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Avoiding pitfalls of beginning a document imaging program. From 2003.
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Beginning an Imaging Program: Achieving Success and Avoiding
the Pitfalls
Raymond K. Cunningham, Jr. CRM, CA, MIT
Manager of Records Services
University of Illinois Foundation
http://www.staff.uiuc.edu/~rcunning/imag.ppt
Document Imaging
• Success or Failure depends on factors that you can control
Document Imaging
• Success or Failure depends on factors that you can control
• Document imaging is a part of an overall document management program that includes electronic records, microforms and paper
Document Imaging is for Document Distribution
• Document imaging is not for long term archival storage
Document Imaging is for Document Distribution
• Document imaging is not for long term archival storage
• Retention schedules must be implemented on images, just as they are implemented on paper
Document Imaging is for Document Distribution
• Document imaging is not for long term archival storage
• Retention schedules must be implemented on images, just as they are implemented on paper
• Document imaging must enhance workflow, not impede it
Document Imaging is for Document Distribution
• Document imaging is not for long term archival storage
• Retention schedules must be implemented on images, just as they are implemented on paper
• Document imaging must enhance workflow, not impede it
• Document imaging is not the electronic equivalent of microfilm
Elements for a Successful Document Imaging Program
• Manage the Paper
• Chart the Workflow
• Study the End Users
• Write a Document Imaging Plan
• Image what you want Retrieved
• Start Small - Build on Success
• Indexing, Staffing and Scalability
• Partner with your IT department
Manage the Paper
• The best imaging projects begin with well managed paper records
Manage the Paper
• The best imaging projects begin with well managed paper records
• If you cannot find documents in your paper records, you will unlikely find your documents in an imaging environment
Manage the Paper
• The best imaging projects begin with well managed paper records
• If you cannot find documents in your paper records, you will unlikely find your documents in an imaging environment
• Implementation of Records Retention Schedules
Chart the Workflow
• Chart the work flow of the information
Chart the Workflow
• Chart the work flow of the information
• Implement changes in the workflow such as forms management before you image
Chart the Workflow
• Chart the work flow of the information
• Implement changes in the workflow such as forms management before you image
• USE DOCUMENT IMAGING TO REENGINEER THE BUSINESS PROCESS
Study the End Users
• Are your end users up to the task?
Are your end users up to the task?
• Do you need a User Survey??
• What is the end user skills set?
• Can they use the internet? E-mail?
• Is this an office exclusively using paper?
Study the End Users
• Are your end users up to the task?
• Is the equipment up to the specifications needed for a good document imaging program?
Is the equipment up to the task?
• Monitors – 17” minimum for input – consider dual monitor schemes
• Retrieval 15” is usable but not preferable• Flat screen• The workstation is not as important as the servers
and the network wiring• Retrieval times can be important• Operating system upgrades• Consider standardization across the workplace
Study the End Users
• Are your end users up to the task?
• Is the equipment up to the specifications needed for a good document imaging program?
• What are the requirements the end users demand of document imaging?
Study the End Users
• Are your end users up to the task?
• Is the equipment up to the specifications needed for a good document imaging program?
• What are the requirements the end users demand of document imaging?
• Always keep the users in mind
Write a Document Imaging Plan
• Create a document imaging plan for management
Write a Document Imaging Plan
• Create a document imaging plan
• Incorporate your observations on work flow, retention schedules of the records series to be converted and the technical specifications for your imaging system
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
• Do not image documents that are not necessary
Signal To Noise Ratio
• Consider the Internet as a model
• If you image “Everything” and your actual retrieval rate is low, how efficient is your imaging system?
• Imaging large files - retrieval
• Know what is being retrieved by your end users
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
• Do not image documents that are not necessary
• Remember – the idea is to avoid information overload
Image what you want Retrieved
• Find out exactly what information is to be retrieved within the record series
• Do not image documents that are not necessary
• Remember – the idea is to avoid information overload
• Just because we have the technology to image everything does not mean we must
Start Small – Build on Success
• Choose a records series to image that is in demand and would really impact work flow
Start Small – Build on Success
• Choose a records series to image that is in demand and would really impact work flow
• Start slow, perhaps day forward offering the images on line.
Start Small – Build on Success
• Choose a records series to image that is in demand and would really impact work flow
• Start slow, perhaps day forward offering the images on line.
• Make adjustments as necessary
Start Small – Build on Success
• Choose a records series to image that is in demand and would really impact work flow
• Start slow, perhaps day forward offering the images on line.
• Make adjustments as necessary
• Introduce your end users to the world of imaging vs. paper
Indexing, Staffing and Scalability
• Create your indexes with end user input• Do not over index• Be sure to budget the staffing required for
any imaging project – or outsource• QC - Quality Control• Scalability – the system works fine with
50,000 images but crashes when loaded with 1,000,000 images
Partner with your IT department
• Make very good friends with those in the organization that manage the technology
• If you are a stand alone shop, partner with the vendors and/or a service bureau
• Educate yourself on your options – Ask questions!
Avoiding the Pitfalls
• Develop a Strategy
• Plan Ahead – Lifecycle Management
• Stick to the Basics
• Questions for the Vendors
Strategies for Document Imaging• Day forward imaging
• Scan on demand
• Backfile conversion
• Outsourcing as an option
• Input centrally vs. Distributed input
• Integrate Document imaging with your photocopying
• Web based distribution of images
Plan Ahead – Lifecycle Management
• Where do you see your imaging system in five years?
• What will your paper load be in five years?
• How will you be integrating EDMS into your overall document management system?
• Plan today to evolve away from imaging
Important Issues in Document Imaging
• Formats - Most document imaging systems are based on Tagged Image Format File or TIFF
Image Formats
• TIFF - Tagged Image Format File
Image Formats
• TIFF - Tagged Image Format File
• What Resolution do I scan?
Resolution Horizontal dpi Vertical dpi Total Dots per
Square Inch
200 200 40,000
300 300 90,000
400 400 160,000
This is for bi-tonal scanning. For grayscale documents this increases. For color document scanning can increase as much as 16 or 32 times
Image Standards
• OhioLINK Digital Media Center – 300 dpi for text• Colorado Digitization Program– 300 dpi for text • Library of Congress – 200 to 400 dpi depending
on document size• Indiana University Digital Library Program – 300
dpi for text• All of these are for MASTER file, not for the
ACCESS file
Image Formats
• TIFF - Tagged Image Format File
• What Resolution do I scan?
• PDF – Portable Document Format
Image Formats
• TIFF - Tagged Image Format File
• What Resolution do I scan?
• PDF – Portable Document Format
• Think beyond image formats – think NATIVE formats
Important Issues in Document Imaging
• Formats - Most document imaging systems are based on Tagged Image Format File or TIFF
• Most end users desire a browser based retrieval scheme
• What provisions are you making for long term storage of vital records?
Browser Based Retrieval
• Internet Explorer, Netscape, Opera
• Most users have experience with the Internet
Long Term Storage
• Data Migration issues
• Retention Schedules
• Microfilm – Dual Scanning/Filming products Canon DR—5060-F
• Output to Microform
Questions for the Vendors
• Is this software ODBC and SQL compatible?• What format will my images/documents be stored
in?• Can I export the indexes of my images?• Can I use web base distribution for my images? • Can I add or delete columns in the database?• Can I use any device for image input?• Can I migrate these images to another storage
media? (portability)
Document Management
• Document Imaging is one part of the entire document management realm – paper, images, electronic records
• 98% of all information is created electronically
• Capture and store electronic documents in their native format
Moving to EDMS
• Capture at creation
• Web based retrieval
• Limit available formats
• Migration issues
• Have a Strategy for Long Term Storage
Resources
DIRKS Manual State Records New South Waleshttp://www.records.nsw.gov.au/publicsector/DIRKS/final/downloadable/introproj.htm
http://www.dlapr.lib.az.us/records/pdf/Imaging_Tech.pdf
Document Imaging Technology – Arizona State Archives & Library, 2002
Cornell Digital Imaging Tutorial, 2000-2001http://www.library.cornell.edu/preservation/tutorial/tutorial_English.pdf
Comparison of Records Systems
Document
Capture Cabinets and
File folders
Filmed with a camera
Images are Scanned
Index and cross-filing
Copies made placed in files
Paper or computer
Computer Indexing
Retrieval Physical retrieval refile
Find roll and print refile
Workstation view print
Distribution Hours HoursMinutes Seconds
Loss Potential
High Lower Lowest
Activity Paper System Microfilm Imaging
Comparison of Records Systems
Impact on Infrastructure
None Small Potentially High
Impact on systems
None Moderate High – possible reengineering
Storage Costs
Capital: Moderate
Operations: High
Labor: High
Capital: Moderate
Operations: High
Labor: moderate
Capital: Moderate to High
Operations: Moderate
Labor: lower
Activity Paper System Microfilm Imaging
Thank You Any Questions?