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Effectively Capturing Paper and Digital Documents in your Existing Applications [AIIM Webinar]

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In this webinar, we share best practices for the capturing of key information and data from paper and electronic documents and forms. We discuss:
- The value of must-have features including OCR, image and file compression, redaction, and group collaboration – without altering the original file
- Why all companies in any industry and of any size need to take advantage of these modernization efforts
- How simple solutions are readily available, with easy integration into your existing applications.

Presented September 19, 2018
Featured Speaker: Kevin Parker, CEO of Kwestix

Thanks to AIIM, the Association of Intelligent Information Management for the opportunity to present at this webinar.

Published in: Technology
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Effectively Capturing Paper and Digital Documents in your Existing Applications [AIIM Webinar]

  1. 1. #AIIMYour Digital Transformation Begins with Intelligent Information Management It All Starts Here: Effectively Capturing Paper and Digital Documents in your Existing Applications Presented September 19, 2018 It All Starts Here: Effectively Capturing Paper and Digital Documents in your Existing Applications An AIIM Webinar presented September 19, 2018
  2. 2. #AIIMYour Digital Transformation Begins with Intelligent Information ManagementYour Digital Transformation begins with Intelligent Information Management
  3. 3. Tips for Participating in Today’s Webinar  Group Chat – to talk with each other, found in the icons along the bottom. Note: everyone can see and participate.  Q&A – for questions to the speakers, held for the end (and tech help).  Check out the Resources available to you today, in the box to the right of the slides.  A Survey will open at the conclusion of the webinar – we value your feedback on how we did today.
  4. 4. Kevin Parker, CIP CEO Kwestix Baris Esici Sr. Consultant, Document & Data Services Accusoft Host: Theresa Resek, CIP Director AIIM Today’s Speakers
  5. 5. Certified Information Professional (CIP), AIIM ECM Master, AIIM ERM Master, AIIM BPM Master, AIIM SharePoint Master, AIIM Capture Practitioner. Kwestix Kevin Parker CEO, Kwestix Introducing our Featured Speaker
  6. 6. Captured Documents Paper Photos Email + Attachments Scanned PDFs Born Digital PDFs Office Documents Structured Data (e.g., XML) Many Document Sources and Types
  7. 7.  DX is about Business Transformation using Digital Tools—i.e., leveraging modern technology.  DX does not mean digitizing paper processes—but can certainly include it!  DX is a means to an end: meeting business goals in ways that are smarter, faster, better.  DX starts and ends with business processes— involve IT from the start. Defining Digital Transformation (DX)
  8. 8.  Access is limited.  Sharing is difficult.  Security is problematic.  Processes are slow.  Information is locked away or lost. Problems with Paper and Scanned Documents
  9. 9. Bad examples: • A broken insurance reinstatement process that takes weeks instead of minutes. • A broken internal IT requisition process. Good examples: • Easy receipt submission for staff expenses. • Online renewal of vehicle license plate tags. Personal Examples of Bad and Good Processes
  10. 10. • You usually don’t have to—modern IT solutions interface nicely. “We already invested so much in LOB software and don’t want to replace it.” • This is fine for one-off document capture, but not for defined business processes. “People already have the ability to scan documents on our departmental MFPs.” • Is it really working? What do the involved staff think? What do the BAs and EAs say? “What we do is working. Why change?” Common Organization Hang-Ups
  11. 11. Do end-to-end business analysis of business processes. Prioritize processes and points for improvement. Work with LOB leaders and the CIO’s department to design, budget for, and deliver capture improvements. Support DX with Smarter Document Capture
  12. 12. Begin with the End in Mind: Strategy, Architecture, and Governance • What is the end purpose of the information? • Input for a process? • Evidence for adjudication? • Historical records? • Where should it end up? • BPM system? • CRM system? • Payment processing system? • Records center? • How should it look when it gets there? • Structured data (e.g., XML)? • PDF document? • Images? TIFFs? • A document set? • How should it get there? • Automatic routing? • Manual upload? • Physical media? • What metadata does it need? • For proper indexing and findability? • For routing and processing? • How should copies be controlled and governed? • Once captured, what should happen to the paper copy? • During transit, what happens to copies on various media?
  13. 13. Capture Fails to Avoid • Variations in forms and formats, business processes, equipment and software • Poor quality documents, preparation, scanning • Issues with indexing, storage and transfer, verification and quality control
  14. 14. • Reduce variations in individual forms. • Standardize document formats. Forms and formats • Clearly define and map business processes. • Limit changes in business processes. Business processes • Use standardized scanning devices. • Use standardized software. Equipment and software Reduce Variations
  15. 15. • Use crisp, high-contrast originals. • Ensure clear text and marks. Original Documents • Batch by similar sizes, colors, indexing requirements. • Unfold and remove staples. • Ensure proper orientation and order. Document Preparation • Use a standard DPI (e.g., 300 DPI). • Choose the best color option (Bi-tonal, Grayscale, Color). • Create better images. Document Scanning Improve Quality
  16. 16. •Capture metadata from context when possible. •Leverage auto-classification tools. •Consider double-key metadata entry. Indexing •Send directly to the right repository. •Send exceptions to a queue. •Avoid transferring via physical media where possible. Storage and transfer •Use imprinting/endorsing (Bates stamping). •Perform scanning verification and image quality checks. •Perform text searches to verify OCR results. Verification and quality control Avoid Issues
  17. 17. • Scanning equipment: Document feeders, Duplex scanning, Simultaneous color and b/w scanning, Imprinting/endorsing • Scanning software: Scanning SME vs. LOB staff UX, APIs and SDKs • Recognition software: OCR, ICR, OMR, MICR, 1-D and 2-D barcodes, APIs and SDKs • Auto-classification and indexing software: Database lookups, Zonal recognition, Drag-and-drop indexing, APIs and SDKs • Workflow and routing software: APIs and SDKs Leverage the Right Tools for the Job
  18. 18. Practice Continuous Improvement Leverage Plan/Do/Check/Act, Lean Six Sigma, or similar improvement method.
  19. 19. • Docs are stored in their SPOT (Single Point Of Truth) without duplication. • LOB apps or specialized doc viewers can present docs to authorized people. • Specific pieces of sensitive data or entire sections of documents can be redacted for specific groups of authorized viewers. • Original file should remain unaltered. • Digital Signatures can be leveraged. Better Collaboration on Captured Documents
  20. 20. All Organization Sizes Need Smarter Capture  Whether 10 or 10,000 staff, smarter capture brings great improvements in efficiency, cost, insights, and impact.  For larger orgs, scanning should not be left up to each individual office or department. CIOs should provide a flexible capture platform for each LOB.
  21. 21. Old Way vs. New Way of Working
  22. 22. • Practice good Information Governance and Cybersecurity from start to finish. • Unlock the data in your documents. • Control who can access what information. • Streamline processes. • Provide a much better employee and customer experience. Bottom Line: Business Transformation
  23. 23. Kevin Parker, CEO Twitter: @JKevinParker LinkedIn: JKevinParker Information & Technology Consulting www.kwestix.com info@kwestix.com
  24. 24. Baris Esici Sr. Consultant, Document & Data Services Accusoft Introducing our Speaker
  25. 25. Improving the Digital Process Document and Form Capture • Clean up • Multiple file formats • OCR and data recognition
  26. 26. Increase Processing Times Automated Processing in a Service • Automated routing • Workflow
  27. 27. Work More Effectively REST API for Document Viewing and Mark-Up • In application viewing • Collaboration • Viewing on any device
  28. 28. Use Case #1 National insurance company using tools for capture and viewing
  29. 29. Use Case #2 National bank using viewer for ECM and Contract Lifecycle Management
  30. 30. Download our Guide Digitizing Documents in Your Applications: A Guide
  31. 31. Thank You! Baris Esici 800-875-7575 x3028 besici@accusoft.com Visit us at www.accusoft.com

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