Snapsflow

Human Resources Solutions

Document Type Classification for Employee Background Checks

This client provides employee background checks for companies throughout the United States. Before a company can perform a background check, the candidate must give his/her permission by signing a form and faxing it to the company. The company then faxes the form to the background checking agency. In this process it was customary for our client to receive batches of background check approval forms from their customers via fax. Hundreds of faxes were received each day on their RightFax server. Several employees were assigned to viewing each incoming fax and splitting them based on the type of documents contained in each fax. Once split, the documents were routed to the appropriate department for further processing.

We determined that the client's customers typically used standard forms supplied by the client. Our solution required them to apply a barcode to each form before distributing them to their clients. Once the barcode forms had been distributed we implemented Snapsflow to automatically recognize barcodes, split the image files and route the individual forms to the appropriate departments. Snapsflow was configured to monitor several RightFax mailboxes and look for incoming documents. When a fax arrived, Snapsflow reads the barcodes on each page and splits the fax image file based on the value of the bar-code. Next, an index file containing the following information is created:

• Fax confirmation time stamp
• DID number the fax came in on
• Bar-code value

Both the index file and the image file are then dropped into a network folder based on the bar-code value. All files are named using a unique identifier along with the time stamp of the received fax. The last step in the process is to move the original fax from the RightFax mailbox where it is received to a "completed" mailbox where it is kept for 30 days.

The client's existing workflow system then picks up the documents from their respective network directories and process them according to internal business rules. The time required to implement this solution, including installation of the software and building the appropriate policies, was less than a week.

Benefit/ROI
The primary benefits this solution brings are:

• It allows reallocation of employees to higher value tasks
• It allows them to grow their business without adding additional headcount

It allow them to put in place a solution on-time and under budget at a cost significantly less than would have been required to develop the solution in-house.

Collaboration Improves Lives

This simple axiom drives everything we do. It shapes how we approach problems, execute solutions and measure results. It’s not enough to be a real-time organization; you need to facilitate real-time collaboration. We do this using the Adaptive Exchange Methodology.

The Adaptive Exchange Methodology uses a stack of technologies called the Snapsflow Framework. Each technology is focused on overcoming specific challenges in achieving Real Time Collaboration. The Holon Framework was built, from the ground up, to be configured into combinations that lower the technical and human hurdles to collaboration while optimizing strategic agility and operational efficiency.