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Distributed capture greater value lower cost


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Centralized and distributed data document capture by CAPSYS Technologies -


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Distributed capture greater value lower cost

  2. 2. INTRODUCTIONS<br />PAUL SZEMPLINSKI<br />CAPSYS<br />STEVE SCHRADER<br />CAPSYS<br />Author of “ECM BUYER BEWARE: <br />Real Insights & Answers for Decision Makers”; and<br />President and Co-Founder <br />CAPSYS<br />WWW.CAPSYSTECH.COM<br />
  3. 3. ANATOMY OF A TYPICAL ECM SYSTEM<br />Content Management Repository<br />Search Technology<br />Document Capture<br />Workflow or Business Process Management<br />Document scanners, MFPs, Network Scanning Appliances<br />IT Infrastructure (servers, SQL, storage, network, etc.)<br />Professional Services for Project Management and Implementation<br />Annual Software Assurance and Hardware Maintenance Fees (ongoing)<br />CONVERT TO<br />SEARCHABLE .PDF<br />STOP<br />VERIFICATION<br />QUEUE<br />EXPORT TO <br />DOCUMENT <br />MANAGEMENT <br />SYSTEM<br />BARCODE/<br />SEPARATION<br />DOCUMENT<br />CLEANUP<br />START<br />Zonal OCR<br />EXCEPTION<br />QUEUE<br />WWW.CAPSYSTECH.COM<br />
  4. 4. WWW.CAPSYSTECH.COM<br />
  5. 5. QUESTIONS ABOUT DOCUMENT CAPTURE<br /><ul><li>What kind and which manufacturer of a document scanner is ideal for my organization? – Desktop/Workgroup/Departmental/Mainframe/Networked Appliances?
  6. 6. Should I consider an MFP?*
  7. 7. Which brand and what type of capture software should I utilize?
  8. 8. Should I utilize thin/thick clients or both?
  9. 9. Can browser technology perform similarly to that of a thick client?
  10. 10. Can/do I capture at point of origin?
  11. 11. Save to Tiff, PDF, PDF/A or Searchable PDF, JPEG, JBIG, MDI, etc.?
  12. 12. Should I outsource any/all of the document capture and indexing services to a service bureau?
  13. 13. Should I centralize, decentralize or take a hybrid approach towards the capture process?
  14. 14. Is SaaS a viable option for any aspects of the ECM anatomy?
  15. 15. What automation – if any - can I incorporate into the overall capture process?</li></ul>WWW.CAPSYSTECH.COM<br />
  16. 16. DOCUMENT CAPTURE APPROACH CHOICES<br />Centralized<br />All document capture and business processes remain within control of central planning and management authorities<br />Distributed<br />Document capture and business processes are pushed out to the remote locations where content (and problem) originates<br />Hybrid<br />Combination of both approaches<br />WWW.CAPSYSTECH.COM<br />
  17. 17. CENTRALIZED APPROACH<br />Equipment, licensing, ongoing software assurance, support costs are significantly more expensive than alternatives<br />Dedicated staff to process the volume of content at central office – inevitably creating a new, non-revenue generating cost center<br />Work space, power and environmental requirements<br />Transportation/shipping costs<br />Built in latency in document processing and slower turnaround times<br />Potential for lost or misplaced documents during document handling phases<br />WWW.CAPSYSTECH.COM<br />
  18. 18. DISTRIBUTED CAPTURE APPROACH<br />The Goal<br />Capture documents at Point of Origin – where the problem originates<br />Remote Locations; branch locations – anywhere in the world<br />Using available technology, i.e, Scanners, Email, Fax, MFP, Office files, etc.<br />What are the benefits?<br />Reduce paper handling and courier costs<br />Shipping, postage, tracking, etc.<br />Accelerate the speed of business<br />Moving at “Electronic Speed”<br />Reduce document loss and increase document security<br />Leverage investments in office technology<br />Increase quality of document capture<br />Reduce labor costs; Empower front office workers<br />Reduce overall cost of ownership and Lower Operating Costs - Empower your customers and supply chain partners to “self-serve” - ingesting content directly into your business processes<br />WWW.CAPSYSTECH.COM<br />
  19. 19. DISTRIBUTED, WEB-BASED SCANNING<br />Propensity to make the Document Capture solution as ubiquitous as the cell phone<br />Web-based computing continues to advance at a much more rapid pace compared to thick client apps<br />Flexible licensing, no page clicks, easy to expand internally, externally and beyond the firewall<br />Much easier to deploy and maintain than clunky thick client apps <br />Provides the lowest total cost of ownership<br />WWW.CAPSYSTECH.COM<br />
  20. 20. HYBRID APPROACH<br />Leveraging Web-based scanning – inside the firewall<br />Scan at Production Speeds<br />Heavy Lifting at the Web Server, not the client<br />Sophisticated Integration just like Thick Clients through .NET, JAVA, Web Services<br />Mixed environment (blend of distributed and centralized document capture)<br />WWW.CAPSYSTECH.COM<br />
  21. 21. WHAT IT LOOKS LIKE…<br />ADMINISTRATOR<br />WEB CLIENT<br />System Setup | Capture Process Workflow Setup<br /><ul><li>Server Groups
  22. 22. Batch Profiles/Process Map
  23. 23. Document Types/Process Map
  24. 24. Users/Groups
  25. 25. QSX Modules
  26. 26. Licenses
  27. 27. General Settings
  28. 28. Queue Admin
  29. 29. Performance Monitor</li></ul>User Interface | Process Batches and Documents<br /><ul><li>Scan/Import
  30. 30. QC/Correction (i.e., Re-scan, etc.)
  31. 31. Create documents from batches
  32. 32. Index documents
  33. 33. Exception handling/Verification
  34. 34. Release to the Server for automated processing based on the process maps</li></ul>WWW.CAPSYSTECH.COM<br />
  35. 35. ABOUT MFP’S… <br />Potentially the correct solution in your Document Capture Solution mix however…<br /><ul><li>Beware of the Inherent Compliance Risks</li></ul>Images on MFP’s generally remain on the internal hard drive. Expunge the data on the devices before you trade them in, return them to your lease company, sell them on E-Bay, transfer to another division, etc.<br />Much more on the subject at:<br />WWW.CAPSYSTECH.COM<br />
  36. 36. ON-PREMISE vs. SaaS – THE GREAT DEBATE<br />Unmatched time to market<br />Minimal downtime, 24x7 access, no more upgrades, patches, hotfixes, service packs to install<br />May be non-taxable (speak to your Tax Advisor)<br />No recurring software or hardware maintenance contracts<br />No CapEx, minimal upfront costs<br />Backup and Disaster Recovery<br />Pricing strategies unmatched by <br /> traditional on-premise alternatives<br />WWW.CAPSYSTECH.COM<br />
  37. 37. STARK REALITIES OF ON-PREMISE<br />Today, more difficult to budget for CapEx vs. Operating Expense<br />Annual maintenance fees are increasing without the purchase of additional software<br />Excessive fees are being charged for non-value add services<br />Expanding into other areas of the company would be too costly with current software<br />Costs for application server maintenance is excessive when outsourced - CSC, Perot Systems (now HP), Rack Space, etc.<br />Note: CAPSYS has seen costs as much as $15,000 per server per year. This is non-value add expenses that the LOB can expunge from ongoing budgets!<br />Customers (LOB and IT) prefer to eradicate the need to install software or upgrade individual systems when they have remote needs<br />Application upgrades require either automated SUS or on-premise visit at remote sites to facilitate<br />WWW.CAPSYSTECH.COM<br />
  38. 38. ALL OR NOTHING SaaS-BASED ECM?<br />CAPTURE is the least risky component in the overall ECM solution set<br />SaaS based capture, CM repository on-premise – completely plausible!<br />Flexibility to change your decision in the future based on needs of the business<br />SaaS based Capture Offers the fastest ROI<br />Minimize Risk, Maximize Return<br />WWW.CAPSYSTECH.COM<br />
  39. 39. JUST THE FACTS Ma’am…<br />WWW.CAPSYSTECH.COM<br />
  40. 40. NOT YET CONVINCED ABOUT SaaS? <br />2010 Microsoft Study Reveals Small and Midsize Businesses Using Hosted Services Have Better Financial Performance<br />SMBs Moving Toward Cloud Computing<br /><ul><li>Despite the global recession, more SMBs surveyed in 2010 reported an increase in revenue than in 2008. Those that reported growth view IT as critical to their business success.
  41. 41. The 2010 index indicates SMBs are beginning to see the benefits of cloud computing;
  42. 42. More than 40 percent of the respondents that use hosted or cloud technology reportedrevenue rises of 30 percent or more compared with 90 percent of respondents not using hosted technology that saw decreases in revenue.
  43. 43. The advantages of hosted or cloud technology are viewed as reduced cost and IT management and maintenance, as well as increased business value, productivity and competitiveness.</li></ul> Source:<br />WWW.CAPSYSTECH.COM<br />
  44. 44. Complete Automation Beginning at point of origin<br />
  45. 45. RESULTS THAT SPEAK LOUD & CLEAR<br />Financial Services Firm – Jacksonville, FL<br />“Everything that was discussed in the sales cycle was delivered in the solution.”<br />Did the project meet your expectations as presented in the sales cycle in the following areas?<br />Timelines: 1 2 3 4 5<br />Business Objectives: 1 2 3 4 5<br />Features/Functionality: 1 2 3 4 5<br />Technical Requirements: 1 2 3 4 5<br />Ty, Inc. – Makers of Beanie Babies, Ty Warner Hotels & Properties<br />“We decided to move from an on-premise solution to CAPSYS CAPTURE ONLINE. Since that move, we have been able to roll out document scanning throughout the enterprise with minimal effort. It has reduced the workload on our IT staff by eliminating the need to support a capture solution in our datacenter. ” – Jim Gio, Director of MIS<br />Pharmaceutical Firm – Chicago, IL<br />“We are veryhappy with the CAPSYS software functionality. CAPSYS is meeting my expectations as presented in the sales cycle. We did go back and examine the cost savings and confirmed that CAPSYS has in-fact reduced our costs by about 40%, as predicted in the sales cycle. The CAPSYS features & functions also have met all of our business objectives.”<br />WWW.CAPSYSTECH.COM<br />
  46. 46. 877.322.7797<br /><br /><br />
  47. 47. THIN CLIENT | FEATURES<br />CAPSYS CAPTURE Web Client features…<br />Fully featured browser client<br />No software to install, maintain or upgrade<br />Scanning from anywhere<br />All TWAIN supported scanners at rated speeds<br />Image viewing<br />Zoom, fit-to-page, rotate, insert, append, replace, delete, copy<br />Flexible indexing from anywhere<br />Flexible field setup<br />Field masking<br />Document Zones<br />Database lookups<br />Auto load batches<br />User Privileges<br />Queue Management<br />Thumbnail View Support<br /><ul><li>Document Classification
  48. 48. Flexible “Key from Image” capabilities
  49. 49. Powerful automation/character recognition
  50. 50. Verification – for exception processing
  51. 51. Secure HTTP (SSL and HTTPS) file transfer support</li></ul>WWW.CAPSYSTECH.COM<br />
  52. 52. WHY CAPSYS?<br />The ability to quickly design and manage the capture process workflow by simply laying out the steps on a map and defining the business rules for each step – without requiring programming or scripting <br />CONVERT TO<br />SEARCHABLE .PDF<br />STOP<br />VERIFICATION<br />QUEUE<br />EXPORT TO <br />DOCUMENT <br />MANAGEMENT <br />SYSTEM<br />BARCODE/<br />SEPARATION<br />DOCUMENT<br />CLEANUP<br />START<br />Zonal OCR<br />EXCEPTION<br />QUEUE<br />WWW.CAPSYSTECH.COM<br />
  53. 53. WHY CAPSYS?<br />The ability to automate the capture process with powerful <br />and flexible capture and indexing features <br />(ex: Image Cleanup, Barcode, OCR/ICR/OMR, Database Lookups, Forms Recognition, etc.) <br />OCR<br />WWW.CAPSYSTECH.COM<br />
  54. 54. WHY CAPSYS?<br />The ability to convert scanned documents to alternative formats (i.e., PDF, PDF/A, Searchable PDF) <br />for retrieval in the repository of choice <br />WWW.CAPSYSTECH.COM<br />
  55. 55. WHY CAPSYS?<br />The flexibility of a simple pricing based on a concurrent user licensing model (No volume restrictions; No page counts!) <br />WWW.CAPSYSTECH.COM<br />
  56. 56. CAPTURE PROCESS MANAGEMENT<br />CAPSYS CAPTURE Workflow<br />Integrated Workflow Engine<br />Integrated Process Designer (Graphical)<br />Rule-based Routing<br />Exception Handling<br />Queue Management<br />Extensible Architecture<br />CONVERT TO<br />SEARCHABLE .PDF<br />STOP<br />VERIFICATION<br />QUEUE<br />EXPORT TO <br />DOCUMENT <br />MANAGEMENT <br />SYSTEM<br />BARCODE/<br />SEPARATION<br />DOCUMENT<br />CLEANUP<br />START<br />Zonal OCR<br />EXCEPTION<br />QUEUE<br />WWW.CAPSYSTECH.COM<br />
  57. 57. SERVER BASED DOCUMENT PROCESSING<br />CAPSYS CAPTURE Document Processing Products<br />CAPSYS CAPTURE Cleanup<br />De-skew, De-speckle, Border and Line Removal<br />CAPSYS CAPTURE Barcode/Separator <br />Barcode Recognition, Barcode & Patch Code Separation, Blank Page Separation and Separator Page Deletion<br />CAPSYS CAPTURE Database Lookup<br />Automatically retrieve index information from legacy systems; both client and server side processing supported<br />CAPSYS CAPTURE OCR/Forms <br />OCR (Zonal and Full-page), ICR, OMR and Forms capabilities<br />CAPSYS CAPTURE DocClassify<br />Automatically classify documents using keywords or phrases<br />Automatically determines document type by the characteristics of file<br />CAPSYS CAPTURE Conversion to PDF/Searchable PDF <br />Create Full-Text Searchable PDF’s, Auto Bookmark Support<br />WWW.CAPSYSTECH.COM<br />
  59. 59. SUMMARY<br />CAPSYS CAPTURE is a fully-functional, Web-based, thin client capture solution made available either on-premise or hosted in our data center as a subscription service (SaaS)<br />Production capture – any document, anywhere, anytime!<br />Configurable, graphical capture workflow – no scripting – no programming required<br />Powerful capture and indexing features<br />Doc Cleanup, Barcode, OCR/ICR/OMR, DB Lookup, Forms Recognition, etc.<br />Simple pricing based on a concurrent user licensing model (No volume restrictions; No page or click counts!)<br />Release modules available for most ECM vendors<br />Quickly deployed and operational<br />Simplicity and Ease of Use<br />WWW.CAPSYSTECH.COM<br />
  60. 60. EDUCATIONAL MATERIAL<br />“ECM BUYER BEWARE: <br />Real Insights & Answers for Decision Makers” <br />by Paul E. Szemplinski<br /><br />WWW.CAPSYSTECH.COM<br />
  61. 61. QUESTIONS?<br />Colorado Headquarters<br /> 6755 Earl Drive, Suite 207Colorado Springs, CO 80918Toll Free: 877.322.7797Fax: 719.488.1047<br /> Paul E. Szemplinski<br /><br /> 877.322.7797<br />Thank you for your participation!<br />WWW.CAPSYSTECH.COM<br />