Case Study

Regional tax offices rely on document management systems

Tax offices in Germany and around the world use processing and recognition systems developed by Open Text Document Technologies. Document management systems were introduced in more than 200 tax offices.

In Hamburg, up to 20,000 returns from 16 tax offices are processed
  and archived daily.

. 110 tax offices in North Rhine-Westphalia and 80 in Baden-
  Württemberg conduct decentralized processing of various types of
  returns using document management systems from Open Text Document Technologies.

. International applications: Around 50 million tax returns per year are   processed by 12 Ministry of Finance handling centers in Italy (Sogei) to   support tax offices.

Regional tax offices need solutions for automatically compiling and processing the tens of thousands of tax returns received each year. Economic benefits: Faster form processing means more rapid debiting of tax revenues. The rapid processing of documents benefits taxpayers and tax offices alike. Returns can be processed within one day. And taxpayers can expect faster refunds.

Technical requirements include the ability to process official and unofficial records even when diverse documents are interspersed. The systems also need to be powerful enough to handle differing amounts of documents while achieving a high rate of recognition. A stack of diverse forms are processed without manual pre-sorting. The wide range of layouts, typefaces and formats present difficulties - but Open Text Document Technologies software is up to the challenge. The systems also need to be powerful enough to handle differing amounts of documents while achieving a high rate of recognition. The decision to implement electronic document registration and recognition systems was linked with the demand that all tax offices be equipped with the technology as quickly as possible: Eighty systems were delivered and put into operation in Baden-Württemberg within a period of nine months, for example. Open Text Document Technologies introduced a centralized rollout scheme to ensure on-time delivery and setup of systems while maintaining the highest standards of quality. Expertise in system operation was provided through a clever training concept that proved to be a key factor in the system's gaining rapid acceptance among tax offices.

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