Aiim capture trends 2009 2010

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  • 10:46: AIIM is a non-profit industry association for more intelligent information management. We support approx 65,000 professionals in our community. We provide; education in global best practices, - just passed 11,200+ course attendees in 3,5 years weekly free webinar standards, e.g. PDF and PDF/AShare some research we just finished… 829 respondents >10 Employees, including ECM suppliers and bureaus18% finance sector, 18% local gov, 8% utlities/telecoms/oil&gas, 7% national gov 7% hitech incl ECM and Capture vendors17% had 10K+ employees, 12% 5K-10K employees56% US, 13% UK, 9% Canada,Good mix of IT, IM and Biz people
  • 10:47Disclaimer, - you can find numbers to support whatever you want…
  • 10:48 Lets start by looking at thebigpicture…2008 has been a toughyear, butthingsareimproving.
  • 10:49 The recession meant reducing costs for many orgs.We asked 200 people in February how this impacted their organization?62% have seen revenue declines41% report that the acceptable length of time to implement a project has been significantly cut69% state that only those projects that can demonstrate positive hard dollar returns THIS YEAR are being approvedIn addition to this…72% has reduced spend on travel and entertainment31% has reduced spend on technology59% has reduced number of staff
  • 10:50 At the same time; we are experiencing an exponential growth of information. 10x more electronic info in 2011 then 2006For 56% of organizations, volume of paper is also records increasing.The amount of paper documents is growing at a rate of 22% per year.Why is it growing, - one explanation… 38% often print newly generated office documents and file them as paper records 43% often print important emails and file them as paper records 33% often print anything that may need to be accessed for auditSo, - less budgets to manage more information…
  • 10:51 The evolution of the office has also changed the power balance within organizations. We have for given our users more power, which increasingly will influence what’s being implemented of IT solutions.The management guru Peter Drucker summarized this trend as follows: The Knowledge Worker now owns the means of production. Any they know it..Think about it; Typewriter – central control Email – less control Blogs – little control
  • 10:54 The risks of mismanagement are increasing…Regulatory ComplianceEdiscovery
  • 10:55 But organizations struggle to control documents.More then 80% feel they have control of corporate records, but less on paper correspondence, forms, and reportsBut electronic content is a challenge…47% of Office docs “Somewhat unmanaged or very unmanaged”52% Emails “Somewhat unmanaged or very unmanaged”72% Blogs and wikis “Somewhat unmanaged or very unmanaged”74% Instant messages “Somewhat unmanaged or very unmanaged”
  • 10:56 CONCLUSION:Business trends with content growing at an exponential rateReduce costs, improve collaboration and governance = The perfect storm for ECM, but also Capture since it connects the past with the present.ECM Technology trends- SharePoint is becoming the new information infrastructure for most organizations – it replaces shared drives and boosts the ECM industry- Process Management – BPM / Workflow continue to attract attention for reducing processing costs, but also to ensure compliance- Transactional CM (and Capture): Improve content intensive processes- Content Analytics – people need help migrating from digital landfills on shared drives, but also to learn from vast amounts of unstructured content- Universal records management – Organizations are starting to see the need for enterprise RM as a back-end to multiple applications - Social computing – increased focus on networked approach to collaboration, not horizontal, with wikis, blogs, social networking-Cloud Computing- OpenSource
  • 10:57 Lets now look at the capture trends…
  • 11:02 GUESS WHAT; We now have the paper free toilet. So what is stopping us!?
  • 11:05 We also looked into the real benefits earlier this year, and found the following….On average, more than 15% of floor space in offices is taken up by filing cabinets: the research shows that the introduction of a DM system is likely to reduce this by 35%.A DM system can reduce routine copying and filing activities in an HR department by 25%Invoice Automation can halve the time taken to approve and process payments and reduce the number of lost invoices by 66% (Aberdeen: 56% more efficient)Electronic processing of delivery documentation can reduce the time taken chasing and sorting documents by 46%, and halvethe number of lost documents.
  • 11:06 Lets now look at organizations’ Capture strategy… Some decisions may have made sense a few years ago, and you also want the decisions to make sense today… (like Microsoft almost saving Apple in the 90s…)
  • 11:07We see organizations scan documents that users…- Access often- Access simultaneouslyRequire quick access to But do they centralize the capture process, make it distributed, or outsource it? (next page)
  • 11:09 And what are the perceived benefits and issues of the different options…Benefits of Centralized: Better process knowledge for entry and indexing; More assured securityIssues of Centralized: Demands for faster turnaround; Storage space and logistical requirements; Physical transportation of documentsBenefits of Distributed: Ownership by local process owners;Utilizes existing MFPsIssues of Distributed: Training staff to index properly;Persuading staff to index;Maintaining qualityBenefits of Outsourced: No staff management overheads;Cost per scanIssues of Outsourced:Integration back into electronic archive; Physical transportation of documents; Turnaround time lag
  • 11:12 Lets at the end now look at Deployment trends, but start by addressing what people will invest in…
  • 11:15 - And what type of quality are organizations experiencing?Orgsindicates that users are typically achieving between 2 and 5% rejection rates, with a longer tail producing a document average of 7%.The picture for automatic classification is more varied, with a greater spread and a longer tail. The document average is 13.3%, but 65% of organizations achieve 10% or better intervention rates, which still represents a massive reduction in overall time spent indexing.And only 31% of docs are destroyed after scanning. There may be solid arguments for this, but I also think there is a lack of education.
  • 11:17- This means that Capture and Imaging is often one of the components of an Enterprise architecture and Enterprise Content Management. Capture is the on-ramp to ECM or start of BPM. Another value is that Capture connects the past with the present.Integration becomes even more important, but also conformance to enterprise standards for metadata, security, etc.
  • 11:19 - There are a few other overall trends that are worth mentioning…We asked around 500 people in this industry what they prioritize when buying a new ECM solutions… This is also relevant for Capture…
  • 11:20 What is most important?58% Ease of use 46% Easy of integration. 31% of organizations have 20 or more repositories that could be linked 42% Easy of implementation.Lets look briefly at two of these…
  • 11:21 - #1 Easy of UseThe picture shows MS Word 2003 with all functionality showing. This is too much for users, especially if users only use 3-5% of functionality. They therefore improved the user interface in Office 2007.Remember how Apple almost disrupted the Cell Phone Market with a phone that was easier to use, but offered less functionality. Simplicity sells.
  • 11:22 - # Easy of implementationOrgs want to make it easier to implement solutions, but also reduce the Total Cost of Ownership. We see therefore a huge focus on Cloud Computing in the years ahead.US Fed Gov CIO VivekKundra wants the Fed Gov to adopt Web 2.0 from 2009, and they introduced last month APPS.GOVThis will impact and boost the interest in Capture.
  • 11:27 There are a lot of changes the next few years, - you need to be proactive and plan the future.Therefore, - take a look at the AIIM training programs.BECOME AN AIIM PRACTITIONER, SPECIALIST OR MASTER.
  • Aiim capture trends 2009 2010

    1. 1. Capture Trends 2009-2010 <br />- AIIM researchconducted during November 2009<br />
    2. 2. aiim.org<br />Page 2<br />
    3. 3. aiim.org/research<br />Page 3<br />Full report available for free from aiim.org/research<br />The survey was taken by 882 individual members of the AIIM community.<br />
    4. 4. Great Moments in Statistics Reasoning!<br />The Japanese eat very little fat and suffer fewer heart attacks than the British or the Americans.<br />On the other hand, the French eat a lot of fat and also suffer fewer heart attacks than the British or the Americans.<br />The Japanese drink very little red wine and suffer fewer heart attacks than the British or the Americans.<br />The Italians drink excessive amounts of red wine and also suffer fewer heart attacks than the British or the Americans.<br />Conclusion: Eat and drink whatever you like. It's speaking English that kills you.<br />
    5. 5. Business Trends<br />
    6. 6. #1 Reduce Costs<br />62% have seen revenue declines<br />41% report that the acceptable length of time to implement a project has been significantly cut<br />69% state that only those projects that can demonstrate positive hard dollar returns THIS YEAR are being approved<br />
    7. 7. Reduce Costs<br />By 2011, the digital universe will be<br />10X<br />as big as it was in 2006<br />Source: IDC<br />
    8. 8. #2 Improve Collaboration<br />
    9. 9. Improve Collaboration<br />“It is easier to locate “knowledge” on the Web than it is to find it on our internal systems” <br />80%<br />18-30<br />73%<br />31-45<br />64%<br />>45<br />
    10. 10. Which THREE of the following benefits would most likely justify a spend on collaboration tools within your organization?<br />10+ employees (656)<br />Improve Collaboration<br />
    11. 11. For each type of content, evaluate the degree of control that exists in your organization in managing it?<br />#3 Improve Governance<br />
    12. 12. Improve Governance<br />For each type of content, evaluate the degree of control that exists in your organization in managing it.<br />All respondents (462)<br />
    13. 13. Tools and Instruments<br />Using the right tools is vital to the design’s construction.<br />Futures<br />The best designs for an ECM environment includes a continuous improvement program with a vision of the future.<br />Foundation<br />Building a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.<br />Conclusion: ECM is the foundation for business<br />
    14. 14. Capture Trends<br />
    15. 15. Key Benefits of Imaging<br />Source: “The ROI Of Imaging” report, Forrester, September 29, 2009 <br />
    16. 16. What are the strongest drivers for scanning and capture in your organization? Max. THREE.<br />Business Drivers<br />10+ employees ,Non-trade(742)<br />
    17. 17. What would you say are the biggest barriers to greater strategic adoption of scanning and capture in your organization? Max. THREE..<br />Barriers<br />10+ employees ,Non-trade(742)<br />
    18. 18.
    19. 19. How would you rate the success (ROI, service improvement, etc) of the following processes/document types?<br />Business Processes<br />10+ employees,World (702)<br />Line length indicates “We don’t do this”<br />
    20. 20. What payback period would you say you have achieved, or are on track to achieve, from your scanning and capture investments?<br />ROI<br />10+ employees ,Non-trade(618)<br />
    21. 21. ROI<br />On average, more than 15% of floor space in offices is taken up by filing cabinets: the research shows that the introduction of a DM system is likely to reduce this by 35%.<br />The average time per day spent looking for paper documents, document files, emails, intranet, and web pages is 51 minutes. How much do we save by reducing this by 25% or 50%?<br />A DM system can reduce routine copying and filing activities in an HR department by 25%<br />Invoice Automation can halve the time taken to approve and process payments and reduce the number of lost invoices by 66%<br />Introducing a formal workflow system in accounts receivable can cut late payments by 50%<br />Electronic processing of delivery documentation can reduce the time taken chasing and sorting documents by 46%, and halve the number of lost documents.<br />
    22. 22. Capture Strategy<br />
    23. 23. What should you capture?<br />Documents that users:<br />Access often<br />Access simultaneously<br />Require quick access to <br />Just documents, or:<br />Documents with metadata <br />All metadata?<br />Handwritten, printed text, forms, barcodes and/or tick boxes?<br />Complete backfile or just partial backfile conversion?<br />Day-forward or day-forward with on-demand conversion?<br />
    24. 24. Do you use outsourced, centralized and/or distributed scanning (distributed is eg. MFPs, desk-top scanners, branch office scanning, field scanning)?<br />Outsourced/Central/Distributed<br />10+ employees ,Non-trade, non bureau(746)<br />
    25. 25. Outsourced/Central/Distributed<br />10+ employees , Non-trade, non bureau (225-528)<br />
    26. 26. How would you characterize your Scanning strategy?<br />Capture Strategy<br />10+ employees ,(790)<br />“We don’t do this” shortens the line<br />
    27. 27. Capture Strategy<br />How would you characterize your Capture/Data-Indexing strategy?<br />10+ employees ,(790)<br />“We don’t do this” shortens the line<br />
    28. 28. Deployment Trends<br />
    29. 29. How will your spending on the following Capture components in the next 12 months compare with the last 12 months?<br />Spend<br />10+ employees ,Non-trade(570)<br />Line length indicates those who spend in this category, not the amount they spend<br />
    30. 30. 7%<br /> In general, what proportion of your scanned documents are rejected at QA or require intervention? <br /> If you use automatic classification for archive, what proportion of your documents require intervention? <br /> What proportion of the documents that you scan would you say are destroyed after scanning?<br />13%<br />31%<br />
    31. 31. Capture is becoming part of the IT Infrastructure<br />Who is the decision maker for your scanning strategy?<br />10+ employees ,Non-trade(728)<br />
    32. 32. Information Architecture<br />Portal/Web<br />Search<br />Visualization<br />BPM/<br />Workflow<br />Taxonomy/Facets<br />Collaboration<br />Enterprise Digital Rights Mgmt<br />Authentication<br />ID Extraction<br />ContextualFiltering<br />Content<br /> Analytics<br />Social Network Analysis<br />Records <br />Management<br />Digital Asset Management<br />Document<br />Management<br />Capture/<br />Imaging<br />Meta Data Management<br />Web<br />Data<br />Shared <br />Drives<br />E-mail<br />IM<br />Multimedia<br />Capture is an important component of ECM<br />
    33. 33. SharePoint<br />Only 15% of organizations index and store a significant number of scanned images in SharePoint, but this is expected to double <br />10+ employees ,World (665)<br />
    34. 34. What are the most important criteria's for choosing a new product?<br />
    35. 35. 58%<br />Ease of use<br />Ease of integration with other enterprise systems<br />46%<br />Ease of implementation<br />42%<br />
    36. 36. Easy of Use<br />
    37. 37. Easy of Implementation<br />
    38. 38. Plan the future – be proactive!<br />aiim.org/training<br />
    39. 39. Thank You!<br />Atle Skjekkeland<br />Vice President<br />AIIM<br />Email: askjekkeland@aiim.org<br />Twitter: Skjekkeland<br />
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