Embed Size (px)
Citation preview
Hardware Scanning TrendsConstantly improving hardware has expanded scanning to the desktopand made production level scanning simpler. Many scanners nowinclude improved ease of use in their design, clear user control panels,one button scan-to functionality, network capability, and improveddocument viewing functionality.
Bar codesUsed to pre-populate the form type in a batch of documents. Properlyused, bar codes can greatly speed large-volume production scanning offorms and other documents.
Legal AcceptanceIt is anticipated that increased attention will be given to InformationManagement.There are three key reviews that should be undertakenwhich are requirements when developing your ComplianceFramework:
• Data Protection Act
• ISO17799 – Information Security
• BIT0008 – Code of Practice for Legal Admissibility of InformationStored Electronically
Duplicate copies can be admitted into evidence if they accuratelyreproduce the original.
In-House versus OutsourceDeciding to do the scanning yourself or to outsource is a complexdecision. Some things to consider:
• Type of conversion: Will you backfile (scan all existingdocuments), day forward (scan only documents from day X on), orscan on demand (convert documents as they are retrieved in thenormal course of business). Each type of conversion differs in scale.Evaluate your internal IT resources and budget versus what youwant to accomplish.
• Onsite or Offsite?: Depending on your security needs and theprivacy requirements of your documents, it may be best to do the
conversion in house or have an outsource provider perform theconversion onsite.
• Will the paper originals be destroyed or stored (or returned toyou)?
• Will the provider also host the documents or return them to you,either electronically or via storage media?
• Is in-house expertise required to handle exceptions and qualityassurance?
Distributed CaptureThe internet, greater bandwidth, and smaller, less expensive scanners(and MFDs) enable paper to be inserted into the business process atthe point of creation. Rather than collecting and shipping documents toa central location, those documents can be scanned on the same day.
Document scanning stations can be as common and accessible asphoto copiers.
Digital PostroomSome companies scan and index all incoming mail for digital distributionwithin the organisation.This could be normal correspondence, orders,shipping documents, invoices or complaints.Pre-scanning preparation costs can be considerably reduced usingspecialist high-volume scanners with inbuilt envelope handling.The digitalmail may then be routed manually or automatically.
Digital Postroom may help you save manual distribution cost, improveefficiency and provide an electronic audit trail of received and processedmail.
LabourLabour is the highest ongoing cost in any document scanningimplementation, most estimate 80%. Document preparation prior toscanning is likely to be the biggest element of this, followed by indexing.Improved OCR, use of barcodes, distributed capture, capturing faxes -anything that streamlines the scanning process will keep labour costs incheck.
Capture - Setting the Scene for ECMCapture - Setting the Scene for ECM
Gold Sponsors
AIIM EuropeThe iT Centre, 8 Canalside, Lowesmoor Wharf,Worcester WR1 2RRTel: 01905 727600 Fax: 01905 727609Email: [email protected] Web: www.aiim.org.uk
© C
opy
righ
t A
IIM
Int
erna
tio
nal
Lim
ited
200
6 -
The
mo
ral
righ
ts o
f co
ntri
buti
ng a
utho
rs a
re a
sser
ted.
Platinum sponsors
www.ecopy.com www.epson-europe.com
www.anacomp.co.uk www.cygnet-ecm.com
www.sax.ltd.uk www.topimagesystems.com
The International Association forEnterprise Content Management
For additional information visit: www.aiim.org.uk
Input/CaptureDocument capture and data capture are not the samething. Document capture is the conversion of a paperdocument into an electronic image of that document.Data capture extracts data from a business form.
The Conversion ProcessCaptureDocuments can be captured by:
• Scanning
• Importing electronic documents (word files, video,spreadsheets, etc.) for sharing or archiving
• Converting existing electronic documents into unalterable images
Document PreparationPaper documents have to be manually prepared forscanning: repair torn pages, sort documents, remove stickynotes (or tack down so they can be scanned too), paperclips, and staples, etc. Time-consuming and too oftenunderestimated. Poor document prep will also slowdown document throughput.
Document ImagingDocument images can be saved as one of a number of file formats,including:
• TIFF (Tagged Image File Format) - Generally used formonochrome office documents. Can be compressed. ISOstandard. Multiple types of TIFF.
• JPEG - Often used for colour documents.Also a compressionmethod. ISO standard. Multiple types of JPEG.
• PDF - De facto standard. Replica of document. With OCRtext, can be full-text indexed and searchable.
• PDF/E - Recent standard for large format and multi-layerengineering drawings.
• GIF (Graphics Interchange Format) - Exchange and displayfor high-quality/resolution graphics.
RecognitionRecognition is valuable for indexing each image.
• OCR (optical character recognition): recognisesmachine-printed characters
• Zonal: used where only specific fields on a form are required
• Full-text: free form document conversion allowing search onall words in the document
• ICR (intelligent character recognition): for hand-printedcharacters
• OMR: (optical mark recognition): recognises check boxes,filled-in bubbles, etc.
• Bar codes: read and extract information from a pre-printedbar code
Indexing and / or data extractionIndexing is NOT optional.There is no other way to find andmanage documents.
1. Key from index fields (document type, date, customer name,etc.) - a data entry person manually indexes documents
2. Barcodes allow auto-indexing. By storing form information on abar code before scanning a batch of documents, certain indexvalues can be automatically populated.
3. Zone OCR - also automatic
4. Ingest from other applications - email, word processing, etc.(Metadata for the document, i.e., subject line, sender, etc.,become the index fields.)
The index can be either key fields or full text.A combination isgenerally best.
OutputAfter going through the capture process, electronic content isreleased to:
• Storage
• Document filing/management system
• Records management/Retention plan
• Workflow/Business Process: a customer claim could launchan insurance business process, for example
• Enterprise Content Management: access and collaborationacross the enterprise.
Forms Processing When forms are scanned, either the data or the entire form, canbe captured - depending on your business requirements. Datacaptured from a form can be entered seamlessly into theappropriate database and can be linked to other enterpriseapplications such as ERP. Quality Control/Assurance
Electronic images must be double-checked. In key-from-image,data can be validated by a second operator or via automatedprocesses like database look-ups. Bad images are flagged and re-scanned.
Image Clean-upMany products include image-enhancement features to increasethe quality of the scanned documents - de-skew, de-speckle, crop,rotate, and/or blank page and double feed detection, etc.This stepcan be performed by software or an image processing board inthe scanner.
ScanningThe transformation of paper documents into anelectronic image. Can also mean the digitising ofmicrofilm. Electronic images can also be captured by:
• Fax - software can read from the fax server. Be awarethat image quality will be lower, which may negativelyaffect recognition accuracy
• Multi-function Device (or Peripheral) - Network-connected MFDs can suffice for low-volume imagingneeds.
• Camera phone - Higher-resolution cameras inmobile phones, and software designed to work on amobile phone, allow the capture and conversion ofdocuments on the go - whether a conferencewhiteboard or a restaurant menu.
Type of ScannerDocument throughput in the real world will be slowerthan the scanner’s rated speed. Plan accordingly.
Scanner Categories:
• Workgroup: 10 - 25 ppm
• Departmental: 26 - 40 ppm
• Mid-volume production: 40 - 120 ppm
• Production: 120 plus
• Large format: for over-sized documents andengineering drawings
• Cheque scanners: Will read the account number ona cheque, speeding processing.
• Microfilm: for digitising film-based documents
What kind of documents?The document type to be scanned will determine whatkinds of scanners are needed - photos or glossy items,colour documents and/or documents on coloured paper,high-lighted documents, hand written correspondence,etc. will need extra handling to ingest. Documents suchas invoices, cheques, claims, applications, or forms aresimilar, allowing the scanning speed to be optimised andare generally higher volume.
You will also need to determine for each type ofdocument: size, single or double-sided, colour or not,average number of pages, quality, and volumes (by day,week, or month and if there are seasonal or business-related variations).
GOLD SPONSORS
PLATINUM SPONSORS
www.informedimaging.com
www.emc.com/captiva
www.fel.fujitsu.com
www.readsoft.co.uk
www.adobe.co.uk
www.kofax.com
Capture_Planner2007-Final_02 12/1/06 4:20 pm Page 1
Fujitsu Europe LimitedHayes Park CentralHayes End RoadHayesMiddlesexUB4 8FE
Contact: Andrew Cowling, Marketing ManagerEmail: [email protected] Tel: +44 (0) 208 573 4444 Fax +44 (0) 208 606 4440
Established in the UK in 1981, Fujitsu Europe Limited is a wholly owned subsidiary of Fujitsu Limited, the global electronics giant. A well establishedplayer in the UK peripherals market Fujitsu Europe are a major manufacturer of a range of scanner, computer storage and security products. Asmarket leaders Fujitsu Europe offers the most comprehensive range of document scanners on the market today and all our scanners aremanufactured to the highest quality standard, this along with superb technical innovation, fast speeds , reliable feeding and enhanced image captureoffer users a wide range of solutions for their document capture requirements.
www.fel.fujitsu.com
Informed ImagingChiltern CourtSt Peters AvenueCaversham HeightsReadingRG4 7DH
Contact: Ken Boulby, Sales and Marketing DirectorEmail: [email protected] Tel: +44 (0) 700 2000 444 Fax: +44 (0) 118 946 1024
Informed Imaging specialises in converting information on paper into useful data as quickly, accurately, and cost-effectively as possible, using intelligentdocument and data capture to improve your business processes.
Our solutions have enabled organisations to reduce manual data entry by up to 90%, saving hundreds of thousands of pounds per year. We have alsohelped local councils and blue chip clients to automate parts of their finance function to significantly cut costs and greatly improve operational processes.
Today, data capture is an important part of the overall document life-cycle. That’s why Informed Imaging ensures that our capture solutions can be easilyintegrated with your chosen document management system, workflow tools, and accounting packages.
www.informedimaging.com
AIIM ECM ChampionsWorkshop 7th February 2007Watford, M25/M1Visit: www.ecmworkshop.org.uk
AIIM ECM CertificateProgramme4-day ECM Master Class19th - 22nd February 2007High Wycombe Visit: www.aiim.org.uk/education
AIIM ERM CertificateProgramme4-day ERM Master Class5th - 8th March 2007WarwickVisit: www.aiim.org.uk/education
AIIM Roadshow 2007 -Tame the informationbeast 30 Apr-4 May 2007Edinburgh, Manchester, Birmingham,Reading, London.Visit: www.aiimroadshow.org.uk
Info Ireland 2007 Ireland's only InformationManagement event.18th and 19th September 2007 The Burlington Hotel, DublinVisit: www.infoireland.net
Platinum sponsor profiles
CaptureCaptureECM- setting the scene for ECM- setting the scene for
About AIIM - The ECM Association
Platinum Sponsors
© C
opyr
ight
AIIM
Inte
rnat
iona
l 200
6
Benefits of Capture
• Reduced filing/storage costs
• Reduce distribution costs
• Protect/control information
• Improve access to information
• Comply with regulatoryrequirement
• Improve customer service
Developed in partnership with:AIIM Europe● The iT Centre ● 8 Canalside ● Lowesmoor Wharf ● Worcester ● WR1 2RR
● Tel: 01905 727600 ● Fax: 01905 727609 ● Email: [email protected] ● Web: www.aiim.org.uk
Gold Sponsor profiles
The first step in managing your content is getting it into your ITinfrastructure.While many internal company documents are borndigital, and remain, digital throughout the lifecycle organisations stillneed to ingest a tremendous amount of paper-based communicationsfrom outside. Cheques, invoices, application forms, customer letters,etc. all need to be turned into digital form for insertion into anelectronic workflow or directly into storage.
Capturing documents puts them in motion and enables the informationcontained in those documents to be acted upon.While wepredominantly refer to the capture as the digitising of paperdocuments, capture can also mean ingesting electronic files (emails,forms, etc.) into your information management environment.
As with any ECM technology, properly implementing capture toolsrequires a great deal of upfront work and planning. It’s not as easy asdropping paper into you desktop scanner and creating a PDF. Will youcapture your documents in a centralised location? What kinds ofdocuments will you be imaging and for what business reason? Do youhave a high-volume of paper to convert? The answers to these andmany other questions will determine what you need.
Why ERM?ERM Strategic workshop - 1 day executive awareness workshopThe Strategic workshop provides a clear overview and explanation of ERM and its keycomponents in order to set the scene for the detailed examination of important concepts andactual implementations. It provides you the knowledge and tools to gain ownership and supportby senior executives and users.
What is ERM?ERM Practitioner - 17 online modules or 2 day training classThe ERM Practitioner Certificate Program covers the main concepts of ERM, such as classificationscheme, controls & security, retention & disposal, and metadata.
How to Implement ERMERM Specialist - 12 online modules or 2 day training classThe ERM Specialist Certificate Program covers global best practices to implement ERM, such asproject planning, defining business requirements, developing the business case and implementationplan including change management.
Putting it all TogetherERM Master - 4 day training classThe ERM Master Certificate Program comprises main elements from the above strategicworkshop and certificate programs in addition to a case study exercise. The course providescomplete coverage of records management in the electronic environment for professionalsworking in both the public and private sector.
Kofax Image ProductsUnit 2King’s HouseGreystoke Business ParkPortisheadBristolBS20 6PY
Contact: Scott Passmore, Sales Support SpecialistEmail: [email protected] Tel: +44 (0) 8700 668 315
Kofax, a division of DICOM Group plc, is the world’s leading provider of information capture software. Kofax products enable the automation ofbusiness processes by collecting paper documents, forms and e-documents from throughout organisations, transforming them into retrievableinformation and delivering it all into line-of-business applications, databases and archives. Kofax Ascent platform is the most popular informationcapture application worldwide, and its VirtualReScan (VRS) product is the de facto standard for scanning productivity.
The company’s products are widely used in finance, government, insurance, healthcare, and a broad range of companies and agencies that mustcapture critical business information from paper and electronic documents and forms.With more than 15,000 installations and 12,000 certifiedreselling partners (CSPs), Kofax has the world’s largest capture install base and certified reseller channel.
www.kofax.com
ReadSoft LtdPlatinum HouseNorth Second StreetCentral Milton KeynesBuckinghamshireMK9 1BZ
Contact: Stuart NealeEmail: [email protected] Tel: +44 (0) 1908 688 000 Fax: +44 (0) 1908 688 099
ReadSoft is a leading provider of Document Automation solutions. ReadSoft DOCUMENTS provides large organisations with an integrated, strategicECM platform that not only enables, but drives ECM initiatives, managing information from the point of entry.
Our solution takes the automated capture, classification, indexing and routing of content (documents and electronic media) to completely new levels.This enables enterprises to achieve: increased efficiency, significant cost savings, and enhanced regulatory compliance.
ReadSoft DOCUMENTS’ extensive functionality allows organisations to simplify their ECM architectures. Furthermore, it reduces or eliminates complexworkflow processes by automatically routing the right information to the right people at the right time.
www.readsoft.co.uk
EMC CaptivaHanover HouseCross LanesGuildfordSurreyGU1 1UG
Contact: Sales DepartmentEmail: [email protected] Tel: +44 (0) 1483 460 500 Fax: +44 (0) 1483 460 600
EMC Captiva is the leading global provider of input management solutions used to transform information from paper, fax and electronic sources intobusiness-ready electronic content suitable for processing by content management, enterprise resource planning, customer relationship management andother information management systems.
Captiva’s suite of input management solutions meets the needs of organisations large and small and can readily scale from one department to a globalenterprise. The comprehensive Captiva input management solution suite includes document capture, forms processing, invoice processing, intelligentdocument recognition and classification, distributed capture, imaging solutions, applications monitoring and premium services.
www.emc.com/captiva
Adobe Systems Europe Limited3 Roundwood AveStockley ParkUxbridgeUB11 1AY
Contact: Andrew Robinson - Regional Sales Operations and Inside Sales ManagerEmail: [email protected] Tel: + 44 (0) 208 606 1225 Fax: + 44 (0)208 606 4004
With a reputation for excellence and a highly respected portfolio, Adobe is not only a leading desktop software company, but also offers anenterprise solution platform. Today with the combined Adobe PDF and Flash technologies, Adobe have a complete set of solutions to greatlyenhance how people create, manage, deliver and engage with information.
Every day, more people need to interact with data stored in enterprise applications and adapting existing systems to meet demand can be time-consuming, expensive, and risky. Adobe solutions provide a fast and cost-effective way to securely share enterprise data with people inside andoutside the firewall. By combining the business logic of XML with the visual fidelity, security, and reliability of Adobe PDF, Adobe makes it easy fororganisations to convert static documents into electronic ones which can be integrated into existing enterprise applications and business processes.Ultimately, this helps streamline information exchange - which is often manual - among employees, suppliers, customers, and constituents; increaseoperational efficiencies; reduce costs; and meet compliance mandates.
The Flash Platform is a lightweight, cross-platform runtime that can be used not just for rich media, but also for enterprise applications,communications, and mobile applications. Organisations are able to design, author, and deliver interactive content rich with video, graphics, andanimation for a truly unique and engaging experience.
www.adobe.co.uk
eCopy8 The SquareStockley ParkUxbridgeUB11 1FW
Contact: Justin Bailey, Regional Sales Manager, UK & IrelandEmail: [email protected] Tel: +44 (0) 208 610 6020
eCopy lets any office worker use a copier to convert paper-based information into secure digitaldocuments that can be easily added to any electronic workflow. eCopy software provides astandard document capture operating platform across copier brands, so organisations can use thesame procedures at any of their networked copiers.
www.ecopy.com
s.a.x. Limiteds.a.x. House 3 Jenner RoadCrawleyRH10 9GA
Contact: René Kerfante, Managing DirectorEmail: [email protected] Tel: +44 (0)870 777 6496 Fax: +44 (0)870 777 6497
NSi is the leading provider of content capture solutions. NSi AutoStore captures documents fromany MFP, digital copier, PC scanner or desktop application, processing them using advance OCR, andforms recognition, securely saving the content in business applications and databases.
s.a.x.Ltd is the Distributor of NSi AutoStore in the UK
www.sax.ltd.uk
CYGNET ECM40 Craven StreetWC2N 5NGLondon
Contact: Redmond SchleyEmail: [email protected] Tel: +44 (0)207 389 0521
CYGNET ECM is a tool. Good organisations use many tools to enhance their products and services.CYGNET embraces the way you do business today and releases your in-house knowledge, expertiseand experience to drive your business forward.
CYGNET ECM combines your best operational functions, with optimum use of modern technologyand unbeatable price to give you the top Enterprise Content Management system available.
CYGNET ECM is a complete online Document and File management system with fileplan, versioning,authoring, metadata, workflow, auditing, and secure multilevel access. Manage, control and store E-mailsin their native format without having to change existing E-mail programs. And much more!
www.cygnet-ecm.com
Epson Europe150, rue Victor Hugo92305 Levallois-PerretFrance
Contact: Patrick Perrot - Product Manager Business Scanners and LP SolutionsTel: +33 (0)1 4087 3845 Fax: +33 (0)1 4087 6720Email: [email protected]
Epson is a global leader for imaging products with a reputation for quality, reliability and value.Discover the innovative Epson technologies optimized in our workgroup and departmentalscanners. Designed to offer highest image quality, compatibility and easy integration to any imagingapplication, Epson business scanners greatly enhance your productivity.
www.epson-europe.com
Anacomp LimitedRosaMulberry Business ParkFishponds RoadWokinghamBerkshireRG41 2GY
Contact: Simon Stammers, Sales Director Email: [email protected] Tel: +44 (0)118 936 1600 Fax: +44 (0)118 977 3890
Anacomp docHarbor® offers a range of document-based services;- ● docHarbor Online, featuring a robust and flexible storage solution for managing information in
today’s web-enabled enterprise..● docHarbor Desktop, provides secure access to information via local systems or portable media.● docHarbor Archive, offers long term information retention using digital and analogue media.● docHarbor Capture, transforming paper and microfilm into digital format for delivery and archive.
www.anacomp.co.uk
TIS UK8 The SquareStockley ParkUxbridgeUB11 1FW
Contact: Simon Maguire, General ManagerEmail: [email protected] Tel: +44 (0)208 610 6034 Fax: +44 (0)208 610 6084
Top Image Systems Ltd. (TIS) provides automated mailroom, document capture, invoice andpurchase orders processing solutions for the most efficient flow of information.
TIS’s eFLOW Platform, provides customers with a single end-to-end solution to capture, classify,process, validate and deliver critical information from multiple sources to any ERP or CRM via asingle platform.
www.topimagesystems.com
AIIM is the international authority on Enterprise Content Management(ECM), the technologies used to capture, manage, store, preserve, anddeliver content and documents related to organisational processes. ECMtools and technologies provide solutions to help users with the four C’sof business: Continuity, Collaboration, Compliance, and Costs.
For over 60 years,AIIM has been the leading non-profit organisationfocused on helping users to understand the challenges associated withmanaging documents, content, records, and business processes.Today,AIIM is international in scope, independent, implementation-focused, and,as the representative of the entire ECM industry - including users,suppliers, and the channel - acts as the industry’s intermediary.
As a neutral and unbiased source of information,AIIM serves the needsof its members and the industry by providing educational opportunities,professional development, reference and knowledge resources,networking events, and industry advocacy.
Information about AIIM can be found at www.aiim.org.uk (UK) orwww.aiim.org (USA)
AIIM provides:Market Education - AIIM provides unbiased information through theAIIM Roadshow (held throughout the UK); InfoIreland (held in Dublin);AIIM Webinars and AIIM Newsletters.
Professional Development - AIIM’s industry education road mapoffers business and government professionals a variety of trainingopportunities. Our ECM & ERM Certificate Programs provide instructionon the Why?,What?, and How? of Enterprise Content Management andElectronic Records Management via Web-based and/or classroomcourses.
Peer Networking - Through chapters, networking groups, programs,partnerships, and the Web, AIIM creates opportunities that allow users,suppliers, consultants, and the channel to engage and connect with oneanother.
Industry Advocacy - As an ANSI (American National StandardsInstitute) accredited standards development organisation,
AIIM acts as the voice of the ECM industry in key standardsorganisations, with the media, and with government decision-makers.Our Industry Watch research reports provide intelligent informationabout user trends and perceptions.
Gold Sponsors
The Electronic Records Management (ERM) Certificate Programme exploresrecords management in relation to business needs both in public and private sector,embracing all records, but with a particular emphasis on electronic records.
Both the ERM and ECM Certificate Programmes consist of three training modulesStrategic, Practitioner and Specialist, or a 4 day Master Class covering all elements of the3 individual modules. Some of the courses are available exclusively as highly interactiveclassroom training days, while others may be taken as online web modules.
ERM Certificate Programme
www.ai im.org .uk/educat ion
Why ECM?ECM Strategic workshop - 1 day executive awareness workshopThe Strategic workshop provides a clear overview and explanation of ECM and its keycomponents in order to set the scene for the detailed examination of important concepts andactual implementations. It provides you the knowledge and tools to gain ownership andsupport by senior executives and users.
What is ECMECM Practitioner - 13 online modules or 2 day training classThe ECM Practitioner program covers the information lifecycle and related concepts such aselectronic document management, collaboration, business process management, and electronicrecords management
How to Implement ECMECM Specialist - 12 online modules or 2 day training classThe ECM Specialist program covers the implementation and related processes such as analysingbusiness requirements, developing a business case, and planning the implementation includingchange management.
Putting it all TogetherECM Master - 4 day training classThe ECM Master Certificate Program comprises main elements from the above strategicworkshop and certificate programs in addition to a case study exercise. The course providescomplete coverage of enterprise content management for professionals working in both thepublic and private sector.
The Enterprise Content Management (ECM) Certificate Programme coversthe strategies, tools, and technologies used to capture, manage, store, preserve, anddeliver information in support of business processes.
Both the ERM and ECM Certificate Programmes consist of three training modulesStrategic, Practitioner and Specialist, or a 4 day Master Class covering all elements of the3 individual modules. Some of the courses are available exclusively as highly interactiveclassroom training days, while others may be taken as online web modules.
ECM Certificate Programme
www.ai im.org .uk/educat ion
Capture_Planner2007-Final_02 12/1/06 4:20 pm Page 2
