The NFP office of the First Bit Company has automated the processes of processing contractual documents in the RANEPA

2022: Automate document processing with process recognition and robotization technologies

On April 22, 2022, the NFP office of First Bit announced that it had automated the processing of contractual documents at RANEPA through the introduction of optical recognition and robotization technologies for business processes.

RANEPA is one of the major universities countries focused on education business, management and other humanitarian areas. The university's strategy includes educational programs in digital professions.

The IT Department is constantly working to optimize the workflows of the Academy and reduce the labor costs of employees for performing routine tasks. One of these tasks is the updating of archived contractual documents with the subsequent automatic control of new contracts.

According to the results of the analysis, it was revealed that the Academy uses a document registration system based on an electronic register, and some of the documents were included in the register without printing and signature. The lack of printing and signature on documents does not allow determining the reliability of structured data in the register and promptly obtain the necessary information on the content of the contract. It was necessary to check the entire database of archived documents, and then start the detection mechanism for new contracts.

To solve the task, the NFP team proposed to implement a cross-platform solution based on the domestic product for robotizing PIX RPA business processes and the EasySeparate optical recognition system.

"Before proposing to colleagues from the RANEPA to solve the task, we considered several options for systems that were potentially suitable. A solution was found in a bundle of PIX RPA and EasySeparate. At the first stage of the project, together with colleagues from Konica Minolta, we deployed and trained a neural network based on the EasySeparate product. After passing the detection for the presence of printing and signature on the scans, a software robot was turned on, which checked the result. If incorrect documents are detected, the robot informs the verifier that the document requires additional attention. The system is also able to control the validity of contracts and notify responsible persons about the need to update documents, " narrated by Victoria Babankina, NFP project manager

The results of the project were a 5-fold reduction in labor costs for Academy employees, and the risk of disputes with counterparties was minimized. Based on the results of using the system for 3 months, results were obtained for the quality and accuracy of detection equal to 96%.

For this project, we were looking for a partner who would be ready to offer a comprehensive solution using the most suitable technologies, as well as comply with strict requirements for the launch time. NFP successfully coped with the tasks. As a result of the project, we received a system based on innovative technologies with the possibility of further scaling. For April 2022, we are analyzing the processes for optimization using RPA technology, to which we plan to apply the implemented system. We thank the NFP team and recommend them as a reliable partner for integrating technological solutions, "said Maxim Peredelsky, project manager from the RANEPA.