Document Imaging - Capturing the Right Information


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A short presentation on why document imaging makes sense and things to look out for in a document imaging solution

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Document Imaging - Capturing the Right Information

  1. 1. Document Imaging: Capturing the Right Information <br />Moderator: Dan Kim – Product Marketing Manager<br />Presenter: David Geddes – Manager, Sales Operations<br />
  2. 2. Agenda<br />Business Challenges with Storing Paper<br />What is Document Imaging<br />Benefits of Document Imaging<br />Which Documents to Image<br />Key Productivity Features<br />Back-Scanning vs. Go-Forward<br />Indexing Deployment Models<br />
  3. 3. Business Challenges with Storing Paper<br /><ul><li>High cost to create & store paper documents
  4. 4. Recurring costs associated with re-prints & faxes
  5. 5. Inefficient physical storage
  6. 6. Difficulty accessing paper documents
  7. 7. Delays & costs in resolving client inquiries
  8. 8. Security & compliance risks</li></li></ul><li>Problems With a Paper-Based System <br /><ul><li>The average document gets copied as many as </li></ul> 19 times<br /><ul><li>7% of documents get lost
  9. 9. 3% of documents are misfiled
  10. 10. Office staff spend 5-15% of their time reading information, but up to 50% looking for it
  11. 11. 90% of corporate intellectual property </li></ul> exists on paper<br /> Source: Coopers & Lybrand<br />
  12. 12. The solution….. <br />Document Imaging<br />
  13. 13. What is Document Imaging?<br />A set of tools designed to help you:<br /><ul><li>Scan any paper/hardcopy documents using existing multi-function printers or dedicated scanners
  14. 14. Add the Indexing or Metadata information to the document to assist in organizing and finding imaged documents</li></li></ul><li>Document Imaging – The Process <br />
  15. 15. What is Indexing?<br />
  16. 16. Document Imaging - Benefits<br />BENEFIT TIME LINE<br />Cost Savings Achieved in a Few Months<br />Increased Staff Productivity Immediate<br />Enhanced Member Service Immediate<br />Increased Document Security Immediate<br />Business Continuity/Disaster Recovery Immediate<br />Enhanced Fraud Prevention Immediate<br />Improved Compliance Immediate<br />
  17. 17. Cost/ Benefit Analysis<br />
  18. 18. Document Imaging: Tactically Speaking<br /><ul><li>Where to Start?
  19. 19. Which documents to image?
  20. 20. What about existing files in storage?</li></li></ul><li>Which documents to capture?<br />Member service (KYC) and fraud prevention documents<br /><ul><li>Photo cards
  21. 21. Signature cards
  22. 22. Account opening agreements</li></ul>Lending documents<br /><ul><li>Loans
  23. 23. Leases
  24. 24. Mortgages</li></ul>Deposit Items<br /><ul><li>Cheques
  25. 25. Teller receipts
  26. 26. Remittance slips</li></ul>Internal Documents<br /><ul><li>Purchase orders
  27. 27. Invoices</li></li></ul><li>Back-Scanning vs. Go-Forward<br /><ul><li>Scanning existing files currently in storage</li></ul>How many are there?<br />How much room does it take up?<br />Are we out of compliance by storing paper?<br /><ul><li>Scanning go-forward documents only</li></ul>How many are there?<br />How much room does it take up?<br />How often are they accessed?<br />
  28. 28. Which documents to capture?<br />Member service (KYC) and fraud prevention documents<br />Photo cards<br />Signature cards<br />Account opening <br />agreements<br />Lending documents<br />Loans<br />Leases<br />Mortgages<br />Deposit Items<br />Cheques<br />Teller receipts<br />Remittance slips<br />Internal Documents<br />Purchase orders<br />Invoices<br />
  29. 29. Document Imaging: Key Productivity Features<br /><ul><li>Help speed up the indexing
  30. 30. Remove likelihood of operator errors
  31. 31. Maximize data integrity
  32. 32. Automate as much as possible</li></li></ul><li>Key Productivity Features<br />Database Lookup: use existing repositories of client data to auto-populate index fields. <br />Using a database allows you to create the optimal indexing structure without affecting the indexing & upload times.<br />
  33. 33. Key Productivity Features<br />OCR & Barcode Support: using OCR or Barcodes to auto-populate index fields<br />
  34. 34. Key Productivity Features<br />Document Presence Auditing: specify a list of required forms in a batch and alert users if required forms are missing<br />
  35. 35. Key Productivity Features<br />Indexing Pre-Existing e-Files: assist with the indexing of files that are already in electronic formats and automate the upload to your Document Management system<br />
  36. 36. Key Productivity Features Review<br /><ul><li>Help speed up the indexing
  37. 37. Remove likelihood of operator errors
  38. 38. Maximize data integrity
  39. 39. Automate as much as possible</li></li></ul><li>Document Imaging: Deployment Models<br /><ul><li>Who does the scanning and/or indexing?
  40. 40. How many indexing workstations do I need?
  41. 41. Where does the work take place?</li></li></ul><li>Where Does the Scanning & Indexing Take Place?<br /><ul><li>Typically it’s the same staff that are manually filing the documents today
  42. 42. Scanning & Indexing do not have to be done by the same person or even in the same location
  43. 43. Indexing can be either be centralized or distributed</li></li></ul><li>Distributed Indexing<br />
  44. 44. Centralized Indexing<br />
  45. 45. Deployment Models Review<br /><ul><li>Consider the existing scanning technology available
  46. 46. Balance the workload of indexing where appropriate
  47. 47. Cross-reference with your ECM Strategy</li></li></ul><li>Overall Summary<br /><ul><li>Understand the challenges and costs associated with storing paper
  48. 48. Build your business case
  49. 49. Look for and make use of as many key productivity features
  50. 50. Use your ECM Strategy to help guide you to the right deployment model
  51. 51. Reap the benefits of document imaging</li></li></ul><li>Next Steps<br />Visit:<br /><ul><li>Online Cost/Benefit Analysis Calculator
  52. 52. eBook – Leveraging Your Document Repository
  53. 53. Product Brochure: Doxim easyCapture
  54. 54. Video on Document Imaging</li></li></ul><li>Visit to learn more<br />Or contact us at<br />Follow us on twitter @doxim_inc<br />