Digital transformation of the KBC Archive
Use case scanning and archiving
Project description
Objective
Transform KBC’s physical paper-based document flows into a fully digital workflow, leveraging advanced barcode recognition and document processing technology.
Scenario
KBC manages multiple paper streams for various document types, each with its own processing requirements. As part of their transition to a fully digital operation, KBC engaged Youston to take over and digitize these physical document flows.
The documents contained KBC-specific barcodes used to categorize and split them appropriately. The project scope involved processing large batches of unstructured but sequentially ordered documents, identifying and validating barcodes, and splitting documents according to predefined business rules.
Here’s how the process unfolded:
- Barcode Identification and Verification:
After scanning, each image was processed to detect barcodes. The system applied advanced business logic to determine if the barcode was a valid KBC barcode, and its content was verified for accuracy.
- Document Splitting and Quality Control:
The documents were then split based on barcode content, with operators performing a final verification to ensure accuracy.
- Advanced Control Mechanisms:
The iDM platform was used to implement rigorous control mechanisms, ensuring all images were processed correctly, no barcodes were missed, and every document complied with KBC’s standards.
- Delivery and Feedback Loop:
Processed documents were delivered via SFTP to KBC’s system. A feedback loop ensured confirmation of receipt and provided immediate error notifications, enabling rapid resolution.
This highly controlled and transparent workflow ensured that the digital transition aligned with KBC’s operational and compliance requirements.
Challenges and Solutions
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1. Transitioning from a Physical to a Digital Document Flow
Challenge
KBC’s operations involved multiple paper-based document flows, each requiring manual handling and processing. Moving to a fully digital workflow required the seamless conversion of physical documents into a structured digital format.Solution
Youston transformed KBC’s physical paper streams into digital workflows, ensuring that all documents were accurately scanned, processed, and integrated into their digital ecosystem. By leveraging barcode recognition and advanced processing rules, we ensured an efficient and reliable transition to digital operations. -
2. Barcode Recognition and Document Splitting
Challenge
KBC documents contained barcodes that needed to be identified and verified to split the documents into their appropriate categories, with strict compliance to KBC standards.Solution
Youston deployed advanced scanning workflows where each image was analyzed for barcodes. Identified barcodes were checked for validity, categorized using business logic, and validated against KBC’s specific requirements. This ensured accurate document splitting and compliance with their standards. -
3. Ensuring Accuracy in a High-Volume Workflow
Challenge
Processing large volumes of documents while maintaining near-perfect accuracy is critical to avoid errors in digital conversion and classification.Solution
Youston implemented advanced control mechanisms using the iDM platform. These controls ensured all images were analyzed, barcodes were recognized and validated, and documents met KBC’s standards. Verification by Youston operators at the end of the process provided an additional layer of quality assurance, achieving a 99% accuracy rate. -
4. Streamlined Communication and Feedback Loop
Challenge
Errors or discrepancies in the document flow needed to be addressed quickly to maintain operational efficiency and ensure client satisfaction.Solution
Youston established a dual communication system with KBC using an SFTP feedback loop. This allowed KBC to confirm document receipt and provide immediate feedback on processing outcomes, enabling faster error resolution and continuous workflow improvement.
Key Benefits for KBC
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Seamless Paper-to-Digital Transition
The physical paper streams were fully converted into a digital format, aligning with KBC’s transition to a digital-first workflow. -
Unmatched Accuracy
Control mechanisms ensured a 99% accuracy rate, meeting KBC’s high-quality standards. -
Advanced Business Logic
The digital workflow enabled the implementation of complex rules for document categorization, ensuring compliance with KBC-specific requirements. -
Efficient Communication
Dual feedback loops minimized downtime and allowed for rapid identification and correction of issues.
Transformative impact
With Youston’s expertise, KBC achieved a seamless transition from a paper-based workflow to a fully digital, efficient process. The live tracking, advanced business logic, and quality assurance systems ensured operational transparency and accuracy. By digitizing their processes, KBC now benefits from:
- Improved Operational Efficiency: Faster and more accurate processing of large document volumes.
- Enhanced Compliance: Advanced control mechanisms ensure adherence to KBC’s internal and regulatory standards.
- Scalability for the Future: A robust and flexible system that supports KBC’s ongoing digital transformation and increased document flow demands.
- Stronger Collaboration: Clear communication channels and feedback loops improve responsiveness and maintain high-quality results.
Outcome
Through innovative solutions and a commitment to excellence, Youston enabled KBC to modernize its document workflows, paving the way for greater digital efficiency and sustained operational success.
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Relevant services
Archiving
Free up space and store your documents in our fully controlled facility, managed by professionals. Need 24/7 accessibility? We ensure retrieval within 60 minutes.
Digitization
Scanned, indexed and backed up online. The future of your archive is digital. Our promise: access from anywhere at any time, 0% risk of data loss and 100% trust.
iGuana iDM
Centrally archive your files with our state-of-the-art software system iGuana iDM: all your documents in one place. Centralized, easily accessible and 100% secure.
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