January 2006 Document Scanning Considerations Presentation

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January 2006 Document Scanning Considerations Presentation

  1. 1. Document Scanning Considerations Peter Goodrich Goodrich Associates 391 Mt. Sequoia Place Clayton, CA 94517 (925) 673-1475 petergoodrich@sbcglobal.net
  2. 2. Facts about Our Business Files • 90% of your company's memory exists on paper • 4 trillion documents are stored in manila folders • Your volume of paper is growing at a rate of 22% per year • Over 81 billion documents are copied each month - that's 19 copies per active document
  3. 3. Facts about Our Business Files • 7% of all needed paper documents are lost and must be recreated • 3% of the remaining files are misfiled • Your organization loses approximately $20 for each lost or misfiled document • Skilled professionals spend 10% of their time reading information • Skilled professional spend 50% of that time looking for documents Source: Coopers & Lybrand
  4. 4. Technical Solution: Digital Document Management System INPUT/CAPTURE RETRIEVAL Microfilm Scanner LAN Local Printer Workstation Document Scanner Central System Computer Server WAN Relational Workstation Database STORAGE System Printer Internet Access System FAX OUTPUT RAID, SAN, NAS, CD/DVD, Optical Disk Jukebox
  5. 5. Document Management Storage and Retrieve COMPANY PROCESS (completed) Archival Document Management System
  6. 6. Document Management Integrated Workflow COMPANY PROCESS Workflow Document Management Subsystem
  7. 7. Installation Configurations • In-house Stand-alone Document Management System • In-house LAN Networked Document Management System • In-house WAN Enterprise-wide Document Management System • In-house Internet-based Document Management System • Hosted Internet-based Document Management System
  8. 8. Conversion Opportunities DRAWING 68341 Sht... 3 DRAWING 68341 Sht.. 2 DRAWING 68341 Sht.. 1 Business Aperture Documents Engineering/ Cards Microfiche Large-Format Microfilm 35mm Microfilm & Jackets CD-ROM/ Data Optical Disk DVD-ROM
  9. 9. Hard Copy Conversion Strategies • Complete Backfile • Partial Backfile • On-demand (as required) • Day Forward (no Backfile Conversion)
  10. 10. Complete Backfile • Every File is Scanned • Media Independent (paper, film, fiche, etc.) • Application Specific (only certain applications require this conversion i.e., Life Insurance File, Litigation-Discovery, Medical History, etc. )
  11. 11. Partial Backfile • Files or Documents Selection is based on Specific Criteria (i.e.,Time, Document Type, etc. ) • Media Dependent (film media difficult to partially convert) • Application Specific (A/P, Mortgage Loan, etc.) • May Require Long Term Paper File Access
  12. 12. On-demand Conversion • Request Driven • Media Dependent (roll film difficult/expensive to convert partially) • Fulfillment Delay must be a consideration • Requires Long Term Paper File Access
  13. 13. Cost Control Points • Project Planning • Document Preparation • Document Scanning • Index Capture or Data Entry • Quality Control Verification • Import into System
  14. 14. Document Preparation Document Preparation is the first Mission Critical Task Required for a Successful Conversion • Removal from Folder • Staple Removal • Damaged Page Repair • Photo Copy (as required) • Page Sorting • Folder-level Index Insertion • Document-level Index Insertion • Quality Control
  15. 15. Document Capture Document Capture Requires Constant Review for Optimum Quality Assurance • Scan Documents • Capture All Document Sides • Review Quality of Scanned Images • Rescan (as required) • Capture Folder-level Index Data • Capture Document-level Index Data • Quality Control
  16. 16. Index Capture/Creation Capture Machine Readable Data, Manually Key Fields and/or Merge Database Records • Capture Machine Readable Data During Scanning – Bar Code – Marked Sense – OCR/ICR (Zone, Full Text, Restricted Hand Print) • Key Data Entry of Non-intelligent Data Fields • Verify Key Fields (Double Data Entry, Database Field Compare) • Merge Additional Fields from Database • Quality Control
  17. 17. Format Image & Index Data Images Must Comply with Imaging Systems Format Specification • Images Formatted to comply with Document System’s Image Specification (TIFF, JPEG, PDF, MDI, etc.) • Index Record Layout Compliant w. System’s Index Specification • Data Format Options • Quality Control
  18. 18. Record Image & Index Data Image and Index Data Must Comply with Imaging Systems Import Format Specification • Images (and Index Data) Recorded onto Magnetic or Optical Media • Images and Index data transmitted into System • Images (and Index Data) Recorded onto Backup Media
  19. 19. Paper Conversion Workflow Documents from Prepare Documents Scan Files Log in QC Prepared File Area Boxes Batches Folder Separator Sheets File Data Merge Additional Data Fields Manual Index Conversion & QC Database CAPTURE RETRIEVAL Transmit Images & Index Data into System STORAGE OUTPUT Format Images & Index Data Backup Disks Document Management System to comply with System
  20. 20. Typical Applications • Accounts Payable Day Forward • Loan Files Complete or Partial • Liability Insurance Claims Complete or Partial • Human Resources Partial or On-demand • Retirement Funds Complete or On-demand • Signature Cards Complete • Proof of Delivery Day Forward • Transportation Files Day Forward • Government Records Complete or On-demand • Hospital Records Complete or Partial • Law Enforcement Complete or On-demand
  21. 21. What is Electronic Conversion? RETRIEVAL INPUT/CAPTURE STORAGE OUTPUT Old Legacy Document New Document Management System Management System RETRIEVAL INPUT/CAPTURE STORAGE Image, Index & COLD/ERM Data OUTPUT
  22. 22. Why Do Companies Change Document Management Systems? • Unsupported System Software • Proprietary Image, Index, OD and COLD Formats • System Doesn’t Support Changing Business Needs • System Can’t Handle Increased Volumes • Company Moving to Client/Server Environment • Company Moving to Workflow Application • Upgrade w. Existing Vendor not Viable • Corporate Restructuring
  23. 23. Potential Conversion Issues • Proprietary Image Format to Decode • Proprietary Optical Disk Format to Decode • No Equipment to perform the Conversion • Limited Staff to Perform the Conversion • No Expertise to Perform Conversion • Proprietary COLD/ERM Data Format to Decode • Conversion Software Not Commercially Available • Existing System Vendor Unsupportive
  24. 24. Conversion Solutions • IF Standard Formats (Image, Index, optical media and COLD) …do it yourself • Ask your New Imaging Systems Vendor to perform the conversion • Outsource the conversion to a Service Company which Specialized in this type of conversion • Evaluate the need for the data in the New Imaging System
  25. 25. Summary • Document your existing Business Process • Define the Expected Benefits • Involve other who have been through an implementation before • Plan and Test the process prior to full implementation - Test with other Departments or Service Providers - Establish Realistic Time Lines - Create Contingency Plans • Validate Actual Savings

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