AI Document Extraction

EquineOps uses artificial intelligence to automatically read and extract information from your documents, saving you time and reducing data entry errors.

AI document extraction is like having a smart assistant who reads your Coggins tests and registration papers for you. Instead of manually typing test dates, registration numbers, and other details, EquineOps automatically extracts this information when you upload documents.

What is AI Extraction?

AI extraction uses machine learning to:

• Read text from PDF documents and images
• Identify key information like dates, numbers, and names
• Extract relevant data fields automatically
• Present extracted information for your review
• Save confirmed data to horse profiles

You simply upload a document, and EquineOps does the rest.

Supported Documents

AI extraction currently works for two document types:

Coggins Tests (Equine Infectious Anemia)

What gets extracted:

• Test date: When the test was performed
• Laboratory name: The lab that processed the test
• Test result: Negative or positive result
• Test number: Laboratory reference number
• Veterinarian: Name of attending vet (when available)
• Expiration date: Automatically calculated

Accuracy: 95%+ for standard Coggins test forms

Registration Papers

What gets extracted:

• Registered name: Official horse name
• Registration number: Unique registry ID
• Registry type: AQHA, APHA, Thoroughbred, USHJA, USEF, etc.
• Breed: Horse breed
• Color: Coat color
• Sex: Mare, gelding, stallion
• Date of birth: Horse’s birth date (when visible)

Accuracy: 90%+ for standard registry documents

How AI Extraction Works

The extraction process happens automatically in the background:

All of this happens in seconds, not minutes!

Reviewing Extracted Registration Data

Here’s a detailed walkthrough of reviewing extracted registration information:

Understanding Confidence Levels

AI extraction provides confidence scores to help you know what to verify:

High Confidence (Green Checkmark)

95-100% confidence

• Data is almost certainly correct
• Quick review usually sufficient
• Common for clear, standard documents

Example: Test date on a standard Coggins form

Medium Confidence (Yellow Warning)

70-94% confidence

• Data is probably correct
• Review carefully to confirm
• May need minor corrections

Example: Registration number with unusual formatting

Low Confidence (Red Alert)

Below 70% confidence

• Data may be incorrect
• Verify against original document
• Often needs correction

Example: Smudged or handwritten text

Common Extraction Scenarios

Perfect Extraction

Scenario: You upload a clear, standard Coggins test PDF.

What happens:

• AI extracts all fields correctly
• High confidence on all data
• Quick review and confirm
• Total time: 30 seconds

Your action: Quick visual check and click “Confirm All”

Partial Extraction

Scenario: You upload a registration paper photo with some unclear text.

What happens:

• AI extracts most fields correctly
• Some fields have medium/low confidence
• Manual correction needed for 1-2 fields

Your action:

1. Review extracted data
2. Correct unclear fields
3. Confirm accurate fields
4. Total time: 2 minutes

Manual Entry Required

Scenario: You upload a very old or non-standard document.

What happens:

• AI may extract limited information
• Low confidence on most fields
• Manual entry is faster

Your action:

1. Click “Enter Manually” button
2. Type information from document
3. Skip AI review
4. Total time: 3-4 minutes (still better than retyping everything!)

Tips for Best Extraction Results

Document Quality

For best results:

• Use PDF format when possible
• Scan documents at 300 DPI or higher
• Ensure good lighting for photos
• Keep documents flat (no curled edges)
• Avoid shadows and glare

What to avoid:

• Blurry photos
• Angled or skewed documents
• Poor lighting
• Handwritten-only documents
• Very old, faded documents

Document Orientation

Ensure documents are:

• Right-side up (not upside down)
• Straight (not tilted)
• Fully visible (no cut-off edges)
• Flat (not folded or bent)

The mobile app can auto-rotate, but starting with correct orientation is best.

File Format

Best to worst:

1. PDF - Best extraction accuracy
2. High-res JPG/PNG - Very good accuracy
3. Standard photos - Good accuracy
4. Low-res images - Lower accuracy
5. Word documents - Varies by formatting

Lighting for Mobile Photos

When photographing documents with your phone:

• Use bright, even lighting
• Avoid direct sunlight (creates harsh shadows)
• Use overhead lighting when possible
• Avoid flash if possible (can create glare)
• Take multiple photos if first isn’t clear

What If Extraction Fails?

Sometimes AI extraction doesn’t work perfectly. Here’s what to do:

Try Re-uploading

If extraction seems completely wrong:

1. Delete the uploaded document
2. Check original document quality
3. Re-scan at higher quality if needed
4. Upload again

Sometimes a better scan makes all the difference.

Enter Data Manually

You can always skip AI extraction:

1. Upload the document normally
2. When extraction results appear, click “Enter Manually”
3. Type information directly into fields
4. Save manually entered data

Report Issues

Help improve the system:

1. Click “Report Issue” on extraction results
2. Note what was incorrect
3. Submit the report
4. Our team reviews and improves AI

Your feedback makes extraction better for everyone!

Benefits of AI Extraction

Time Savings

Before AI Extraction:

• Receive Coggins test
• Open horse profile
• Manually type test date
• Type laboratory name
• Enter test result
• Save changes
• Total time: 3-5 minutes

With AI Extraction:

• Receive Coggins test
• Upload document (or take photo)
• Review extracted data
• Click confirm
• Total time: 30 seconds

Time saved: 90%

Reduced Errors

Common data entry mistakes AI prevents:

• Transposed numbers in registration IDs
• Incorrect test dates
• Misspelled laboratory names
• Wrong expiration calculations
• Missing required fields

AI doesn’t get tired, distracted, or make typos!

Consistency

AI extraction ensures:

• Standardized data formats
• Consistent naming conventions
• Proper date formatting
• Accurate calculations
• Complete information

Searchability

Extracted data becomes immediately searchable:

• Find horses by registration number
• Search by Coggins test date
• Filter by registry type
• Locate by laboratory name

Privacy and Security

Your documents are processed securely:

Data Protection

• Documents encrypted during upload
• AI processing happens in secure environment
• Extracted data stored in encrypted database
• Documents never shared with third parties

Who Can See What

• Staff: See all documents and extracted data
• Clients: See only their horses’ documents
• AI System: Processes documents temporarily
• Support Team: Only with your permission

Data Retention

• Original documents kept indefinitely
• Extracted data saved to horse profile
• Processing logs kept for 30 days
• Audit trail for compliance

Frequently Asked Questions

Does AI extraction cost extra?

No! AI extraction is included with all EquineOps plans at no additional cost.

How accurate is the extraction?

Extraction accuracy is typically 95%+ for standard documents. Unusual formatting or poor document quality may reduce accuracy.

Can I turn off AI extraction?

Yes. You can click “Enter Manually” on any document to skip AI extraction and enter data yourself.

What happens to my documents during processing?

Documents are securely uploaded, processed by AI in seconds, and stored encrypted. The AI doesn’t “learn” from your specific documents or share them anywhere.

Why did extraction miss some information?

Common reasons:

• Information not visible in document
• Handwritten text (not yet supported)
• Very poor document quality
• Non-standard document format
• Information in unexpected location

Can I correct extraction errors?

Absolutely! You can edit any extracted field before confirming. You can also edit information later from the horse’s profile.

Does extraction work for all languages?

Currently, extraction works best for English-language documents.

Next Steps

Now that you understand AI extraction:

• Upload Your First Document - Try AI extraction yourself
• Document Management Overview - Learn about all document features
• Adding Horses - Create horse profiles
• Client Portal Access - Let clients upload documents too

Need Help?

Questions about AI extraction? We’re here to assist:

• Email: support@equineops.com
• Video Demos: Watch AI extraction in action in our help center