Findings from AIIM's annual research on the latest trends in digital capture and paper-free processes.

1. Underwri(en
by:
Are
We
There
Yet?
Paper-­‐Free
Progress:
measuring
outcomes
Presented
5th
November,
2015

2. Market
Intelligence
Are
we
there
yet?
Paper-­‐Free
Progress:
measuring
outcomes
Presented
by:
Bob
Larrivee,
Vice
President
AIIM
Market
Intelligence

3. Market
Intelligence
In
Your
Opinion….
©AIIM
2015

4. Market
Intelligence
How
do
you
feel
about
the
following
statements?
N=179
©AIIM
2015
0%
20%
40%
60%
80%
100%
120%
140%
There
will
always
be
some
processes
that
are
easier/more
efficient/safer
to
run
with
paper.
Removing
paper
from
processes
should
be
a
constant
objec]ve,
not
a
one-­‐off
exercise.
The
best
way
to
keep
paper
out
of
the
business
is
to
scan
it
at
the
door.
All
businesses
should
have
at
least
one
agreed
and
approved
e-­‐signature
mechanism.
Paper-­‐based
content
and
processes
are
a
huge
impediment
to
remote
access
and
teleworking.
Business-­‐at-­‐the-­‐speed-­‐of-­‐paper
will
be
unacceptable
in
a
few
years’
]me.
We
are
commi(ed
to
digital
transforma]on,
and
paper-­‐free
is
an
essen]al
star]ng
point.
40%
20%
0%
20%
40%
60%
80%
%
of
respondents
92%
:
removing
process
paper
is
a
constant
objecEve.
79%:
all
business
should
have
an
e-­‐signature
mechanism
80%:
paper
content
and
processes
a
huge
impediment
to
remote
access
and
telework.
72%:
business
at
the
speed
of
paper
will
not
be
acceptable.
57%:
paper-­‐free
is
the
starEng
point
for
transformaEon.

5. Market
Intelligence
Paper
is
a
BIG
problem
for
most
businesses
with
reducing
or
elimina]ng
paper
as
a
common
goal.

6. Market
Intelligence
There’s
Paper
in
the
Office
©AIIM
2015

7. Market
Intelligence
Which
of
the
following
would
describe
your
office
or
typical
offices
in
your
organiza]on?
31%
sEll
piled
high
with
paper.
40%
sEll
file
“important
stuff”
on
paper.
56%
paper-­‐based
for
signatures.
8%
Digital
mailroom.
17%
mostly
paper-­‐free.
N=362,
©AIIM
2015

8. Market
Intelligence
In
general,
would
you
say
that
the
amount
of
paper
flowing
through
your
business
processes
is
increasing
or
decreasing?
20%
increasing
inc.
2%
rapidly.
55%
decreasing,
inc.
12%
rapidly.
©AIIM
2015
2015
2014
2011
Increasing
20%
25%
19%
Decreasing
55%
46%
41%
Net
45%
21%
22%
Increasing
rapidly,
2%
Increasing
somewhat,
18%
Stable,
25%
Decreasing
somewhat,
43%
Decreasing
rapidly,
12%
N=358,
excl.
5
Don’t
Know

9. Market
Intelligence
How
would
you
describe
progress
towards
elimina]ng
paper
from
your
business
processes?
16%
acEvely
look
at
every
process,
inc.
3%
who
have
reached
goal.
36%
making
good
progress.
7%
sEcking
with
paper.
©AIIM
2015
2015
2014
AcEve
16%
9%
Progress
36%
36%
Paper
only
7%
11%
N=364

10. Market
Intelligence
There
is
a
growing
movement
to
iden]fy
and
improve
paper
intensive
processes
through
paper
reduc]on
and
elimina]on.

11. Market
Intelligence
The
Element
of
Capture
©AIIM
2015

12. Market
Intelligence
What
would
you
say
are
the
three
biggest
drivers
for
scanning
and
data
capture
in
your
organiza]on?
Improved
searchability
and
sharability
of
documents
(53%).
Then
producEvity,
reduced
storage
space,
and
faster
response.
Sustainability
only
cited
by
4%.
N=334
©AIIM
2015

13. Market
Intelligence
What
are
your
immediate
priori]es
to
improve
your
current
capture
system(s)?
57%
looking
to
automate
more
manual
processes.
27%
want
to
increase
the
speed
of
delivery
to
the
next
process.
16%
improve
security
and
compliance.
23%
upgrade
systems.
N=202,
©AIIM
2015
0%
10%
20%
30%
40%
50%
60%
Automate
more
manual
processes
with
document
classifica]on
Increase
the
speed
of
delivering
informa]on
to
the
next
process
Improve
security
and
compliance
Update
our
capture
systems
with
be(er
technology
Consolidate
mul]ple
capture
systems
to
one
system
Extend
our
distributed
capture
capabili]es
Deploy
a
mobile
capture
solu]on
Implement
a
mul]-­‐channel
capture
system
Implement
capture
to
cloud

14. Market
Intelligence
In
general,
which
of
the
following
apply
in
your
business
unit?
40%
of
orgs
have
passed
the
50%
threshold
of
digitally
delivered
invoices.
But
35%
agree
that
most
get
printed
anyway.
31%
agree
that
most
of
the
paper
documents
retained
are
only
for
signatures.
N=316
©AIIM
2015

15. Market
Intelligence
Capture
of
paper-­‐based
informa]on
early
in
the
process
ensures
greater
control,
security,
and
accessibility.

16. Market
Intelligence
The
Digital
Mailroom
and
Mul]-­‐Channel
Inbound
Content
©AIIM
2015

17. Market
Intelligence
Which
of
the
following
best
describes
how
you
mostly
deal
with
inbound
documents
and
forms
in
your
business
unit
(in-­‐house
or
outsourced)?
26%
scanning
in
advance
of
the
process,
including
7%
using
digital
mailroom,
and
11%
mulE-­‐channel
capture.
22%
scan
for
archive
a"er
the
process.
N=328
©AIIM
2015
We
only
do
ad
hoc
scanning,
30%
Scan
for
archive
aner
the
process,
22%
Scan
at
internal
points
within
the
process,
23%
Dedicated
scan
in
advance
of
the
process,
8%
Scan
“at-­‐the-­‐
door”
or
at
point-­‐of-­‐entry
with
a
digital
mailroom,
7%
Distributed
mul]-­‐channel
capture
across
electronic
and
paper,
11%

18. Market
Intelligence
How
do
you
deal
with
mul]-­‐channel
inbound
content?
40%
ad
hoc
between
paper
and
electronic.
35%
print
electronic
inbound
and
process
as
paper.
3%
have
comprehensive
mulE-­‐
channel
across
paper,
electronic
and
social.
N=305
©AIIM
2015

19. Market
Intelligence
Businesses
must
look
at
capture
mul]-­‐
dimensionally,
addressing
paper,
and
digitally
born
content.

20. Market
Intelligence
Process
Op]miza]on
and
Workflow
©AIIM
2015

21. Market
Intelligence
Who
is
responsible
for
radical
process
review
in
your
organiza]on?
40%
LOB
–
likely
to
be
of
variable
experEse
and
moEvaEon.
14%
Head
of
IT
–
likely
to
have
other
prioriEes.
33%
central
department
or
main
board.
N=252,
excl.
60
Don't
Know
©AIIM
2015
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
Line-­‐of-­‐Business
head/departmental
managers
Internal
business
efficiency
department
Top
board-­‐level
Head
of
IT/CIO
Governing
body
or
agency
External
consultant
review
Local
board-­‐level

22. Market
Intelligence
At
what
rate
(or
planned
rate)
are
you
conver]ng
key
processes
to
paper-­‐free?
14%
moving
quickly
or
even
completed
(4%).
37%
making
liale
progress,
including
11%
not
started,
and
15%
slow
or
stalled.
N=292,
excl.
26
Don’t
Know
©AIIM
2015

23. Market
Intelligence
How
would
you
describe
the
level
of
workflow/BPM
capability
that
you
have
for
paper-­‐free
processes?
36%
have
no
workflow
capability,
plus13%
who
have
it
but
don’t
use
it.
34%
make
use
of
basic
workflows.
17%
full
workflow/
BPM.
N=282,
exc.
28
Don't
Know
©AIIM
2015
No
ECM/DM
system,
or
workflow,
14%
ECM/DM,
but
no
workflow
capability,
9%
Basic
image
capture
system
with
no
workflow,
13%
ECM/DM/SP
system
with
workflow
capability,
but
we
don’t
use
it,
13%
Dedicated
image
capture
system,
with
some
workflow,
13%
Use
basic
workflows
within
our
ECM/
DM/
SharePoint
system,
21%
Full
workflow/
BPM
as
part
of
our
ECM
system,
10%
Dedicated
workflow/BPM
system
across
mul]ple
processes,
7%

24. Market
Intelligence
What
would
be
the
trigger(s)
to
set
you
off
on
your
first
paper-­‐free
process
implementa]on?
Mandate
from
above,
or
specific
cost
saving
exercise
most
likely
pro-­‐acEve
triggers.
Compliance
changes
or
new
processes
most
likely
re-­‐acEve.
Big
data
iniEaEve,
9%.
N=57,
No
paper-­‐free
processes
©AIIM
2015

25. Market
Intelligence
Execu]ve
buy-­‐in
of
a
paper-­‐free
environment
and
focused
efforts
with
specific
goals
are
key
to
success.

26. Market
Intelligence
Paper-­‐Free
Projects:
Issues
and
Outcomes
©AIIM
2015

27. Market
Intelligence
What
are
the
key
lessons
you
have
learned
so
far
from
your
paper-­‐free
processes?
ExecuEve
buy-­‐in.
Stakeholder
input.
Re-­‐think
whole
process.
Then
make
use
of
standards
and
best
pracEce,
and
buy
in
or
train
experienced
staff.
And
beware
lawyers.
©AIIM
2015
N=233
0%
10%
20%
30%
40%
50%
60%
Must
have
top
level
execu]ve
buy-­‐in
and
support
Gather
feedback
from
all
stakeholders
before
developing
a
process
Re-­‐think
the
whole
process
–
don’t
“pave
the
cow
path”
Make
good
use
of
standards
and
best
prac]ce
advice
Have
at
least
one
team
member
with
experience/training/qualifica]ons
Capture
as
early
in
the
process
as
possible
Manage
as
you
would
any
process
change
–
and
then
some
Start
with
the
more
specific
applica]ons,
e.g.,
AP,
Recruitment
Don’t
accept
“it’s
against
the
regula]ons/
law”
at
face
value
–
check
it
out
Ensure
that
your
vendor/consultant
has
true
exper]se
in
all
technologies
involved
Don’t
let
the
signature
issue
scupper
the
project

28. Market
Intelligence
What
have
been
the
biggest
benefits
from
your
paper-­‐free
processes?
Faster
customer
response
cited
by
43%,
Then
producEvity
and
compliance.
Then
beaer
monitoring
of
workflow.
Improved
visibility
to
non-­‐local
and
mobile
staff
(22%).
©AIIM
2015
N=218

29. Market
Intelligence
Overall,
what
would
you
say
has
generally
been
the
payback
period
for
these
paper-­‐free
process
projects?
59%
achieved
payback
in
less
than
12
months,
including
28%
in
less
than
6
months.
84%
in
less
than
18
months.
©AIIM
2015
3
months,
4%
6
months,
24%
12
months,
31%
18
months,
17%
2
years,
8%
3
years,
6%
More
than
3
years,
6%
N=139,
excl.
102
Don't
Knows

30. Market
Intelligence
There
is
great
benefit
from
going
paper-­‐free
or
at
least
reducing
it
significantly
with
returns
in
as
li(le
as
6
months.

31. Market
Intelligence
What
about
Mobile
and
Cloud?
©AIIM
2015

32. Market
Intelligence
How
are
you
looking
at
mobile
devices
for
content
access
and
data
capture?
24%
not
looking
at
any
mobile
projects.
39%
sEll
in
planning
stage.
12%
see
mobile
as
a
required
opEon.
©AIIM
2015
N=293

33. Market
Intelligence
What
business
processes
do
you
currently
support
with
a
mobile
capture
applica]on?
Accounts
payable
and
Tech
Doc
are
most
popular
for
mobile
capture.
Then
claims,
then
RM.
©AIIM
2015
N=102
0%
5%
10%
15%
20%
25%
30%
35%
Accounts
Payable
Technical
documents
Claims
processing
Records
management
Customer
on-­‐boarding
Contract
management
HR
Accounts
Receivable
Logis]cs
Supply
chain
management
Order
fulfilment
Legal
New
account
opening
Mortgage
origina]on
Customer
loyalty
programs
Loan
processing
None

34. Market
Intelligence
Do
employees/field
staff
in
your
business
unit
currently
use
portable
devices
(portable
scanners,
smartphones,
tablets)
for
any
of
the
following?
Image-­‐only
applicaEons
more
prevalent
–
supporEng
documents,
then
photo
images,
then
forms.
Only
6%
using
OCR/
image
recogniEon.
14%
using
e-­‐forms,
and
12%
signing.
©AIIM
2015
N=151
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Paper
forms
(image
only)
Paper
forms
(with
data
extrac]on)
Suppor]ng
documents
(image
only)
Suppor]ng
documents
(with
data
extrac]on)
Photo
images
(as
records)
Photo
images
with
OCR
(barcodes,
metering,
license
plates)
E-­‐forms
app
(direct
data
input
–
digital
clipboard)
Tablet
and
stylus
for
signatures
None
of
these

35. Market
Intelligence
What
have
been
the
three
biggest
benefits
of
your
mobile/portable
capture
projects?
Speed
of
data
availability
(40%).
Keeping
paper
out
and
improving
back-­‐office
efficiency
(both
38%).
LogisEcs
and
forms
handling
(32%).
©AIIM
2015
N=120
with
mobile
projects

36. Market
Intelligence
What
issues
have
you
encountered
with
your
mobile/portable
capture
projects?
ConnecEon
bandwidth
(30%),
connecEon
security
(22%)
and
device
security
(16%)
have
been
biggest
issues,
as
well
as
user
resistance
(26%)
and
development
Eme
(19%).
©AIIM
2015
N=116
with
mobile
projects
0%
10%
20%
30%
40%
Poor
connec]on
speed/bandwidth/
availability
User
resistance
Secure
connec]on
of
device
to
process
applica]on
Development
]me/resource
for
on-­‐device
apps
Security/confiden]ality/lost
devices
Online
and
offline
capture
and
valida]on
Poor
scanning/capture
performance
of
device
Support
overheads
for
mul]ple
device
types/OS
Poor
ba(ery
life
Low
storage
capacity
None
of
these

37. Market
Intelligence
What
is
your
strategy
for
cloud
deployment
of
capture?
11%
already
using
cloud
products
for
capture,
including
4%
with
distributed
capture-­‐to-­‐cloud.
17%
with
plans.
21%
unlikely
to
use
cloud.
49%
sEll
have
no
policy
or
decision
on
capture
(21%),
or
any
cloud
(28%).
©AIIM
2015
N=223,
excl.
70
Don't
Knows

38. Market
Intelligence
Cloud
and
Mobile
support
paper-­‐free
environments
by
providing
accessibility,
security,
and
collabora]ve
capabili]es
not
possible
with
paper.

39. Market
Intelligence
Things
to
think
about
• Look
at
how
paper
enters
your
business,
where
it
slows
things
down,
where
it
clogs
up
the
workspace,
and
where
it
restricts
informa]on
access
and
process
flexibility
• Iden]fy
who
is
in
charge
of
radical
process
review
and
seek
endorsement
for
policies
on
paper-­‐free
processes
• Pay
par]cular
a(en]on
to
processes
that
scan-­‐to-­‐
archive
post
process
with
a
view
to
changing
to
an
up-­‐
front
scan-­‐to-­‐process
approach
• Extend
the
paper-­‐free
concept
further
to
the
point
of
origina]on,
whether
that
is
a
branch
office,
a
shop,
or
the
mobile
devices
of
your
employees
and
customers

40. Market
Intelligence
It
is
possible
for
your
business
to
become
less
dependent
on
paper.
Iden]fy,
assess,
plan,
implement,
measure,
refine,
and
repeat.
That
is
how
to
get
there.

41. Market
Intelligence
What
are
you
wai]ng
for?
Download
a
copy
of
the
AIIM
Industry
Watch
Report
]tled
“Paper-­‐Free
Progress:
measuring
outcomes”
at
h(p://info.aiim.org/paper-­‐free-­‐progress-­‐measuring-­‐outcomes
To
Contact
Bob:
blarrivee@aiim.org
@BobLarrivee
on
Twi(er
www.linkedin.com/in/boblarrivee

42. Achieve your paper-less goals faster and with proven ROI
Learn how the NHS goes paperless Paperless healthcare
Tips to Future-proof your capture center White paper
Have a question? Send us a note. Consult the Experts
www.ibml.com

43. Kefron’s details
Find out how much paper the average office wastes every year
http://www.kefron.com/paper-waste-content/index.html
Kefron Limited, Kefron (UK) Limited,
53 Park West Road, Unit 4A, Woodley Park Estate,
Dublin 12, D12 F8RK, Ireland Reading Road, Woodley, Berkshire,
RG5
3AW,
United
Kingdom
T: +353 (0)1 438 0220 T: +44 (0)118 997 7380
info@kefron.com
www.kefron.com

44. Underwri(en
by:
Thank
You
to
our
Sponsors
Primary
Sponsors:
Associate
Sponsors:

45. Visit
aiim.org/bpm
Business
Process
Management
Resource
Center
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more
informa-on
on
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topic?
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46. Underwri(en
by:
About
AIIM
AIIM
is
the
Global
Community
of
Informa]on
Professionals
AIIM
believes
that
the
informa]on
systems
we
use
at
work
should
be
simple,
secure,
and
available
anywhere,
any]me,
and
on
any
device.
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mission
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to
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organiza]onal
performance
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empowering
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community
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leaders
commi(ed
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informa]on-­‐driven
innova]on.
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