Streamlining document verification with AI at a major business school

Business Challenge

Due to the large number of applicants, a private business school was frequently facing challenges in processing and verifying student documents. The manual verification process they used was time-consuming and prone to errors, leading to delays in admissions and enrollment, not to mention the increased operational costs. Checking expiry dates on essential documents like passports and IDs added to the complexity, while the risk of fraudulent submissions remained a concern. To enhance operational efficiency and ensure the integrity of its admissions process, the university needed an automated solution.

Solution

The organisation implemented an AI-driven document verification system designed to optimise various verification tasks. Key components of the solution included:

Document processing

The AI system scans and processes documents, checking expiry dates on passports and IDs within seconds. It flags any expired or soon-to-expire documents, significantly reducing the administrative burden and decreasing risk of error

Text extraction

For processing student-submitted documents such as transcripts and certificates, the AI employs advanced text detection to accurately read skewed or distorted text. This ensures critical details—such as names, dates, and credentials—are correctly extracted and cross-checked with internal databases.

Face detection and analysis

The AI scans submitted photos with precision, detecting digitally altered images and confirming that each face is authentic and unmodified. This feature enhances identity verification and flags any discrepancies.

Fraud and spam detection

By cross-referencing documents with known forgery patterns, the AI system quickly identifies altered or fake submissions, providing a reliable defense against potential fraud.

Technology

To support these initiatives, RichBrains in collaboration with a major business school leveraged several advanced technologies.

First of all, the solution uses AI Algorithms, such as machine learning models, which are designed to recognize and analyze text, images, and patterns in documents. Secondly, for precise text extraction from various document formats, even those that are low quality or hard to read, RichBrains implemented Optical character recognition (OCR). Facial recognition technology was also used to enhance identity verification through real-time analysis of submitted photographs.

Result

The introduction of the AI-driven verification system yielded impressive outcomes for a major business school

Processing time

Document verification time was reduced by 80%, allowing for a more efficient admissions process.

Accuracy improvement

Errors in data extraction and verification decreased by 95%, significantly enhancing the reliability of the admissions process.

Fraud detection

The AI system successfully flagged 99% of altered or fake submissions, substantially mitigating the risk of fraud.

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