for payment
7. The invoice is then archived until its records retention period has expired, at which time it may be deleted

Example 2: Life of a Loan Service Document

1. A DVD or disk-drive is received that contains a number of loan documents that make up a portfolio that a loan servicer has purchased
2. The documents need to be analyzed and sorted into a structure format so they can be imported in a document management system
3. An import process takes the documents from the location provided, retrieving document index data from a Microsoft Excel spreadsheet
4. Loan service representatives review the imported data and confirm that everything has been imported and associated correctly
5. The documents are then distributed to the document management system for access
6. The documents remain there until a period of time after the loan has matured and may be deleted as part of a records retention policy

Combining Document Capture and Workflow

Looking at the above two scenarios from a traditional viewpoint, the invoice scenario is considered a document workflow, whereas the loan servicing scenario is considered document capture. This is where DocuNECT is considered unique, as it accurately maps to all aspects of the document lifecycle. DocuNECT combines document workflow and capture. In DocuNECT’s world, workflow is really part of the document indexing stage. Allowing users and business applications to perform actions on the documents to gather, confirm, and exchange information

DocuNECT Document Lifecycle Applications (DLA)

Document Lifecycle Applications are a set of configurations that are used to describe the life of a document. There are three basic stages of a DLA:


The following diagram explains the basic lifecycle a little further.


Taking Into Consideration Existing Business Applications

As document management is a mature functional application an organization may already have an application they want to leverage that already manages part of the document lifecycle. DocuNECT Lifecycle Applications can be developed to either map all or part of a document's life.

Batch Processing and Document Actions

Our experience has shown that document typically travel in batches while they are being captured from their source and indexed, however, when being worked actions are performed on them individually.

To carry forward our invoice scenario above. Invoices will be captured and indexed (either scanned or electronically captured). Invoices would typically be grouped together during this stage into batches, perhaps containing the invoices being scanned that day. However, each invoice would be routed individually for approval.

DocuNECT allows this process to be managed within the same Document Lifecycle Application.

Document Processing and Data Extraction

At the core of every Lifecycle Application is DocuNECT's document processing and data extraction engine. The lifecycle rules can contain a number of document processing and extraction functions. For a complete list, review the Lifecycle DocScript Functions, however, the following list provides a summary:

Document Processing

  • Document Separation. The document being processed can contain a number of documents. For example, a scanned loan file can contained a number of separate document types. The lifecycle can separate these documents based on text, barcodes, and t-patch separators.
  • Document Conversion. Documents can be converted to a number of different formats to make sure their format is compatible with the target system.
  • Redaction and Watermarking. Values in documents can be redacted and/or watermarked as to comply with internal/external regulations and security policies.

Data Extraction
Data can be extracted from the documents in a number of ways:

  • Extract the text from barcodes in the document.
  • Link the data in documents with external databases, or reference files (text file or XML).
  • Extract the data based on business rule templates.

All actions performed on the document are stored within an audit trail.