Opportunity
Cockey's manually processed hundreds of physical document on a daily basis, which was cumbersome, labor intensive, prone to error and time consuming. There was not an option for digital storage for safe-keeping and quick access to documents when there was a need to view. There was also a need for better collection of data specific for billing and tracking purposes that is present on these tickets.
STRATEGY
VectorOne recommended implementing a scanning technology capable of extracting all pertinent information from daily transactions. A cloud-based storage solution was also proposed to ensure secure, easily accessible document management. It was essential to provide the client with the ability to audit analyzed documents for accuracy and to generate detailed reports for billing and cost analysis, features that had not been available in the previous system. Additionally, billing and tracking data were integrated with existing databases to support fast retrieval and streamlined report generation.
To streamline document analysis and archiving, VectorOne implemented Amazon Textract, an AI-powered Optical Character Recognition (OCR) service from AWS. Textract enabled efficient data extraction from scanned documents and introduced quick-search functionality, allowing users to build reports rapidly.
To facilitate communication between the Dispatch Manager application and Textract, VectorOne used Amazon SNS (Simple Notification Service) to send alerts and messages to Amazon SQS (Simple Queue Service), which provided orderly, secure, and reliable message queuing for downstream processing.
These technologies allowed the client to perform bulk document uploads without manual intervention for each file, while leveraging AWS’s scalable infrastructure to handle workloads of any size. All Textract output and scanned documents were stored securely in Amazon S3 (Simple Storage Service), ensuring durability and easy access.
TECHNOLOGY
Following the integration of the new tools, Cockey’s Enterprises experienced a time savings of over 30 hours per week by eliminating the need for manual document management.
The updated process streamlined data entry through automation, improved overall data quality, and shortened the billing cycle while increasing invoice accuracy. An unexpected but valuable outcome was the improvement in vendor relationships, as the new system helped establish best practices for document data presentation. VectorOne also implemented reporting capabilities and laid the foundation for future data extraction and report generation enhancements.
