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Refine
Your pilot worked on the sample, then met your real records.
A clean sample hides what your real content holds, from duplicates and conflicting versions to files nobody ever indexed, and that’s where the results stop holding up. We turn messy, duplicate, unindexed, ungoverned content, in any form, into data your systems and your teams can find, trust and use.
The problem
It shows up in the hours people spend working around it, whether the content was just digitized or was always digital.
Which one sounds like your week?Records conflict, duplicate or carry errors, and there's no way to tell which version is current. Teams stop trusting the information they're working from.
See Record Matching →Terabytes of content sit with no index and no structure. When a compliance, search or reporting request arrives, someone goes looking by hand.
See Classification →Invoices, claims and applications get retyped into the systems that need them, which slows operations and lets errors in.
See IDP →The content feeding those systems is messy and ungoverned, so their output can't be trusted until the foundation underneath is fixed.
See all three →What we take on
Refine offers three capabilities: Intelligent Document Processing (IDP), data quality and record matching, and document classification and metadata enrichment.
Invoices, claims, applications, contracts and healthcare records carry the data your operations run on, and too often someone retypes it. We classify the documents, extract the data and validate it as a service, so your staff can stop rekeying.
Beyond a single page or form. We connect extracted data to the related records and data points you already hold, which is the harder and more valuable part of the work.
Into the systems you already run. Structured output goes into your systems, repositories or downstream workflows.
Checked against thresholds. Results are checked against configurable accuracy thresholds.
We find, match and resolve duplicate, near-duplicate and inconsistent records within your large, disorganized data sets, using judgment, not blanket deletion.
Beyond exact-match deduplication. Identical files are a baseline cloud storage already catches. The real work is finding records that represent the same thing without being identical, like a signed contract and its unsigned draft.
Judgment, not blanket deletion. A near-duplicate isn’t automatically noise. Sometimes it’s a meaningful variant worth keeping; in insurance, a duplicate submission can indicate fraud rather than redundancy.
Standardization and remediation. Normalizing across inconsistent formats, structures and sources, then correcting, completing and reconciling conflicting records.
Subject matter expert validation. AI extraction runs at over 98% accuracy, but anything that doesn’t meet your accuracy or compliance bar goes to industry specialists for review, not accepted on the model’s word alone.
We categorize your documents and add metadata and reference data, so they can be found, governed and put to work.
More than one flat category. Some industries want a second level of specificity beneath the main document type, like a contract classified further as a lease agreement or a service agreement.
Sensitivity travels with the record. Classification includes sensitivity-aware handling of regulated data, such as PII and PHI, where relevant.
Metadata that makes content usable. Tagging and enrichment that makes content findable and usable in the downstream systems that consume it.
Reference data added, not just tags. Standard codes, lookup values and other outside context added to support analytics, search and compliance use cases.
Ways to engage
We deliver IDP as a service, with our team doing the classification, extraction and validation. If you’d rather run IDP yourself, we implement, manage and support the software, including PageIQ and partner platforms. The choice comes down to how you want to engage, and you can start at any point on the line and move along it over time.
We run your IDP solution as a managed service, including one built on PageIQ. You buy an outcome, not a tool you still have to run.
You buy the technology and add our managed services as needed, including setup and ongoing management.
You run PageIQ (our own platform), Hyland's Content Intelligence Cloud (CIC) or Box (Box Extract, Box AI and Box Automate) yourself, with our implementation, training and support.
Technology handles what technology can reliably handle, and a human steps in only for what is left.
Who we do this for
Records that can't be found when a request or an audit arrives
Claims data keyed by hand while the queue keeps growing
Reports that two teams can't agree on, built from conflicting records
Case files duplicated across systems, with no clear current version
Who we work with
Projected annual savings
Manual indexing couldn’t keep pace with ambulatory care volume. AI-powered document processing cut unit cost from $1.50 to $0.68 and reached 98% indexing accuracy.
Read the case study →Images processed monthly via PageIQ
We run our own healthcare and AP document operations on the same AI-powered classification and extraction platform, handling roughly 1,500 document types per healthcare client across ~15 clients, in production for 5+ years.
Read the case study →Security and compliance
Classification includes sensitivity-aware handling of regulated data, such as personally identifiable information (PII) and protected health information (PHI), where relevant.
SOC 2 Type II, ISO 27001 and HIPAA-aligned handling all apply to Refine work, at the same facilities as every other DataBank engagement.
Bring the security and compliance requirements your content carries to the first conversation.
Monitored around the clock.
Security event and threat monitoring (SIEM), 24/7.
A dedicated information security team.
It runs the security programs that apply to all of our work.
Multi-factor authentication.
Required for every remote connection to our systems.
Screened people.
Background screening before hire, confidentiality agreements and security training at hire and every year.
Where Refine sits
When records have just been digitized, the work isn’t finished. The pages are now files, but the data inside still isn’t structured, deduplicated or ready to use, and Refine picks up from there. Content that was always digital comes straight to Refine, with no scanning engagement in front of it.
Think of us as the general contractor for complex document and data operations. Intake, Refine, Manage and Activate follow your data in the order it moves: captured, refined, managed and activated.
Questions we hear
No. Refine works on the content you already have, including records that were always digital and never touched paper.
Cloud storage catches identical copies. The harder work is finding records that describe the same thing without being identical, like a signed contract and its unsigned draft, and showing which one is current.
Yes. We set it up for your content, train your team on it and stay with you to manage and support it.
No. We do the classification, extraction and validation work as a service, and structured output goes into the systems you already use. If you'd rather run the technology yourself, we can set that up with you.
Start the conversation
Tell us where it shows up for you, whether that’s a request nobody can answer quickly, a report two teams read differently or an automation project waiting on better data, and we’ll start the conversation there.
Connect with an expert