Eliminating Manual Data Entry with AI
Overview
Many different organizations still rely on paper documents to collect crucial information for their records. But today, those records are stored digitally as documents on servers or the cloud instead of as physical copies in a filing cabinet. That leaves administrative professionals with the thankless and tedious task of manually entering the written information on forms or documents.
CloudWave set out to solve this problem and save administrators time by developing an AI application that can scan the info on paper documents and instantly digitize them with the click of a button.
Project
Our team had several key priorities when developing this tool to ensure it would work smoothly and effectively for any business use case.
- High Quality Generative AI - We wanted to ensure that the AI would scan documents as accurately as possible so that admins wouldn’t have to waste time on reformatting or fixing lots of errors.
- Human-in-the-Loop Verification - While the idea is for the application to digitize the contents of each document perfectly, we wanted to make sure admins had the opportunity to check its work and make any adjustments as needed.
- Enhanced Customer Security - We wanted to empower customers to feel confident using the application and storing the digital files within their own native systems rather than forcing them to rely on a repository hosted by CloudWave.
First, our team of innovative developers built optical character recognition (OCR) algorithms that are capable of reading both human handwriting and printed documents in any font or language. Then they trained the AI system to read and recognize specific documents to help further improve its accuracy. This step is crucial in honing the application to fit the specific needs of an organization so that the AI will format and report the document information correctly on its first try.
Once the AI system was ready, the team created a simple user interface where admins can submit scanned paper documents to developers and access the digitized results in a queue on their dashboard. From there, admins put the “human” in “human-in-the-loop” by reviewing the digitized documents for any minor errors. Admins always have the final sign-off on the documents before they are stored in the business database as records.
All of the OCR algorithms in the application are run within the business’ in-house system, so that CloudWave never has access to sensitive data. This unique feature is essential for businesses that deal with private healthcare or financial records in order to maintain data compliance regulations.
Results
- Cutting edge AI technology that scans any paper document and instantly digitizes it. This saves admins time, improves business efficiency, and maintains important records.
- Human-in-the-Loop Verification that ensures all records are approved by both the AI system and a human being. This reduces both human and machine error and cuts back on dirty data.
- Enhanced security from housing the entire document digitizer AI application in the client’s own systems. All sensitive data and private information remains protected.