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Electronic
data capture
from paper and
e-documents
r4

educe costs by
automating processes
Formic solutions reduce costs by automating an
organisation’s core business processes; feeding
By selecting the appropriate quantity of each module, you can create a
solution that fits your organisation. Building on this core system, a range
of plug-in options can be added to meet specific business needs:
enterprise applications with information from
multiple communication channels. The systems
capture, validate and deliver data from paper
documents or web enabled e-forms via mobile
Options
• Colour removal
• Template removal
• Enhanced text engines
• Activity-based costing
Description
• process coloured forms
• remove pre-printed templates
• specialist text recognition
• costing and validation tool
devices, internet PC’s, remote faxes, production
and local scanners, MFD’s (multi-function
devices) and more. Today’s business challenge is
to enable customers to communicate via all
these channels, then automate and integrate
multiple information flows seamlessly.
Feed your Enterprise Applications
Formic systems eliminate data capture bottlenecks, reduce the cost of
gathering data and speed up the supply of information to critical business
applications including:
• CRM
• Financial Systems
• EDM and Workflow
• Patient Administration Systems
• Risk Management
• Activity Analysis
Formic r4
A Fully Scaleable Solution
• Audit and Compliance
• ECM
• Records Management
Formic r4 is a fully scaleable muti-user system, expandable from a singleseat
to enterprise-wide. The solution uses either MS SQL Server or Oracle,
including desktop editions as its underlying database.
It comprises of five core software modules created to suit the following
key roles:
Delivering efficiency gains to key business processes has a secondary effect
of driving real improvements wherever they reach, e.g. employee
productivity, customer service and overall organisation responsiveness.
Benefits to your Enterprise
Key Role
• Business document designers
• Web or mobile form publishers
• Document or data processors
• Department managers
• Information archivists
Module
• Design
• E-forms
• Capture and Process
• DataView
• FormStore
Formic’s Electronic Data Capture (EDC) solutions are fully scaleable across
your organisation, delivering proven benefits that include:
Significant cost savings and increased data accuracy
by massively reducing manual keying in.
Increased business process throughput by automating
data capture.
Ensured data integrity by seamlessly integrating paper,
web and mobile business process forms.
Secured indexed storage of original document images
to legal admissibility standard.
Reduced cost of data delivery to your enterprise applications.
TWO

Formic r4 Systems
r4
Document
Designers
Design
Decentralised Information Capture
Capturing business information at source is efficient, quick, costeffective
and accurate. By default, e-forms and mobile device
forms extend the reach of a business process to the user. Formic
r4 will reduce the paper chase significantly by capturing paper
forms and documents locally via:
• Small scanners in branch locations connected
over the web
Print
Web
Mobile Devices
Publish
• Networked MFD’s over web or WAN
• Remote fax machines
• Dedicated centralised production scanners
Centralised
Production
Scanners
Branch
Scanners
Fax Servers
Capture
MFD’s
Internet,
e-forms,
Intranet
Mobile Forms
An example of a single-seat departmental solution would be:
• 1 e-form on a website
• 1 paper form
• 1 large production scanner
TYPICAL EXAMPLE
A typical enterprise-wide distributed Formic r4 system for
example, could simultaneously process information from:
MSDE, MS SQL,
Oracle
Database
Capture
and
Process
Data
Processors
• 35 e-forms on 12 websites
• 9 published fax numbers receiving
completed paper forms
• 30 branch scanners
TYPICAL EXAMPLE
• 4 large production scanners
• 95 networked MFD’s on a WAN in 3 offices
Department
Managers
The number of software modules required is dependant on both
the volume of data and how your processes are set-up to operate.
DataView
Export to
Enterprise
Applications
FormStore
Storage
Solution
This form was designed by Formic for
South East Ambulance Services Clinical
Governance Advisory Group.
THREE

4 Formic r4 Modules
Design
Define and Preset Business Processes
Formic r4 Design allows you to create structured data
capture projects and define business information
rules. Typical business rules include matching
handwritten employee codes to the correct format, checking against
an external dataset that account numbers fall within range or
comparing surname spellings with a client list for correct indexing.
Design
This intuitive tool can be used singly or by groups across a WAN and
offers these feature-rich capabilities:
E-forms
Capture and Process
E-forms
The Online Advantage
DataView
Publishing forms on the web is quick and easy with
Formic r4 e-forms. Traditionally, extending business processes to the
web raises issues of how to integrate the incoming data with your
FormStore
existing systems. Formic’s answer is to ensure that paper and
electronic forms are always in sync, that their data is cleaned with
common validation rule-sets and they populate the same database.
Options
Business document
designers
Web or mobile form
publishers
Capture and Process
Total Multi-User Flexibility
Document or data
processors
Formic r4 Capture and Process automatically processes
high volumes of data leaving role specific operators to handle exceptions
using either predefined workflow jobs or by building their own with the
drag and drop ‘Job Editor’. Jobs are built from any of the items shown on
the right, each having a wide range of definable settings.
FOUR

• Intuitive data capture template creation for existing documents
• WYSIWYG document design tool for new paper or electronic forms
• Set processing jobs, roles, information rules, recognition confidences,
external validation routines, export jobs etc.
• Automatically handles database creation and management
• In-built project versioning and approval control
• Automatic barcode insertion for doc ID and serialisation
• Template library for commonly used objects
With Formic r4 Design, you define what should be considered an exception
according to the needs of the data being captured. An example could be
either where a character is unreadable or data falls outside the preset
confidence levels or rules. For instance, numbers on a tax form have to be
100% accurate and can be randomly double verified whereas cursive
handwritten details in a comments box can be categorised to a pick-list or
exported as image snippets.
It only takes a few clicks of your mouse to create an electronic version of
any Formic r4 designed form ready to be published and accessed as a web
page on an intranet or the Internet. E-forms incorporates validation rulesets,
hence all inbound information is pre-processed during form
completion.
1. Acquire Image 9. Correct Objects
2. Process Image 10. Next Image
3. Save Image 11. Analyse Data
4. Identify Sheet 12. Import HTML Data
5. Display Image 13. Process Field Data
6. Set Object Filter 14. Start Scheduled Process
7. Process Objects 15. Next Scheduled Process
8. End Filter 16. Print Image Snippets
Additionally, the Formic team can develop jobs to meet your particular
requirements such as voting, activity analysis, mail shots, web processing
and exam marking.
Automatic Recognition The Formic solution uses multiple advanced text
recognition engines with inbuilt voting algorithms, which automatically
read handwritten (ICR), printed text (OCR), tick marks (OMR) and bar
codes. Our systems are supplied with Mitek ICR and OCR engines as
standard with plug-in options also available from recognised market
leaders.
The in-built ‘Rapid Response’ system permits direct editing of the project
database for spoiled forms, manually spot checking data or manually
keying from image.
MS SQL Server or Oracle. Unlike other data capture systems, the entire
Formic r4 solution runs on one of two underlying proprietary databases.
This ensures total scaleability from department to enterprise. Projects,
data and images are available from any seat and exports to your enterprise
applications or storage solution are straightforward.
FIVE

4
Formic r4 Modules
DataView
Direct Interaction with your Data
Design
Formic r4 DataView is a tool that allows departmental
heads to review, manage and export raw data. It is a powerful and
user-friendly way to interact with mass data held directly in the r4
database and provides functionality to:
E-forms
FormStore
Electronic Document Storage Solution
Capture and Process
DataView
Formic r4 FormStore permits electronic filing of paper
documents as an alternative to physical filing. It automatically indexes
and stores both the data and the original image, ready to be located on
demand from your choice of hardware storage solution. Advantages of
electronic storage are proven and include:
FormStore
Options
Options
Colour Removal
Colour In or Out
Department managers
Information archivists
System options
Capturing information from paper documents with coloured print or
backgrounds can be enhanced by the Formic r4 Colour Removal option.
By specifying certain colours or groups of similar colours to be removed
(e.g. credit card slips or three part carbon forms), you can present only
the completed information to the text recognition engines, which
dramatically improves recognition accuracy. Both colour and grey-scale
are converted to binary images either during scanning or within Formic r4
Capture and Process.
SIX

• Perform data queries of unlimited complexity
• Produce outline statistical analysis with quick analysis wizards and
cut and paste graphing compatible with MS Office
Standard exports include those shown below whilst exports for other
back-ends can be readily created. In addition Formic r4 data can be
mapped to any ODBC compliant database.
• Output in range of export formats including XML
to drive HTML statistics
• Retrieve original images of documents against data queries
• Handle high volumes of data with totally configurable export system
• Build standard exports suitable for import by enterprise
applications such as CRM, workflow, EDM and CMS
• MS Access
• MS SQL Server
• ASCII
• Oracle
• XML
• triple-s XML (for Snap)
• SPSS
Archiving
Indexing
Productivity
Cost saving
Security
Reliability
- Permanently archive documents using
ANY storage media
- Index documents automatically either individually
or by case
- Eliminate paper filing and retrieval delays
- Reduce warehousing and administration costs
- 128 bit encryption of documents and data
- Indelibly links images, data and storage location
FormStore is also compatible with LEGATO (formerly OTG) automated
storage management and data access software and is designed for use
with a wide range of storage medium and technologies:
• Tape, CD, DVD etc.
• WORM (Write Once Read Many)
• COLD (Computer Output to Laser Disk)
• RAID (Redundant Array of Independent Disks)
For example, choosing WORM storage media along with Formic r4
FormStore provides a legally admissible archiving solution for easy access
and retrieval of copies of your original documents. Formic recommend
Plasmon multi-disk jukebox and single disk options for large volume, rapid
access situations or smaller installations.
Template Removal
Simplify Complex Forms
Often there is little need to capture lines or templates on a pre-printed
paper form. Formic r4 Template Removal cleans images prior to
processing or storage, increasing recognition accuracy, speeding
processing and reducing image storage memory requirements. Template
Removal automatically removes the entire background of a form,
including lines, boxes, borders, logos, pre-printed text and graphics. Any
items that touch or overlap filled in characters are intelligently cleaned,
leaving only the data you specified for capture.
Unconstrained Machine Print Recognition Engine
Activity-Based Costing Module
Costing and Validation Tool
Fully integrated into the r4 data capture system, the Activity-Based
Costing (ABC) validation module conforms with the updated mandate
which requires all UK Police Forces to submit data to the Home Office
once a year. The ABC module has been designed for maximum flexibility.
The ABC template form and its validations can be edited in Formic r4 in
order to tailor the system to each force's requirements. Once data is
validated, it can then be exported to financial costing software. ABC has
been designed to comply with the recommendations of the Policing ABC
Model, Manual of Guidance 2003-2004.
No More Constraints
This enhanced recognition engine permits faster and more accurate
capture and process of machine printed unconstrained text such as that
found on bank statements. Far more powerful than traditional OCR, this
engine, supplied by ScanSoft Inc. is ideally suited to accurately reading
data printed by older inkjet, dot matrix and daisy wheel printers, widely in
use in volume business process applications.
SEVEN

4
Professional Services
Technical Requirements
Formic Professional Services offers a range of added value services
including data capture consultancy, form design, training,
maintenance, support and outsourcing of all your data capture
requirements.
Bureau Services
Formic outsourcing offers a practical way to handle volume document
data capture, processing and archiving requirements. We can provide a
seamless end-to-end solution for all project requirements. A fast
growing service, our client’s range from global corporations and banks
to emergency services and government departments.
Training
Formic’s user and technical training courses are instructor led with
emphasis on hands-on practice for delegates to test their
understanding of the software. Delivered over two to five days at one
of our regional training facilities, candidates learn skills that span the
designing of projects and surveys to providing technical support for
large groups of Formic users.
System Features
• Full 32-bit architecture
• ODBC compliant
• XML, SPSS, ASCII, MS Access, MS SQL Server, Oracle and triple-s XML (for Snap)
• Bespoke integration links readily available
• Uses MS SQL Server or Oracle, including desktop editions for its database
• Open recognition system with plug-in ability for future recognition systems
• Voting algorithms for multiple ICR and OCR engines
Minimum System Requirements
• Intel Pentium III 500 or higher spec PC’s with 256MB RAM
• 1GB free hard disk on all PC’s
• Windows NT4 (SP6), 2000, XP Professional
• Compatible with ISIS scanners or network scanning devices
• Works with most fax servers
• For e-forms, IIS 5.0 and Active Perl 6.0 or higher
Recommended Training Requirements
Data Capture Professionals – Are you Formic Certified
Course
• Formic Data Capture User (FDCU)
• Formic Data Capture
Advanced (FDCA)
• Formic Capture and Process
• Formic Systems Administrator
(FSA)
• Formic Certified Systems
Engineer (FCSE)
Audience
• First level users
• Second level users
• Capture and Process operators
• Technical administrators
• Third-party partner developers
Support
The Formic Annual Maintenance Plan (AMP) includes both software
maintenance and data capture support. Our team of support
specialists can be contacted by e-mail and dedicated help line. AMP
provides you with access to experienced consultants to ensure every
data capture project goes smoothly. You also receive updates to your
Formic r4 system free of charge.
EIGHT

Formic r4 Architecture
Formic r4's simple yet intuitive interface belies the powerful and complex
technologies hidden from view. At the heart of the Formic system is the
ActiveX dll, which contains the majority of the r4 functions. This objectoriented
component is used by all of the modules to create the elements
of a data capture project and provides the system’s business logic. The
unique image processing component, delivers powerful routines,
unrivalled in their speed, that turn captured images into readable data.
The system’s recognition server provides a common interface to best in
class third-party engines and performs the voting and other algorithms
used in the recognition process.
Each workstation uses the Formic r4 Manager to access and control the
repository of data capture projects. For client/server systems, the Formic
r4 Server provides the administrator-only features such as user/group
security editing, workflow control and system auditing.
Formic r4 has been developed by specialist teams using Microsoft's Visual
Studio suite, ensuring a high level of compatibility with its technologies
and providing a familiar user-interface.
Publish
- Paper Forms
- E-forms
- Mobile Forms
E-forms
- Internet
- Intranet
- Extranet
Paper
- Production Scanners
- Branch Scanners
- MFD’s
- Fax Servers
Mobile Forms
- PDA
- Tablet
- Mobile PC
- Handhelds
- Phone
Storage Solution
- XML
- triple-s XML (for Snap)
- ASCII
- MS SQL Server
- SPSS
- MS Access
- Oracle
- Real Time
- Bespoke
-ODBC Database
- CRM
- Financial
- EDM
- Workflow
- Audit and
Compliance
- Patient
Administration
- Risk
Management
- Activity
Analysis
-ECM
-Records
Management
NINE

4
Partnering for Success
Formic works closely with selected partners including major
hardware manufacturers, large system integrators and OEM
software vendors. We cooperate with many leading global
organisations such as Xerox and Oracle, providing strategic data
capture solutions across many different industry sectors.
In association with
About Formic
Founded in 1991, Formic offers the leading Electronic Data Capture (EDC)
systems on the market today. Our solutions portfolio includes Formic r4, a
scaleable mid-market software suite for structured forms capture and
processing, and Formic TiS, our enterprise-wide system for semistructured
forms. Both solutions offer world-class handwriting recognition
intelligence, enabling organisations to efficiently capture information from
paper, web-based electronic or mobile device forms, then process and
deliver the data effortlessly to business critical enterprise applications.
Enjoying an enviable reputation as the industry’s foremost experts, Formic
has the experience, technical skills and know-how to deliver effective data
solutions for any size of business across all sectors.
With over 600 customers and more than 2000 installations in the UK, we
understand the challenges enterprises face in automating their business
processes. Formic has a strong presence in:
Central and local government and education
– including over 40 local authorities
egovernment.team@formic.co.uk
education.team@formic.co.uk
Health services
– including multiple solutions in all 28 of the new SHA’s
health.team@formic.co.uk
Emergency services and the armed forces
– including the British Army and 75% of UK police forces
and ambulance services
emergency.services@formic.co.uk
Corporate sector and financial services
– with global enterprises as diverse as British Gas,
Gillette and Lloyds TSB
corporate.team@formic.co.uk
financial.services@formic.co.uk
Everyday, Formic solutions are
processing millions of critical
business forms.
TEN

Formic Limited
Clarendon House
147 London Road
Kingston-Upon-Thames
Surrey KT2 6NH
United Kingdom
tel: +44 (0)870 197 5600
fax: +44 (0)870 197 5601
email: info@formic.co.uk
web: www.formic.com