Document Imaging Technology: Increasing Business Productivity


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

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Document Imaging Technology: Increasing Business Productivity

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