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- 1. Enterprise Capture “The Capture Continuum” Pamela Doyle, Director Fujitsu Computer Products of America AIIM Ambassador Chair, The TWAIN Working Group
- 2. Business Objectives • Cost Reduction • Customer Service • Compliance • Collaboration
- 3. Barriers • Numerous forms of content • Electronic • Email • Social media • FAX • Continued reliance on paper • Historical reference • Proof of business • Compliance • Initiate business processes • Contradiction between proliferation and corporate agility
- 4. Volume of Content • Average number of emails sent per day in 2010 was an estimated 294 billion • Average number of corporate emails per individual sent and received per day in 2011 will be 228 (Radicati Group) • IDC reports the digital universe increased more than six-fold from 2006 to 2010 (The Expanding Digital Universe) • 80% of information is still retained on paper (CAP Venture) • Documents claim 60% of office worker’s time • Account for 45% of labor costs • Average office employee generates 9,999 more sheets of paper (Resource Conservation Alliance) • Less than 5% chance of containing recycled fibers • Only 50% chance of avoiding land fill or incinerator
- 5. Cost of Paper •Store •On Premise •Offsite •Manage •R$ 40,000 to fill a 4 drawer filing cabinet, R$ 3,200 to maintain (futurelawoffice.com) •Search for misfiled R$192 •7.5 percent of all documents get lost; 3 percent of the remainder get misfiled (Inc. Magazine) •Companies misfile up to 20 percent of their records (ARMA International) •Deliver •Average cost of courier – R$ 24
- 6. Other Costs ofPaper • Duplicate copies • Kept beyond retention • Discovery • Inability to demonstrate compliance • Broken chain of custody (privacy) • No process visibility • Poor business intelligence • Not green • Vulnerable • Loss evidence of transactions • Loss revenue
- 7. Capture • Top Google and Bing result for capture: • “to gain possession of or control of” • In the context of the ECM industry: • “to gain possession of or control of your information asset” • Combination of hardware and software • Capture is the on-ramp to business process acceleration • ECM manages, stores, preserves and delivers
- 8. Capture/ECM & TheBusiness Objectives 8
- 9. Five Phases ofCapture Enterprise Capture Distributed Capture Intelligent Data Extraction Automated Indexing “AD cmn S a g ou ett t y re H nb o, f m iml ado k r S p o e San goEt pis cnin t n rre e Scan and Store Cp r at e u” A t o: K v Ca e uh r e in r in
- 10. Scan and Store • Characteristics: • Benefits: • Scan to archive • Reduce reliance • Manual indexing and costs • Full text associated with paper • Centralized • Reduce physical • Production storage • Eliminate redundancy • Physical protection
- 11. Automated Indexing • Characteristics: • Benefits: • Key from image • Reduce human • Structured intervention • Template • Reduce errors • Separator sheets • Increase efficiency • Patch code in storage and retrieval • Barcode • Workflow (simple business rules)
- 12. Intelligent Data Extraction • Characteristics: • Benefits: • Recognition • Superior image advances (OCR, quality HCR, ICR) • Broaden scope of • Data validation document • Semi-structured automation • Unstructured • Significant process • Integration LOB improvements • Image enhancement
- 13. Distributed Capture • Characteristics: • Benefits: • Point of origin • Faster access to • Decentralized actionable data • Lower costs • Reduce shipping scanners costs • Transaction (scan to • Auditable from process) process origin
- 14. Enterprise Capture • Characteristics: • Benefits: • Content agnostic • All content across • Application and enterprise platform agnostic • Seamless • Auto classification integration with LOB • Intelligent paper & backend systems • Competitive capture (programmable performance buttons) advantage • Total business process automation
- 15. Scanner Market Segments Market Segments (New) Personal Rated 8-15 ppm, most priced <$750 Desktop/Workgroup Rated 16-30 ppm, most priced $750 - $1,499 Departmental Rated 31-50 ppm, most priced $1,500 - $3,999 Low Volume Production (LVP) Rated 51-75 ppm, most priced $4,000 - $9,999 Mid Volume Production (MVP) Rated 65-100 ppm, most priced $10,000 - $34,999 High Volume Production (HVP) Rated >100 ppm, most priced $35,000+
- 16. Capture Applications • Historical • Claims • Customer (Acct. Mgmt.) • Contracts • Employee • EOB • Patient • Case management • Client • Lending • Research (i.e. clinical) • Expenses • Technical documentation • Accounts receivable • Proof of delivery • Accounts payable • Signature verification • Mailroom automation
- 17. Business Drivers W eyu ose yu dcmn ad eod mngmn po c ad r rie, hn o cnidror ou etn r rs aae et rj t n pioits c es waish m ssnicn bses re f yu ogn a n ht t otigifat uinsdivro or r izt ? e r a io AI S t o t E MI ut ‘21 l te fh C n sy 00 M a e d r
- 18. In your experiencewhat has been driving the demand for Capture amongst your customer base? (Please check all that apply) Forms processing 47% Transactional capture 38% Distributed capture 39% Business process management 77% SharePoint 18% Collaboration 20% Scan to e-mail 27% Suc: Fju te fh Eoo y Sr y e 21 or u s “S t o t cnm” uv Fb 01 e it a e e
- 19. Have your customerscited any of the following as motives for accelerating their IT purchases? (Please check all that apply) Reducing staff 39% Automating or accelerating processes 59% Long term cost reduction 51% Need to utilize fiscal budget 24% Increased business 8% Suc: Fju te f e cnm” Sr y e 21 or u s “S t o t Eoo y u e Fb 01 e it a h v
- 20. Drivers W aa tt e sogsdivrf s nin ad at e yu ogn a n htr h h e t net re o c n g n cp r in or r izt ? e e r r sra u a io Suc : C p uea dB M ‘2 1 0– A In u t yW t h o re a t r n P 0 IIM d sr ac
- 21. ROI W apyak ed olyu a yu ae ciee o a l lt ah v f m ht abc pr wu o s o hv ah vd rr ik yo cieer io d y e e o yu inet etin cnin, cp r ad P ? or vs n s n g at e n BM m s a u Suc : C p uea dB M ‘2 1 0– A In u t yW t h o re a t r n P 0 IIM d sr ac
- 22. Capture Continuum (Trends) • General: • 4 C‘s • Slow economic recovery • Top CIOs priorities • Environmental sustainability
- 23. Capture Continuum (Trends) • Healthcare: • Expanded use of HIT • Move toward EHR (internal and federal mandates) • Remain buried in paper • Trifecta: • Cost reductions • Improve quality of care • Compliance
- 24. Capture Continuum (Trends) • Government: • Budget reductions and constraints • Personnel cuts • Timely response to constituents requests • IT is important to innovate and improve operations
- 25. Capture Continuum (Trends) • Financial services: • Rebounding • Automate versus rehire • Preparing for controls and regulations resulting from Dodd-Frank • Global impact
- 26. Capture Continuum (Technology) • SharePoint: • In 2000, birth of team collaboration and departmental portals • Broad adoption • Established platform for high impact collaboration • In 2007, evolved to and information management platform
- 27. User Interface Microsoft Web 3rd party Office browsers apps Exchange 2007 ECM Components Mailbox Policy Document Records Web Content Forms Management Management Management Management Management Management Transport Services Unified Services Rules Policies Workflow Metadata Policies Library Services SMTP SOAP Search Security Search Security IRM Collaboration Unified Storage Architecture
- 28. Capture Continuum (Technology) • SharePoint: • Single platform for collaboration, communication and content management • 2010 release • Requires 3P tools • Organizations looking to leverage investment
- 29. Capture Continuum (Technology) • Faster, smaller, less expensive scanners • Further advances and application of recognition technologies • Remote administration and diagnostics • Mobile • Cloud
- 30. Fujitsu Scanner Line-up Professional Line of Business Production fi-6770 $7,995 fi-6770A fi-5950 fi-6670 $5,995 i-6800 fi-6670A fi-4340C fi-6140 fi-5530C2 fi-6240 ScanSnap fi-6010N fi-6130 fi-6230 ScanSnap N1800 fi-6110 ScanSnap S1500 fi-5015C ScanSnap S1500M Decentralized fi-60F ScanSnap Transaction S1300 Front Office ScanSnap Personal S1100 30
- 31. Government Case • Wood County: • Dept. of Job and Family Services provides: • Long term family assistance • Temporary help • Committed to its responsibilities • Business Problem: • Paper-based application process • Inaccurate • Time consuming 31
- 32. Government Case • Implementation Objectives: • Replace paper with electronic • Reduce storage • Aide with compliance • Integrate with CRIS-E • Solution: • EZ Forms • Enter identification number and consumer information populates various forms • Completed forms are signed using signature pad • OnBase ECM Suite • Signed forms stored in OnBase repository • Supporting documents (fi-4340 series) 32
- 33. Government Case • Sample ROI: • Faster response • Case workers capacity improvement • Reduced storage • Workflow eases checking status • Audit trail proves accountability 33
- 34. Union Case • MOEITS: • Largest labor union • Chicago based • 24,000 members • Numerous business units • Key Issues • Geographically dispersed • Paper everywhere (thousands or millions) • Employee searching (R$ 50.00) • Cost of office space • Office site storage (R$ 14,370.00 per month) • Compliance issues (HIPAA, Taft Hartley, GLB/SOX)
- 35. Union Case • Objectives: • Thorough research and • Reduce reliance on analysis paper • Solution: • Compliance concerns • SharePoint • Streamline • Microsoft shop • Business continuity • Portal • Collaboration • Granular security • Reduce costs • KnowledgeLake • Ease of use • Fujitsu scanners
- 36. Union Case • Phase One – Legal • Phase Two - PAC • Paper intensive • Not always volume but flow • Office space • Form authorizes • Banker boxes in collection of fee basement • Deficient process • Time to discover • Huge financial loss • Document capture with barcode • SharePoint for workflow • Matters database • Scanned then shred
- 37. Union Case • Phase Three – Contracts • Another example of process automation • Signed contract took 34 days 14 steps • FAX • Interoffice • 1 – 2 pages grew to 111 • Now, scanned at point of origin • Routed electronically • 20 minutes
- 38. Union Case • Benefits: • Payback in 5 months • Hard dollar savings: • Reduced storage • Recovered PAC funds • Expedited processes • Eliminated costs of paper-based processes • Soft dollar savings: • Reduced time to find documents • File sharing and collaboration • Business continuity • Projecting 1.6 million (BRL) over 3 years
- 39. Keys to Success • Get Knowledgeable • Business assessment • Technology assessment • Expert advice • Careful vendor analysis • Demand proof of handling • Phased approach • Benefit realization
- 40. More Information •Product information, white papers and case studies: • http://www.fujitsu.com/br/support/scanners/ • http://scanners.fcpa.fujitsu.com/casestudies/ • Trend sites: • ScanSnap at www.scansnapcommunity.com • HealthCare at http://us.fujitsu.com/ehrsolutions • SharePoint at http://us.fujitsu.com/sharepoint