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Document Image ProcessingKeys to a successful imaging implementation
PresenterEric Labiak, Image Processing
Systems
AIIMGSC Education Event
April 28, 2005
OverviewOverview
Image Processing Basics
Six Sigma Quality Control
Industry Trends
Case Studies
Q & A
Image Processing BasicsImage Processing Basics
Paper, Film, Fiche
Image to Image - Legacy Images
Data - COLD, Email, EDI
Video, Phone Mail, Music
First Decision - Inputs?
Image Processing BasicsImage Processing Basics
Backfile - Archive
FileForward - Day Forward, Ongoing
Image On Demand
ImageMailbox™ - Digital Mailroom
In House, Outsource, Managed Service, Hybrid
Next Question - Type?
Image Processing BasicsImage Processing Basics
On-Site™ - Centralized, Distributed
Off-Site™ - Centralized
Off-Shore - Hybrid Processing
Location?
Six Sigma Quality ControlSix Sigma Quality Control
Disciplined Project Methodology
Comprehensive Document Control
100% Quality Control
3.4 Errors Per Million Requires:
Six Sigma Quality ControlSix Sigma Quality Control
Phase 1 - Design and Review (1 day - 2 weeks)
Phase 2 - System Development and Testing (1 day -3 weeks)
Phase 3 - Ramp-up (1 day -3 weeks)
Phase 4 - Implementation (days – years)
Four Phase Project Methodology
Design and ReviewDesign and Review
Use “real world” metrics for each operation and don’t fall prey to the “all you gotta do club”!
“Measure twice - cut once”
Project Management, Change Management Specification and Design of Conversion Software, process flows and Conversion Subsystem
Test and Project Plan
Scan
Scan
Superv
isor
Pre
p
File
/Box
Sta
gin
gF
ile/B
ox
Sta
gin
g
IndexingScan Q/CScan Q/C
ServerIn
dexin
g/
Exp
ort
Copier
Image Processing Center
System Development and Testing System Development and Testing
DOCUMENT CONVERSION TESTING: All Conversion Programs will be tested on the conversion subsystem.
INTEGRATION TESTING: The documents converted, during the test, will also be loaded onto the Content Management system and displayed.
Ramp UpRamp Up
“Dress Rehearsal”
Acclimate client staff to the conversion processes
Fine tune conversion process workflows
Increase scanning to full production
ImplementationImplementation
Document receipt via file clerk, courier or P.O. Box.
The documents are checked into Image Track™ organized, scheduled and staged for conversion.
The documents are prepped, scanned, indexed, quality control tested*, and outputted for client acceptance.
Each transfer is supported by Image Track™ with comprehensive inventory and processing reports.
Upon acceptance of images by client, the paper documents are packed in boxes and returned to client, storage or destroyed.
Document ControlDocument Control
Automated control system for the imaging process Tracks workflow from receipt to delivery Records time, date and operator at each step Enables in-process check-out of documents
ImageTrack
Database-driven reporting system Ensures that all documents or folders have been
successfully processed Ensures that any missing documents are reported in a
timely fashion
ImageAudit TM
TM
Quality AssuranceQuality Assurance
Conduct page-for-page visual check of every image and compares to original Verifies all images are scanned Adds any missing images Reprocesses poorly scanned images Needed to comply with State of NJ, NY…. Find problems prior to Data Capture and Indexing
100% Page for Page Scan Q/C
Quality AssuranceQuality Assurance
Quality AssuranceQuality Assurance
Database Matching Matches scanned documents to client-supplied data Eliminates keying errors Ability to point many records to one document and many
documents to one record
100% Index Q/C
Index Q/C 100% inspection of Indices
Double-Key Verification Two independent operators key the same data Computer compares output Third party resolves inconsistencies
Quality AssuranceQuality Assurance
Prep QCPrep QC
Scan QCScan QC
ReportingReporting
Check-in & Assignment
Folder Prep & Pre-Index
ScanningIndexing
Folder Completion
Folder Check-out
Archiving
Index QCIndex QC
Processing Industry TrendsProcessing Industry Trends
Backfile budgets are back
Fileforward is becoming increasingly integrated including multiple data feeds between systems
More “Front-End” projects
Capture tools are improved - OCR, Forms Recognition, Workflow
Off-Shore processing is exploding - Caribbean, Mexico, India now - China next.
Compliance is driving some Off-Site back to On-Site
ApplicationsApplications
Accounting & Finance(A/P, T&E, Treasury…)
Client Documentation (Case Files, New Accounts, Contracts, Correspondence, Account Changes…)
Human Resources(Employee, Pension, Retirement, Group Insurance, Benefits…)
Insurance (Applications, Policies,
Claims…)
Legal(Contracts, Leases,
Royalties, Litigation…)
Image-to-Image
(IBM, FileNet, ViewStar, Eastman,
Wang…)
Engineering(Large Format, Technical
Manuals, Process Sheets…)
Case StudyCase Study
Processed critical Member and Retiree files
Initial 4 million images over 6 months, then 15 million more over three years and counting
Several additional projects ensued over the past four years - Board Minutes, Pension Records, etc
Currently assisting STRS and with fileforward prep & indexing services
State Teachers Retirement System
Case StudyCase Study
Surrender, Agent, Case and Contract files
Six million images converted in four projects over 18 months
Three hundred different document types identified and sorted for one job
Off-Site™ processing
Project lead to a recent On-Site™ contract for Vital Records - 60 people over 2 shifts.
Life Insurance Company
Case StudyCase Study
Large Advertising Agency Accounts
Payable 1. Improve current turnaround2. Lower Costs3. Front-End Processing4. Double-Key Data Capture Accuracy 99.95%
Case StudyCase Study
Image A/P™ Workflow1. Mail Receipt2. Preparation3. Scanning4. Coding5. Off-Shore Data Extraction6. Upload for Payment Approvals7. Archiving & Retrieval
Questions & AnswersQuestions & Answers
Image Processing Basics.
Six Sigma Quality
Case Studies
IPS’ Business
Other
Please ask about
ClosingClosing
Thanks for your time!