National Accreditation Body Achieves 99% Accuracy in Document Processing with AI Verifier

THE COMPANY

Background

The organization is a national accreditation body that assesses and certifies organizations to international standards. They manage a team of technical assessors who conduct thorough evaluations against ISO standards across multiple industries. 

Their assessments ensure that testing laboratories, inspection bodies, and certification organizations meet strict quality requirements before receiving accreditation.
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THE CHALLENGE

Too Much Paperwork Slowing Down Work

Challenges with handling document workflow slowed down both the organization’s efficiency and the work of the team members.

Their assessors created detailed inspection reports in Word format for each ISO standard evaluation. After implementing Microsoft Dynamics 365 to centralize operations, they ran into a roadblock, that is, they needed to manually convert each Word document into Excel format before importing it into their D365 system.

With over 400 files requiring processing monthly and without any AI verifier, their team spent countless hours on tedious data extraction, conversion, and verification work. Each document contained multiple complex data fields that needed precise extraction and standardization.

Such inefficiencies caused major difficulties within the company.

1. Technical team spending valuable time on administrative tasks instead of assessments
2. Increased risk of errors during manual data transfer due to lack of an AI verifier
3. Delays in processing time affecting client service
4. Growing backlog as document volume increased monthly

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THE SOLUTION

Smart AI Software That Reads Documents

When all the alternative options were assessed, they decided to use Checkfirst’s VerifyAI solution, configured to handle their unique document requirements.

1. Custom AI Model Development: Checkfirst built a specialized model to extract 28 distinct data fields from their inspection documents
2. Automated Processing Pipeline: Verify AI takes in all Word documents and outputs standardized Excel sheets ready for D365 import
3. Quality Verification System: Implementation of custom scripts and Sonnet LLM to verify data extraction accuracy
4. ‍Seamless Workflow Integration: Complete automation from document intake to final data output

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MEASURABLE RESULTS

From Typing to Automation

Using Checkfirst's Verify AI quickly delivered major and noticeable improvements.

1. Perfect Accuracy: 99% data extraction accuracy using custom scripts and Sonnet LLM verification
2. Complete Automation: Full processing of 3,000+ complex documents without manual intervention
3. Time Savings: Reduction in document handling time from intake to system integration
4. Elimination of Backlog: No more pending documents awaiting processing
5. ‍Resource Optimization: Technical team redirected to core assessment activities

Checkfirst’s AI verifier works best on complex documents. Its automation, driven by artificial intelligence, has generated strong results of late, demonstrating its efficacy in streamlining processes at scale. The minimizing of manual work allows for more efficient operations and a higher quality of service to our customers.

Director of Finance & Corporate Services | National Accreditation Body

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MORE THAN NUMBERS

How Work Got Better

The result was more than just the figures. Many members of the team highlighted several qualitative improvements.

1. Enhanced Data Quality: Standardized data extraction eliminated inconsistencies in how information was captured
2. Improved Employee Satisfaction: Eliminating tedious data entry work allowed technical experts to focus on their specialized assessment work
3. Better Customer Experience: Faster document processing led to quicker turnaround times for clients
4. ‍Reduced Administrative Burden: Support team could focus on higher-value tasks instead of document conversion

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LOOKING FORWARD

Building for the Future

By Checkfirst implementing its solution, the organization lays the ground for further innovation in processing their documents.

1. They can now handle increasing document volumes without adding administrative staff.
2. The organization is exploring additional AI automation applications for preliminary assessment work.
3. Resources previously dedicated to manual processing can be redirected to enhancing customer service.
4. The efficient and scalable AI-based document workflow puts the organization in a strong position to improve both operational efficiency and service quality.