Case Study
Papers: Do They Speed Up or Impede Lawmaking?
The National Assembly (Asamblea Nacional del Ecuador) is the legislative branch of the government of Ecuador, responsible for passing laws. In its daily work the Assembly generates a huge number of documents – some of them for legislative procedures, others part of administrative work.
Most documents are registered by the General Secretariat, namely the Document Management Unit. Paper documents are scanned to PDF files and uploaded into the System of Procedures Management DTS. Previously these documents were indexed manually on some desktop applications before being uploaded into DTS. On the one hand, the indexation allowed classification and searching of the documents within the system. On the other hand, manual processing took up too much time, thus further delaying all crucial lawmaking processes.
Add OCR and Make Things Hum!
Within the framework of apparat optimization strategy, Provision № 125398, issued by the President of the National Assembly, resolved that the documents were to be scanned to PDF and processed with optical character recognition technology, which allowed indexing, search, text mining and other benefits.
Specializing in optimization and document
management software solutions, Inteli8 Ecuador is a licensed and certified representative of the world leader in document recognition and data capture technologies – ABBYY. So when the National Assembly addressed the system integrator for a solution, the answer was obvious – ABBYY Recognition Server.
The Secrets of Extreme Efficiency
Thanks to being server-based and thus highly scalable, ABBYY OCR solution not only resolved the problem of processing a huge volume of papers, but also provided centralized availability of the OCR service for the whole apparat.
The special Hot Folder feature allowed ABBYY Recognition Server to automatically import scans from e-mail and FTP folders. Thus law proposals and various other documents entered the system, where they were separated by key words and sorted.
After recognition and verification the documents were transferred to the indexing station for specifying document types and attributes. For some of the documents, type detection and indexing were done automatically, based on the structure and content of a document. For others, the “rubber-band” indexing feature made the process fast and efficient: instead of typing in the text, an operator simply outlined the necessary areas on the page, and the attribute fields were filled in automatically.
Solutions for the Government Sector
National Assembly of Ecuador Manages Its Legislative and Administrative Documents with ABBYY Recognition Server
PROJECT OVERVIEW
Name: National Assembly of Ecuador
Office location: Quito, Ecuador
Industry: Government
Web: www.asambleanacional.gov.ec
ABBYY Solution Partner:
ChallengeCreate a system for creating and indexing searchable archives of law and administrative documents SolutionImplementation of a solution based on ABBYY Recognition Server
Results• significantly less time spent
on docment processing;• only 7 operators involved in
the project
Recognition Server
Case Study
The Figures Speak for Themselves
The daily document scanning and processing workflow (which included law proposals, administrative documents, financial papers etc.) made up about 6000 pages. By eliminating user involvement in the conversion process and connecting several processing stations to the server, the National Assembly’s apparat significantly reduced the time spent on document processing.
Moreover, searchable PDF files created by the program complied with the Assembly’s standard for long-term digital document archiving and fast access to the information.
There were only 7 operators managing the whole process: 3 for scanning papers, 1 for verification and quality control and 3 for document indexing. The total solution was deployed on the existing working environment. For instance, some workstations were set up for round-the-clock operation, and others for night-time OCR processing, while in the daytime these workstations were used to perform the usual office tasks.
Thanks to all the above-mentioned options the National Assembly of Ecuador not only improved its efficiency in fulfilling primary tasks, but also reduced the cost of daily paper processing.
ABBYY 3AAsia, Baltic, Middle East, South America, AfricaP.O. Box #32, Moscow, 127273, RussiaTel: +7 495 7833700Fax: +7 495 [email protected]
©2013 ABBYY Software House. All rights reserved. ©1987-2003 Adobe Systems Incorporated. Adobe PDF Library is licensed from Adobe Systems Incorporated. ABBYY, the ABBYY logo and FineReader, FlexiCapture are registered trademarks of ABBYY Software Ltd. Adobe, the Adobe logo, the Adobe PDF logo and Adobe PDF Library are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, Excel, Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. Fonts Newton, Pragmatica, Courier ©2001 ParaType, Inc. Font OCR-v-GOST ©2003 ParaType, Inc. All other trademarks are the property of their respective owners. Information contained in this document is subject to change without notice. Photograph credit: Ricardo Stuckert (Agência Brasil). Part#6766e
ABOUT ABBYYABBYY is a world leader in document recognition, data capture and
linguistic technologies and services. A dedicated office called ABBYY
3A operates on the territory of South America, Asia and Africa, including
the Middle East and Baltic Countries. The executive team of ABBYY 3A
has been creating and supporting a centralized program of partnerships
in the mentioned areas since 2004. ABBYY products are used in
large-scale projects such as Kuwait’s National Cencus, Lithuanian Tax
Inspectorate, e-government portal in Vietnam, Presidential elections in
Chile and more. More information at www.ABBYY.com
ABOUT INTELI8Inteli8 Ecuador is a strategic provider of technology solutions based
on software and services of worldwide trusted vendors. The company
specializes in providing modern and effective solutions focused on
optimization of working process and document management for any
organization regardless of its line of business. Currently, Inteli8 is
a licensed and certified representative of ABBYY in Ecuador. More
information at www2.inteli8.com
Powered by
Scannedlaw proposals
Email & FTPHot Folders
OCR, Verificatiion,Indexation
Archives of legal projects,financial & historical docs, etc.
Law proposaldiscussion & voting