Document Imaging Technology: Increasing Business Productivity

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A presentation from March 2004 on Document Imaging and business productivity.

A presentation from March 2004 on Document Imaging and business productivity.

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  • 1. Document Imaging Technology: Increasing Business Productivity Raymond K. Cunningham, Jr. CRM, CA, MIT Manager of Records Services University of Illinois Foundation http://www.staff.uiuc.edu/~rcunning/bus.h tm
  • 2.  
  • 3.  
  • 4. Recorded Information - Transition
    • We live in transition between paper and digital
    • 98% of Information today is created electronically
    • Paper is being consumed at a higher rate today than in the past
    • Technology that enables you to handle each in the workplace today can bridge that gap
  • 5. How does Document Imaging Bridge the Transition?
    • Document Imaging offers solutions to the problems of the Information Age
    • DI offers greater efficiency in the workplace
    • Better business communications
    • Disaster Planning and Recovery – preservation of your business information
  • 6. Recorded Information - Life Cycle
    • Creation
    • High Use – On Line
    • Low Use – Near Line
    • Archival – Far line
    • Destruction – Retention schedule
  • 7. Document Imaging – Ground Rules for Records Managers
    • Document imaging is not for long term archival storage
    • Retention schedules must be implemented on images, just as they are implemented on paper
    • Security – a vital part of imaging
    • Document imaging must enhance workflow, not impede it
  • 8. The Document Imaging Process
    • Appraisal
    • Document Preparation
    • Scanning
    • Indexing
    • Storage
    • Distribution
  • 9. Records Appraisal
    • What are the business requirements?
    • What are the workflow issues?
    • Identify the vital records
    • What are the security issues?
  • 10. Document Preparation
    • Document preparation can be handled by the business or the imaging vendor
    • Document preparation is an important part of the process
  • 11. Scanning
    • Scanning can be done off-site or on-site
    • Quality control is important – vendors have the experience in QC that often businesses do not
  • 12. Indexing
    • Image indexing – much can be done automatically depending on the filing of the original paper
    • If forms are used, this can often be used in special OCR or ICR applications
    • Quality control is important in this phase
    • Do not over index
  • 13. Storage
    • On-Line Storage
    • Near-Line Storage
    • Archival Storage
    • Off-Site Storage
  • 14. Distribution
    • Who will be retrieving the documents?
    • Define your audience
    • Are the end user able to view the documents?
    • Options: web based retrieval, FAX, e-mail
  • 15. What is BCP?
  • 16. BCP
    • Document imaging is an integral part of BCP
    • Off-Site storage of business information is not only recommended, it is necessary to insure the long-term continuity of the business
    • Document imaging can insure against loss of business information
  • 17. Return on Investment
    • What can I expect from document imaging?
    • Increased efficiency
    • Saving money
    • Improved customer relations
  • 18. Paper vs. Digital
    • Paper – Higher cost for storage, maintenance and retrieval
    • Paper – Usually single source of information and high risk for loss
    • Digital – Lower storage costs
    • Digital – Well managed digital records can be copied to off-site storage preventing loss
  • 19. Accounts Payable
    • Payables are typically paper mail-based systems integrating a check writing, mail out procedure.
    • Payables are auditable for a minimum of 3 years in most businesses
    • Payables are often routed through the enterprise to several locations, mail room, accounting, departments, CFO, back to accounting for check cutting and back to mail room.
  • 20. Accounts Payable
    • AP is usually one of the high impact areas of document imaging combining imaging, with existing software applications. Electronic routing is used to enhance the processing
    • Two clerks working 40 hours per week, one filing, retrieving and routing
    • Replaced by one clerk scanning – routing is done electrically. Auditors accept images as originals and audits are done in less time.
  • 21. Bottom Line – Workflow Document imaging provides increased productivity in handling, distributing and storing recorded information
  • 22. Workflow – Business Process Reengineering Document imaging provides business with the necessary tools to expedite workflow.
  • 23. Accounts Receivable
    • An average of $300,000 daily would flow into the UI Foundation in the form of donations, mostly checks
    • At the UI Foundation it would take up to two weeks to respond to donations
    • With imaging, the amounts were credited to accounts the same day, letters going out the same day.
    • Imaging additionally expedited knowledge of individual donors, gave a more real time view of donors and images enabled the Research department to update addresses using images after the fact from their desktops.
  • 24. Document Imaging – Utilize Your Existing Office Equipment
    • Document imaging does not mean that you must invest in all new hardware and software
    • Most often the software, databases and operating systems allow integration of document imaging
    • Web based imaging retrieval
  • 25. Outsourcing – Partner with the Vendor
    • Small and medium businesses find advantages in outsourcing information processes to vendors
    • Large businesses routinely store information in off-site and remote storage – data warehouses
  • 26. You have options!
    • Image all Records
    • Image everything back to a certain date
    • Image from today forward
    • Scan on demand
  • 27. You have options!
    • Image records on-site or off-site
    • Store on-site with off-site backup
    • Warehouse your data, retrieving information from a secure location
    • Index off site
  • 28. You have options!
    • Use integrated peripherals – copy/fax/print/scan
    • Integrate imaging into your existing workflow systems
    • OCR – Optical Character Recognition
    • Off site storage of your business data
  • 29. The Future
    • EDMS – Electronic Document Management Systems
    • Web based retrieval
    • Data Migration – moving forward with your images – Partner with your vendor!
  • 30. Thank You Any Questions? [email_address]