Just Need Document Scanning Services? Explore our Docufree Box Scanning Website!
Just Need Document Scanning Services? Explore our Docufree Box Scanning Website!
Know what will actually work before you commit to building it.
An assessment of your document environment, an honest view of what AI can and cannot do with it, and a designed workflow with the economics attached.
Invoices, claims, records, correspondence, onboarding files. Somewhere in your operation there is a document driven process that costs too much, takes too long, and everyone agrees should be automated.
Manual document handling costs roughly $6 to $8 per document with a 1 to 4% error rate. At volume, that is a number your finance team can see.
Legacy capture plateaus at 60 to 70% automation because it breaks when layouts vary. AI that reasons
rather than matches templates can go well past 90%.
Analyst research consistently finds that a large share of document AI projects underdeliver, and rarely because the model was wrong.
So the question is not whether to automate
Docufree is the scanning, conversion and delivery engine behind some of the most demanding records modernization projects across the country. From boxed records and file rooms to shared drives and legacy repositories, we digitize paper and digital files apply the indexing and quality controls each project requires, and deliver the finished records into DocumentCloud or your line-of-business system.
That is what the Blueprint is for
It is a paid engagement that produces the answer, independent of whether you go on to buy anything from us. You get a document you can take to your board, your CFO, or another vendor. If the finding is that a process should not be audomated, we say so and explain why.
When a document AI project disappoints, the cause is usually one layer below the technology everyone was evaluating.
Scanned images with no reliable text layer, fifty layout variants nobody counted, handwriting in a field assumed to be typed. The model was fine. The content was not.
The design handled the ninety percent that fits and produced a queue for the rest. Six months later the queue is the reason people say it did not work.
A number appeared in a proposal with no verification step behind it. Nobody could say where the accuracy came from, so nobody could defend it when it slipped.
Automating a reversible, low consequence decision saves money.
Automating an irreversible, high consequence one saves money right up until it does not.
It is a paid engagement that produces the answer, independent of whether you go on to buy anything from us. You get a document you can take to your board, your CFO, or another vendor. If the finding is that a process should not be automated, we say so and explain why.
A structured, evidence based assessment of up to three document driven processes, delivered as a standalone report you own.
We walk the process where it happens, interview the people doing it, sample your real documents, and measure
volume, time and cost at the step level.
We score process maturity, assess whether your documents are usable by AI, and evaluate every step for automation candidacy.
We design the future state: what gets automated, what a human verifies, how
exceptions are handled, and what accuracy each step will actually deliver.
We build the economics. Current cost, two costed options, payback, and a phased plan you can fund in stages.
Define, Measure, Analyze, Improve, Control. The discipline that makes a baseline defensible and a target verifiable after implementation.
An ANSI/AIIM Recommended Practice setting out the work required to implement document capture and workflow automation, in order. We deliver Steps 1 to 3, the work that has to happen before anyone buys or builds.
Every process step tagged against the eight wastes, so you can see where effort goes rather than take our word for it.
A complete, standalone document. Yours to use however you choose, including to evaluate other vendors.
| Deliverable | What it contains | Why it is useful to you |
|---|---|---|
|
Current state documentation |
Every process step observed and timed, waste tagged, with photographs and verbatim staff
quotes |
The process is currently in people’s heads. This is the first time it exists on paper. |
|
Cost model |
Fully loaded cost per step, per document and per year, built from your own figures and verified
with your staff |
A number your finance team can interrogate and reuse |
|
Document AI readiness assessment |
Every document type scored on structure, layout variability, image quality and extraction
complexity |
Tells you what is achievable before you commit budget to achieving it |
|
Automation candidacy analysis |
Every step scored and dispositioned: eliminate, automate, automate with verification, or keep
manual |
Shows you the sequence, not just the destination |
|
Human in the loop design |
Each decision point mapped against uncertainty, consequence and reversibility, with
confidence thresholds |
The part that determines whether the accuracy holds under audit |
|
Future state workflows |
Swim lane diagrams showing automated steps, verification points and exception routing |
Something your team and any vendor can build against |
|
Business case |
Current cost against two costed options, with payback and a phased plan |
Fundable in stages rather than as one decision |
|
Recommendations |
Quick wins you can act on immediately, breakthrough initiatives, and what we recommend you
do not automate |
Actionable in week one, whatever you decide about us |
No obligation attached. The Blueprint is a deliverable, not a proposal. If you take it to another provider, or implement it yourself, the work still stands.
These are the sections that determine whether the plan survives contact with reality.
We check whether your documents are usable before designing anything
We sample at least twenty five real documents per type and score structure, layout variability, image quality and extraction complexity. Not a
clean example you send us. The actual last twenty five that arrived.
If the content is not ready, that becomes phase one and we price it honestly rather than assuming it away.
We design where humans belong, rather than removing them by default
Every decision point is tested on three questions. How confident can the system be. What happens if it is wrong. And can it be undone. That
third one is the one most often ignored, and it does not improve as models improve.
A payment sent, a notice mailed, or a record destroyed cannot be recalled by a better model.
We only put an accuracy number on the page if we can show you where it comes from
Any accuracy commitment traces to a specific verification step on the future state diagram. If we cannot point to the step that produces it, it
does not go in the document.
You can only warrant what you touch. That principle governs the whole design.
Most vendors treat human involvement as a limitation to minimise. We treat it as a designed component, because it is what makes an accuracy commitment possible at all.
How confident can the system be in its own output at this point? This is measurable, and it becomes the confidence threshold that routes work to a person.
What happens if this is wrong? A misfiled document is not a mispaid claim. The cost of an error decides how much verification is worth.
Can it be undone, and at what cost? The factor most often ignored, and the one that does not improve as the technology improves.
| LOW CONSEQUENCE | HIGH CONSEQUENCE | |
|---|---|---|
|
LOW UNCERTAINTY |
Automate fully. No human touches it. |
Automate with certified verification. This is what we warrant against. |
|
HIGH UNCERTAINTY |
Automate with sampling and periodic audit. |
Human decides, AI assists. Never fully automated. |
The top right box is where most of the value sits in regulated work, and it is the box competitors avoid because it needs people. It is also the only box where an accuracy guarantee means anything, because someone verified the output.
From a completed engagement with a regional insurance underwriter. Inbound mail, document capture and check handling across a single operations centre.
Annual cost of the current process, once fully loaded
Cost per page, against a designed target of $0.25
Discrete steps in a process nobody had ever documented
Spent on paper every six weeks, then printed, filed for 90 days and shredded
“My systems can handle growth. My operations cannot.”
“We are going to get beaten up on compliance. We just have not yet.”
“There are tons of reports nobody looks at.”
The economics the blueprints produced
Net annual saving of $599,120 against a fully loaded current cost of $702,500. Payback on the recommended solution in 2.1 months, and $3.01M over five years. The model counted labour and consumables only. Cycle time, error reduction, compliance readiness and business continuity were listed but deliberately left unpriced, so the number would survive finance review.
The people who assess your process are the people who would run it. That changes what the recommendation is worth.
Twenty five years of document driven
operations across financial services, insurance, healthcare, government and
education, and legal.
SOC 2, HIPAA and PCI aligned
operations with ISO 9001 production discipline. We work where being wrong
is expensive.
Human verification is a product we sell, not a limitation we apologize for. It is why we can put an accuracy number in writing.
Platform, managed services and verification from one provider. If it goes wrong, there is nobody for us to point at.
The distinction that matters when you compare us
Software vendors sell you a license and leave you holding the implementation, the risk and the outcome. Consultancies produce a recommendation and hand it to somebody else to deliver. We assess the process, design the workflow, and then run it, which means our recommendation has to work rather than just read well.
On artificial intelligence.
Better models are making automation more capable every quarter, and that is genuinely good news. What does not change is that somebody has to be
accountable for the output when being wrong is expensive. That is the position we have built the company around, and it is the lens the Blueprint applies to your processes.
Four steps, and the first two cost you nothing.
NO CHARGE
Ninety minutes with the people who own the process. We establish which processes are in scope, who we need access to, and whether a Blueprint is the right instrument
at all.
NO CHARGE
We confirm the processes, the interview list, the site visit dates and the delivery date in writing before anything is signed.
FLAT FEE
Four to six weeks. Onsite walkthrough, interviews, document sampling, analysis and design. Your team commits roughly twelve to sixteen hours across the period.
INCLUDED
We present in person to whoever you want in the room, and leave the document with you.
What we would need from you.
Software Access to the people who actually do the work, not only those who manage it. A site visit. A sample of real documents, including the difficult ones. And permission to ask uncomfortable questions, because the useful findings are usually behind those. In return you get a document that stands on its own, whatever you decide to do next.
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