Automated conversion of paper documents to digital format

Purpose

1.1. Automate the conversion of paper-based government records and forms into digital files for faster retrieval and compliance.
1.2. Streamline document intake, reduce manual labor, ensure audit-ready archives, and enforce public record regulations by automating document digitization workflows.
1.3. Facilitate automating data extraction, indexing, and secure digital storage, enabling automated search, sharing, and retention aligned with city government policies.

Trigger Conditions

2.1. Physical document scanned at office scanner or multi-function device.
2.2. Incoming mail received and logged by front desk staff.
2.3. Scheduled batch conversion initiated at end of business day.
2.4. Digital workflow initiated when storage quota of paper files is exceeded.
2.5. Automatedly triggered when new folder is detected in designated intake drive.

Platform Variants

3.1. Adobe Acrobat Services
• Feature/Setting: Document OCR API; configure via Cloud API key and specify "ocrLanguage" for city documents.

3.2. Microsoft Power Automate
• Feature/Setting: “AI Builder - Form Processing” model; configure by connecting SharePoint and specifying "On Scan to Folder" as trigger.

3.3. Google Cloud Vision
• Feature/Setting: OCR API; automate by calling detectText() on scanned file uploads.

3.4. ABBYY FlexiCapture
• Feature/Setting: Automated Document Capture and OCR API; configure with automated data extraction templates for city forms.

3.5. Kofax Capture
• Feature/Setting: Batch Class Configuration; set up automated batch import and index fields.

3.6. Ephesoft Transact
• Feature/Setting: Document Capture Workflow; use REST API "Upload and Process Batch" for scanned files.

3.7. DocuWare Cloud
• Feature/Setting: Intelligent Indexing; configure automated document import folders.

3.8. IBM Datacap
• Feature/Setting: TaskRunner Service; automatedly set up document ingestion trigger for new files.

3.9. Laserfiche Cloud
• Feature/Setting: Quick Fields Agent; automate batch scanning and field extraction routines.

3.10. M-Files
• Feature/Setting: Intelligent Metadata Layer; automatic OCR processing enabled via repository rules.

3.11. Foxit PDF SDK
• Feature/Setting: OCR Plugin; script for automated batch import and digitization jobs.

3.12. OpenText Capture Center
• Feature/Setting: Document Capture API; automated workflow configuration via Process Designer.

3.13. FileBound
• Feature/Setting: Automated Capture Profiles; set document import rules for city correspondence.

3.14. PaperSave
• Feature/Setting: Automated Document Capture; configure batch process settings for recurring scans.

3.15. Hyland OnBase
• Feature/Setting: Scan Queue Automation; integrate with multi-function printers for trigger.

3.16. Kodak Info Input Solution
• Feature/Setting: Input Automation Workflow; enable real-time scan-to-cloud workflows.

3.17. ReadSoft Online
• Feature/Setting: Invoice Data Capture API; apply to city purchasing forms.

3.18. UiPath Document Understanding
• Feature/Setting: Digitize and OCR Activities; automate batch import from city offices.

3.19. Amazon Textract
• Feature/Setting: StartDocumentTextDetection API; configure trigger via S3 folder update.

3.20. Brother Solutions Interface (BSI)
• Feature/Setting: Scan to Cloud Apps; automate scan route to city’s DMS.

Benefits

4.1. Automated document conversion reduces manual keying and processing time.
4.2. Automates regulatory compliance by timestamping digital records.
4.3. Automated accessibility via text search, system integration, and digital retention schedules.
4.4. Automator reduces risk of lost documents through automated digital archives.
4.5. Automating workflows supports remote work and public information requests, empowering transparent government administration.