Accelerating Document Digitization and Workflow Efficiency with IBM Datacap
A large fleet management and vehicle rental services provider relied heavily on paper-based documentation to manage bookings, contracts, inspections, service records, and billing workflows. Manual data entry slowed operations, introduced errors, and made it difficult to scale as customer demand grew.
By implementing IBM Datacap with Nexright, the organization automated the capture, classification, and extraction of data from multiple document types — enabling faster onboarding, accurate data processing, and seamless integration into downstream business systems. The result is a smarter, more efficient content management experience that reduces manual workload and accelerates decision-making.
Business challenge
The company’s rapid expansion created an urgent need for streamlined document processing. Thousands of forms — ranging from rental contracts to maintenance reports — were being scanned or manually keyed into internal systems. This created operational bottlenecks and impacted service quality.
Key Challenges:
- High manual effort required to capture and validate data across multiple document types.
- Slow turnaround times for contract creation, vehicle check-in/out forms, and billing records.
- Inconsistent document accuracy, leading to compliance risks and customer disputes.
- Limited visibility into document status and workflow progress.
- Difficulty scaling as the organization expanded its fleet and customer base.
The organization needed an intelligent, scalable, and automated document processing solution capable of managing diverse content types while eliminating human error and processing delays.
Solution
Partnering with Nexright, the organization deployed IBM Datacap to automate document ingestion, classification, and data extraction across its core fleet management workflows. Nexright designed an end-to-end intelligent document ecosystem integrated with the organization’s ECM, ERP, and customer service platforms.
Solution Highlights:
- Smart Document Capture:
Automated capture of contracts, checklists, invoices, ID documents, and service records from scanners, email, web portals, and mobile devices. - AI-Driven Classification:
Machine learning models trained to identify document types, apply business rules, and route files to the correct workflow. - Advanced Data Extraction:
High-accuracy OCR and rule-based extraction of customer details, vehicle IDs, contract values, mileage readings, and inspection notes. - Automated Validation & Exception Handling:
Business rules verify extracted data, flag inconsistencies, and route exceptions to staff for quick resolution. - Seamless System Integration:
Nexright integrated Datacap with IBM FileNet, ERP systems, and the customer service platform to support real-time document updates and faster transaction processing. - Operational Analytics:
Dashboards providing visibility into processing speed, error rates, and workflow performance.
Solution components
- IBM Datacap
- IBM FileNet Content Manager
- IBM Cloud Pak® for Business Automation
Multi-Channel Document Capture
Capture documents from scanners, mobile apps, email, and web portals with automated metadata extraction and content validation.
Intelligent Classification
Machine learning models categorize documents — from rental agreements to maintenance logs — and apply workflow rules instantly.
High-Accuracy Data Extraction
OCR and NLP extract structured and unstructured data, reducing human input and minimizing billing or contract errors.
Result
- Cut document processing time by 70%, accelerating onboarding and customer service.
- Reduced manual data entry by 80%, freeing staff to focus on higher-value tasks.
- Improved accuracy by 90% through automated extraction and validation rules.
- Enabled same-day processing of rental contracts and service records across all branches.
- Strengthened compliance, with complete audit trails and centralized document governance.
- Scalable automation foundation that supports company growth without additional administrative overhead.
Before Datacap, we captured lots of data — but we weren’t truly putting it to work. With Nexright and IBM Datacap, we’ve automated document handling end-to-end, reduced errors, and dramatically improved operational efficiency.
— Fleet Operations Manager, Fleet Hire Services