The Department for Legal and Complaint Related Issues at the AOK-Association, which represents the group of Germany’s largest public health insurers, relies on ABBYY Recognition Server to manage their legal documentation. The solution has been integrated with the AOK's legal management system “AOK Lecare”, enabling the transformation of digitized documents into searchable PDFs. This gives AOK's employees the chance to search through digitally archived files and court judgments using full-text recognition, which makes their work much more efficient.
The Department for Legal and Complaint Related Issues at the AOK-Association, which represents the group of Germany’s largest public health insurers, uses their “AOK Lecare” legal management system for digital archiving and processing of various legal ﬁles and court judgments. This system also allows users to easily issue legal letters and offers research possibilities across different AOK locations throughout the country. Previously, electronic searching of scanned documents was not possible in AOK’s Lecare software and could only be performed manually, which proved inefﬁcient and time-consuming. Consequently, the AOK-Association sought a solution that would extend the existing capabilities of the AOK Lecare system and allow electronic full-text search of their extensive ﬁle collection. They determined they would need an OCR solution that would turn document images into searchable electronic documents.
They determined they would need an OCR solution that would turn document images into searchable electronic documents. AOK began to evaluate numerous OCR solutions, among them ABBYY Recognition Server. It was of vital importance that individual passages of scanned documents stored in AOK Lecare could be easily read, quickly found and that passages could be extracted and inserted into correspondence with clients. It quickly became clear that ABBYY solution was the best fit, as its deployment would fulfill all of these requirements.
After an extensive analysis, AOK began the product testing phase and since 2012, the ABBYY solution has been actively in use.
The solution is directly integrated with AOK Lecare. ABBYY Recognition Server conducts full-text recognition, attaches specified metadata and converts an image PDF into a searchable PDF. The digitised document is then sent via the AOK Lecare e-mail connector to an Oracle database and inserted into the relevant case file. This gives AOK’s employees the ability to search through.
ABBYY Recognition Server has significantly reduced the workload for the 800 employees of the Department for Legal and Complaint Related Issues. Lawyers and complaint clerks can now easily and quickly search older court judgments using various search words. Furthermore, incoming documents sent via post do not have to be processed manually. In most cases, they can be received, scanned and sent to the archiving systems automatically.
ABBYY supported AOK not only during planning and rollout, but also with adapting the solution to the special needs of the internal users. The implementation was carried out swiftly and without any problems. After only a few weeks ABBYY Recognition Server could already be successfully put into operation. Simultaneously, ABBYY developed a tailored interface between the server for document conversion and the existing Lecare legal management software.
Based on positive experience with ABBYY Recognition Server in the Department for Legal and Complaint Related Issues, the AOK Association is convinced that the solution can also be applied in other business areas, such as contract management, in order to significantly increase employees’ efficiency.