Limited Corporation for Information Management and Documentation

Optimation of business routines

Project examples


In many business processes, such as receiving inspections or the processing of orders, there are recurring queries or requests for further information – routines which may in large part be carried out automatically.

Project duration: ongoing

The solution we present here was developed from the specifications of an earlier project for a client from the pharmaceutical industry. The project involved patient reports on clinical studies. These reports were to be administrated and had to be checked for completeness. In many case, queries to the authors arose, uncertain data had to be verified, and additional information had to be requested – a whole lot of work, in all, especially a lot of manual work, which we wanted to make easier with electronic steps. Our aim was to generate, as far as possible, routine operations, such as acknowledgements of receipt, queries, requests for further information, etc., automatically.

One typical process: Every day, our client sends us e-mails with several PDF-document attachments (e.g. patient reports). For each of these attachments, ARTIS automatically creates a data record and a code number; by automatically generated acknowledgement, the sender is informed of these code numbers. The report is then searched with the aid of textmining routines. A database-supported print routine makes sure that the document also reaches the person in charge on paper. Intellectual processing in ARTIS then occurs according to client specifications: For instance, pre-defined keywords like “side effect” or “tolerance limit” will be allocated. Per request of our client, the text passages with these indexes become visible as markings in the PDF document. The finished document is given the code number, indexes and markings.

In effect, all information from incoming mails – subject, content, and attachments – remains bundled and preserved until completion, regardless of which format it existed in originally.

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