Improve Government Processes and
Service to Constituents While Reducing Cost

Kofax customers in the government sector benefit from a highly secure and scalable capture platform that can serve a wide variety of document intensive business processes. The Kofax system automatically captures any type and format of document, transforms it into actionable information, and delivers that information to the right people, processes, applications and back end systems - all enabling our customers to become more efficient and significantly reduce cost. Outstanding scanning capabilities for paper documents provide high data quality, scalability allows the system to adapt to changing needs and peak times, and monitoring and tracing capabilities enable an auditable data flow across government organizations and beyond.

Automate the Processing of Tickets and Vehicle Licenses

The State of New York Department of Motor Vehicles (DMV) improved the efficiency of a ticket imaging system that processes traffic violation tickets from various policing agencies. They also accelerated the processing of title services, safety records and licensing fraud for salvage vehicles.

Automate the Processing of Property Tax Documents

The city of Calgary, Alberta, Canada streamlined the process and reduced the time and cost for tabulating property taxes for more than 350,000 home and business owners. Properties can be assessed faster so taxes can be levied and money collected to maintain municipal programs.

Speed the Processing of Agricultural License Applications

The Oklahoma Department of Agriculture automatically processes a wide range of documents associated with applications for agriculture related licenses.  The system has yielded a wealth of benefits including paper elimination, disaster recovery, automated business processes, Internet application accessibility and improved customer service because department workers now have visibility into documents in real time.

Automate the Processing of Confidential Documents

The State of Wisconsin Department of Health & Family Services (DHFS) securely and accurately captures 350,000 to 450,000 critical documents per month in support of disability programs, food programs, healthcare and other forms of assistance for low income families, the elderly and disabled persons. DHFS uses the Kofax system to extract critical information from these sensitive documents, index it in an organized and relevant fashion,and securely route the documents and data to multiple agency locations via the Internet. The Kofax system is also a key part of DHFS’ disaster recovery system.

In today’s economic environment, government agencies must expand and deliver social services as well as programs to stimulate economic recovery. To do so, organizations need secure access to high quality information across departments to ensure the efficient processing of cases and claims. But although e-government initiatives are common today, their promise cannot be fulfilled unless agencies eliminate hurdles such as the tons of paper which are shipped or filed in dispersed file cabinets.

• Any case related document can be digitized at high quality at its point of origin through standard office equipment such as scanners or MFPs.
• Classification and extraction capabilities enable any document or data related to a particular case ID to be routed to the right process or application, and to be shared among departments and organizations as needed.
• Automated validation and detection of missing or incorrect data enhances processing and ensures that only accurate and complete data enters the electronic case folder.
• The robust, scalable and flexible enterprise capture platform from Kofax optimizes case management by capturing and sharing relevant information across functions in a compliant way.
• The Kofax system enables effective and efficient collaboration across multiple departments and government authorities. Data entry and information flow are auditable and traceable from scanning/capture at the point of entry to the final archive, supporting regulatory compliance.

Access and Share Accurate, Up to Date Information Faster
The State of Utah Office of Recovery Services (ORS) significantly reduced the time to collect and distribute child support payments to families in need. ORS successfully digitized key workflows at its Child Support Services bureau, minimizing the time for parents to receive funds, turning rooms full of file cabinets into much needed office space and streamlining case management for its case workers.

Efficient records management is the backbone of a government agency’s daily work. The volume of information produced in the government sector is growing annually by an average of 50%. Although the amount of digital data in government organizations has increased, the amount of paper is still huge - and as a result, the risks of data loss, misplaced documents and inefficient search remain huge as well.

Coping with this amount of information in a compliant manner requires a highly scalable platform that can support both the capture of documents and the exchange of information across multiple processes. Kofax provides government organizations with a robust, flexible and scalable enterprise capture platform to meet the full range of document capture and management demands. It enables e-entry of new documents as well as back file conversion of high volumes of documents in any format, and seamlessly integrates with repositories, content management systems and relevant processes.

• Outstanding scan quality enables the capture and digital preservation of information from deteriorating or hard to read paper documents.
• The Kofax enterprise capture platform offers the scalability to capture and manage hundreds to millions of documents per day, and to operate in both centralized and highly distributed environments.
• Any document type - on paper, fax, email, image or any other electronic format - can be captured from desktop scanners, MFPs and high volume production scanners alike, across your organization and extended network.
• Via automated classification, documents can be routed to the right systems and data repositories quickly and securely, consistent with policies and regulations for records retention, disposition and privacy.
• Our market leading “learn by example” technology enables the automated recognition and extraction of information from any document without programming. Relevant information can be extracted from structured and unstructured documents and routed to processes and data repositories.
• Information from e-entry of new documents as well as from back file conversion can be consolidated and routed to processes and data repositories based on agency specific business rules.
• Integration with a wide range of workflow and content management applications ensures that both scan-to-archive and scan-to-process operations work harmoniously, feeding data into cohesive business processes.
• High availability and disaster recovery enable secure and compliant management and access of records. They also increase customer service efficiency as the electronic files can be easily searched and found in the data repository and necessary action can be taken on the fly.
• Performance monitoring provides real-time metrics on the operational health of your capture system and remote real-time management of system performance to meet throughput requirements.

Government agencies have to deal with an enormous volume of invoices, including many driven by case and claims settlements. To make this challenge even more complex, those invoices originate with a vast number of different suppliers.

End-to-end automation of invoice processing - including e-invoicing, workflow and seamless ERP integration - can significantly reduce the extensive effort of managing invoices, whether they are involved in the settlement of a case or for any goods or services purchased by the agency.

• Invoices can be automatically captured, no matter where they enter your organization, and no matter in which format (paper, fax, email, e-invoice and so on).
• Invoices can be classified at the point of entry through intelligent recognition of invoice header and line item information.
• In case of missing or incorrect data, an automated alert function triggers exception handling and correction.
• Only correct and complete invoices are sent to the relevant applications and processes to ensure efficient processing.
• E-invoice processing and supplier integration can remove paper from the transaction altogether, enabling finance organizations to process electronic invoices and seamlessly work with their suppliers - providing the benefits of EDI at a fraction of its cost and complexity.
• The system provides real-time integration with ERP systems like SAP and Oracle, and gives finance managers performance management capabilities.
• Cash management benefits significantly from visibility into the AP process, real-time status information - including invoices in process, cash requirement, invoices awaiting approval, cash consumption, and productivity data - and the ability to trigger corrective measures.