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AIIM Paper Free Day
Benefits of a Paper-less
Document Management
Environment
Today’s Challenges: Handling Paper
Compelling Factors
$ Offsite storage of paper
$ Office floor space cost
$ Security of p...
A Good Starting Point: Focus on Paper
Content
With the average cost of each wasted page being about six cents, a company
w...
Risks
Audits and 
Litigation
Compliance
Disaster
Recovery
Lost or Misfiled
Documents
Customer
Service
Employee
Knowledge
Benefits of Paper-less Workplace
Paperless Means Green
• Save money on paper and shipping and reduce your 
environmental footprint at the same time. A stud...
Increase the Effectiveness of Core Processes.
Accounting as an Example
• Driving paper from financial processes allows an ...
Midwest Operating Engineers IT Services
Document Management Challenges
Chicago Union
“By using a document imaging solution we have 
gained sufficient savings in many operational 
functions. We ...
Things to Consider
• What's so bad about using paper for business?
• Why is it so difficult to get rid of paper in an org?...
More things to Consider
• Will pads and electronic media kill the newspaper and books 
on paper?
• What is the real balanc...
Methods to Go Paperless
Document 
Imaging
Enterprise 
Content 
Management
eForms
Digital 
Signatures
Report 
Capture
Paper...
Methods to Go Paperless
Document 
Imaging
Enterprise 
Content 
Management
eForms
Digital 
Signatures
Report 
Capture
Paper...
Introduction to Document Imaging
Document Imaging
• Scan
• Index
• Store
• Search
• Retrieve
• Archive
Capture Devices
• Scanner
• Copier
• Fax
• Camera
• Mobile Device and Smart Phones
Capture Environments
• Centralized
• Distributed
• Various Models
Branch
Branch
Branch
Headquarters
Paper Capture Options
• Ad‐Hoc Scanning
– Expense Report – One off, random times
– Your office
• Transactional
– Hiring Pr...
Document Types
• Structured
– Structured Data
– Know Page Layout
– Consistent Format
– Limited Fields
Document Types
• Semi Structured
– Structured Data
– Predictable Layout
– Tabular Data
– Multi page documents
Document Types
• Unstructured
– Complex Pages
– Variable Formats
– Tabular Data
– Multi page
Document Indexing Methods
• Key from Entry
– Fully manual classification and entry of the data
– Select the document type,...
Document Indexing Methods
• Automation
– Page Classification
• Cover Sheets
– Document Separation
• Patch Codes
Barcodes c...
Document Indexing Methods
• Index Automation
– OCR
– ICR
– OMR
– Barcodes
– Pick Lists
– Database Lookup
– Full Text OCR
Advanced Capture
• Semi Structured
– Structured Data
– Predictable Layout
– Tabular Data
– Multi page documents
• Unstruct...
Document Indexing Methods
• Index Usage
– Metadata ‐ How much is enough
– What is goal for the data
• Search indexes
• Pop...
Storage
• Enterprise Content Management System
– Search, Retrieve and View
• Pure Document Management or Document Imaging ...
Application Best Bets
• Paper Intensive
• Lots of Process Steps
• Distributed Environment
• Great Starting Points
– Accoun...
Don't Create Paper
• Pre‐process
– eForms, Digital Signatures, EDI
• Post Process
– Print Stream Capture
– PDF, TIFF or XP...
Resources for more information
• http://aiim.org/Resources
• http://aiim.org/Resources/Publications/ECM‐Toolkits
Thank You
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Paper Free Day Document Management Knowledge Lake

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On Oct 28th AIIM held a World Paper Free Day, an educational effort to help everyone understand the benefits of reducing paper use in the work place.
Paper is a costly crutch and one that may be handicapping your office more than helping. Paper Free Day asked members to commit one day to:
• Conscientiously make a point not to print
• Investigate a business process or technology that can cut paper waste in your office
• Participate or produce a local Paper Free Day event
Research shows that we will have close to 10x more information in 2011 compared to 2006, which means that organizations with paper based processes and archiving will drown in paper. Going paperless will therefore not only help the environment, but make an organization more efficient with easier and simultaneous access to valuable information from across the organization.
KnowledgeLake participated in the event at a number of locations around the country. You will find some of the presentation material from these events, there is also a number of links to excellent material to both educate you on the cost and loss of productivity from using pager and how to reduce in your workplace with various technology solutions.

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Paper Free Day Document Management Knowledge Lake

  1. 1. AIIM Paper Free Day
  2. 2. Benefits of a Paper-less Document Management Environment
  3. 3. Today’s Challenges: Handling Paper Compelling Factors $ Offsite storage of paper $ Office floor space cost $ Security of paper assets $ Audit prep and execution $ Dispersed workforce $ Copy, fax, and courier costs An average paper document gets copied 19 times** $220 in Labor to reproduce a lost document* $120 in Labor to find a misfiled paper document* $20 in Labor to file a paper document* There are over 4 trillion paper documents in the U.S. alone, growing at a rate of 22% per year** * PricewaterhouseCoopers  ** Coopers & Lybrand 
  4. 4. A Good Starting Point: Focus on Paper Content With the average cost of each wasted page being about six cents, a company with 500 employees could be spending $42,000 per year on wasted prints Shipping Courier Costs Fax Paper / Phone Costs Copied Documents Consumables Handling of Paper Offsite Storage File Cabinets Processes
  5. 5. Risks Audits and  Litigation Compliance Disaster Recovery Lost or Misfiled Documents Customer Service Employee Knowledge
  6. 6. Benefits of Paper-less Workplace
  7. 7. Paperless Means Green • Save money on paper and shipping and reduce your  environmental footprint at the same time. A study of  four large corporations quantified the direct cost and  environmental savings from driving paper out of core  processes through deployment of ECM technologies.  Organization  Paper  Shipping  Trees Oil Barrels  Lbs carbon  avoided  Embry  Riddle  Un  $47,324  $100,000 309 882 176,264  Swedish  Medical  $36,000  $200,000 235 1,764 352,527  Emerson  Process  $574,354  $158,074 3,754 1,395 278,627  Standard  Forwarding  $15,668  $60,932  102 538 107,401 
  8. 8. Increase the Effectiveness of Core Processes. Accounting as an Example • Driving paper from financial processes allows an accounts payable group to pay invoices faster, taking advantage of discounts for early payment. • It allows an accounts receivable group to improve  cash flow and reduce the days that sales are outstanding. • Enhances customer service • Reduces all costs and processes associated with manually filing , retrieving  and storing the paper • The cost of processing an invoice can typically be cut by a factor of 10.
  9. 9. Midwest Operating Engineers IT Services
  10. 10. Document Management Challenges
  11. 11. Chicago Union “By using a document imaging solution we have  gained sufficient savings in many operational  functions. We achieved our original payback  projection of less than 5 months and today we have  found many other savings that have improved our  business processes. With these products, we have  substantially increased our user adoption. Based on  the results we have accomplished, we are now more  efficient and productive in many of our operations.” Executive Director of IT Union Off‐Site  Storage: 49% Office  Equipment:  22% Paper,  Supplies and  Ink: 1% Mailing/Fax  Services: 28% Hard Dollars Searching,  Retrieval &  Returning  Paper Doc, 56% Audit  Assessment  21% Legal/Contracts  6% Executives  Searching  for Docs 5% Misplaced Docs  6% Copying Docs,  Filing &  Electronics 6% Soft Dollars Payback: 4.1 Months (Net Inv/Oper Sav after  Tax * 12) Average Return on  Investment (ROI): 294% (Oper Sav/Net Investment) Investment Cost Per User: $333 Per Month Net Investment Savings  Generated Per User: $1,546 Per Month Economic Life: 3 Years Corporate Tax Bracket: 35%
  12. 12. Things to Consider • What's so bad about using paper for business? • Why is it so difficult to get rid of paper in an org? • Will the paper‐free office ever come? • What will it take to use less paper? • What is the impact of smart phones/mobile devices  on not needing paper any longer? • What can tablets teach us about the future of paper? • Is manual indexing what kills a good capture  solution? • PDF or Tiff, ‐ does it really matter?
  13. 13. More things to Consider • Will pads and electronic media kill the newspaper and books  on paper? • What is the real balance with green IT ‐ growing natural  resources like wood versus electricity from firing oil, coal and  other non‐renewable resources  • What can I personally do after WPFD to save unnecessary  paper? • What can everybody do to promote the use of electronic  information management on WPFD to create more  awareness? • What is the impact of the dependency on electronic media  when all paper is gone and power supplies break down? • Can an electronic device ever replace the subtle tactile feeling  of soft paper and turning the pages manually?
  14. 14. Methods to Go Paperless Document  Imaging Enterprise  Content  Management eForms Digital  Signatures Report  Capture Paper Archival Print to PDF Workflow
  15. 15. Methods to Go Paperless Document  Imaging Enterprise  Content  Management eForms Digital  Signatures Report  Capture Paper Archival Print to PDF Workflow
  16. 16. Introduction to Document Imaging
  17. 17. Document Imaging • Scan • Index • Store • Search • Retrieve • Archive
  18. 18. Capture Devices • Scanner • Copier • Fax • Camera • Mobile Device and Smart Phones
  19. 19. Capture Environments • Centralized • Distributed • Various Models Branch Branch Branch Headquarters
  20. 20. Paper Capture Options • Ad‐Hoc Scanning – Expense Report – One off, random times – Your office • Transactional – Hiring Process – Series of documents • Resume, cover page, application, 1099, Drivers License, etc. – Front office • Batch Scanning – Accounts Payables – Large volume of similar type  documents:  • Invoice, Purchase Order, Packing Slip – Back Office
  21. 21. Document Types • Structured – Structured Data – Know Page Layout – Consistent Format – Limited Fields
  22. 22. Document Types • Semi Structured – Structured Data – Predictable Layout – Tabular Data – Multi page documents
  23. 23. Document Types • Unstructured – Complex Pages – Variable Formats – Tabular Data – Multi page
  24. 24. Document Indexing Methods • Key from Entry – Fully manual classification and entry of the data – Select the document type, type in the indexes
  25. 25. Document Indexing Methods • Automation – Page Classification • Cover Sheets – Document Separation • Patch Codes Barcodes can really help in both areas
  26. 26. Document Indexing Methods • Index Automation – OCR – ICR – OMR – Barcodes – Pick Lists – Database Lookup – Full Text OCR
  27. 27. Advanced Capture • Semi Structured – Structured Data – Predictable Layout – Tabular Data – Multi page documents • Unstructured – Complex Pages – Variable Formats – Tabular Data – Multi page Software will be more complex setup and operations, more expensive and usually  only used in high volume or heavy indexing situations.   It can provide a excellent ROI in the right environments.  Examples:  Accounts Payable Invoice Processing – Semi Structured ‐ Invoice Human Resources – Unstructured – Cover Letter, Resume Mortgage Loan Processing – Unstructured, multipage, mixed batch.
  28. 28. Document Indexing Methods • Index Usage – Metadata ‐ How much is enough – What is goal for the data • Search indexes • Population of Line Of Business application
  29. 29. Storage • Enterprise Content Management System – Search, Retrieve and View • Pure Document Management or Document Imaging  System • File System (no, no!)
  30. 30. Application Best Bets • Paper Intensive • Lots of Process Steps • Distributed Environment • Great Starting Points – Accounting, Human Resources, Contracts, Claims,  Applications, Records – Healthcare, Government – Just look in your office for where the paper is  moving around and it’s impacting productivity
  31. 31. Don't Create Paper • Pre‐process – eForms, Digital Signatures, EDI • Post Process – Print Stream Capture – PDF, TIFF or XPS output
  32. 32. Resources for more information • http://aiim.org/Resources • http://aiim.org/Resources/Publications/ECM‐Toolkits
  33. 33. Thank You

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