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Centralized and distributed data document capture by CAPSYS Technologies - www.capsystech.com Facebook: https://www.facebook.com/CAPSYS Twitter: https://twitter.com/#!/capsysteam Blog: http://webdocumentcapture.blogspot.com/
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UNDERSTANDING DISTRIBUTED WEB-BASED DOCUMENT
CAPTURE REALIZING GREATER VALUE
AT LOWER COST
AUGUST 11, 2010
877.322.7797WWW.CAPSYSTECH.COM
WELCOME
INTRODUCTIONS
PAUL SZEMPLINSKICAPSYS
STEVE SCHRADERCAPSYS
Author of “ECM BUYER BEWARE: Real Insights & Answers for Decision Makers”; andPresident and Co-Founder CAPSYS
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ANATOMY OF A TYPICAL ECM SYSTEM Content Management Repository Search Technology Document Capture Workflow or Business Process
Management Document scanners, MFPs, Network
Scanning Appliances IT Infrastructure (servers, SQL, storage,
network, etc.) Professional Services for Project
Management and Implementation Annual Software Assurance and Hardware
Maintenance Fees (ongoing)
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QUESTIONS ABOUT DOCUMENT CAPTURE
• What kind and which manufacturer of a document scanner is ideal for my organization? – Desktop/Workgroup/Departmental/Mainframe/Networked Appliances?
• Should I consider an MFP?*• Which brand and what type of capture software should I utilize?• Should I utilize thin/thick clients or both?• Can browser technology perform similarly to that of a thick client?• Can/do I capture at point of origin?
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• Save to Tiff, PDF, PDF/A or Searchable PDF, JPEG, JBIG, MDI, etc.?• Should I outsource any/all of the document capture and indexing services
to a service bureau?• Should I centralize, decentralize or take a hybrid approach towards the
capture process?• Is SaaS a viable option for any aspects of the ECM anatomy?• What automation – if any - can I incorporate into the overall capture
process?
DOCUMENT CAPTURE APPROACH CHOICES
Centralized All document capture and business processes remain within control of
central planning and management authorities
Distributed Document capture and business processes are pushed out to the
remote locations where content (and problem) originates
Hybrid Combination of both approaches
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CENTRALIZED APPROACH
Equipment, licensing, ongoing software assurance, support costs are significantly more expensive than alternatives
Dedicated staff to process the volume of content at central office – inevitably creating a new, non-revenue generating cost center
Work space, power and environmental requirements Transportation/shipping costs Built in latency in document processing and slower turnaround
times Potential for lost or misplaced documents during document
handling phases
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DISTRIBUTED CAPTURE APPROACH The Goal
Capture documents at Point of Origin – where the problem originates Remote Locations; branch locations – anywhere in the world Using available technology, i.e, Scanners, Email, Fax, MFP, Office files, etc.
What are the benefits? Reduce paper handling and courier costs
Shipping, postage, tracking, etc. Accelerate the speed of business
Moving at “Electronic Speed” Reduce document loss and increase document security Leverage investments in office technology Increase quality of document capture Reduce labor costs; Empower front office workers Reduce overall cost of ownership and Lower Operating Costs - Empower your
customers and supply chain partners to “self-serve” - ingesting content directly into your business processes
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DISTRIBUTED, WEB-BASED SCANNING Propensity to make the Document Capture solution as
ubiquitous as the cell phone Web-based computing continues to advance at a much
more rapid pace compared to thick client apps Flexible licensing, no page clicks, easy to expand
internally, externally and beyond the firewall Much easier to deploy and maintain than clunky thick
client apps Provides the lowest total cost of ownership
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HYBRID APPROACH
Leveraging Web-based scanning – inside the firewall
Scan at Production Speeds
Sophisticated Integration just like Thick Clients through .NET, JAVA, Web ServicesMixed environment (blend of distributed and centralized document capture)
Heavy Lifting at the Web Server, not the client
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WHAT IT LOOKS LIKE…
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ADMINISTRATORWEB CLIENT
System Setup | Capture Process Workflow Setup Server Groups Batch Profiles/Process Map Document Types/Process Map Users/Groups QSX Modules Licenses General Settings Queue Admin Performance Monitor
User Interface | Process Batches and Documents Scan/Import QC/Correction (i.e., Re-scan, etc.) Create documents from batches Index documents Exception handling/Verification Release to the Server for automated processing
based on the process maps
ABOUT MFP’S…
Potentially the correct solution in your Document Capture Solution mix however…
• Beware of the Inherent Compliance RisksImages on MFP’s generally remain on the internal hard drive. Expunge the data on the devices before you trade them in, return them to your lease company, sell them on E-Bay, transfer to another division, etc.
Much more on the subject at: http://webdocumentcapture.blogspot.com/2010/06/compliance-alert-are-copy-machines-and.html
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ON-PREMISE vs. SaaS – THE GREAT DEBATE
Unmatched time to market
Minimal downtime, 24x7 access, no more upgrades, patches, hotfixes, service packs to install
May be non-taxable (speak to your Tax Advisor)
No recurring software or hardware maintenance contracts
No CapEx, minimal upfront costs
Backup and Disaster Recovery
Pricing strategies unmatched by traditional on-premise alternatives
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STARK REALITIES OF ON-PREMISE
Today, more difficult to budget for CapEx vs. Operating Expense Annual maintenance fees are increasing without the purchase of additional
software Excessive fees are being charged for non-value add services Expanding into other areas of the company would be too costly with current
software Costs for application server maintenance is excessive when outsourced - CSC,
Perot Systems (now HP), Rack Space, etc.Note: CAPSYS has seen costs as much as $15,000 per server per year. This is non-value add expenses that the LOB can expunge from ongoing budgets!
Customers (LOB and IT) prefer to eradicate the need to install software or upgrade individual systems when they have remote needs
Application upgrades require either automated SUS or on-premise visit at remote sites to facilitate
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ALL OR NOTHING SaaS-BASED ECM? CAPTURE is the least risky component in the overall
ECM solution set SaaS based capture, CM repository on-premise –
completely plausible! Flexibility to change your decision in the future
based on needs of the business SaaS based Capture Offers the fastest ROI Minimize Risk, Maximize Return
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JUST THE FACTS Ma’am…CAPTURE SOFTWARE COMPARISON- ACME 30 User Configuration
Customer Capture Software Test / Dev systems # Concurrent Users Production Maximum IPY Page Volume
Monthly/Annual Cost Annual Data center Hardware/Infrastructure Cost
Professional Services Annual Total Cost of Ownership
ACME Corp Brand X (Existing) 1 27 Scan/Index Clients 5 Mil IPY $30,000/Annual 2 Servers @ $15,000 $16,000 $76,000
CAPSYS CAPTURE Online License- SaaS
1 30 Unlimited $3,500.00 $0- Provided by CAPSYS $10,000 $52,000
Production Configuration Includes:
CAPSYS 36 Month Commitment
Total Annual CAPSYS Savings: $24,000.00
(30) Concurrent Users
(1) CAPSYS Server
Document Import Mod.
Image Cleanup Mod.
Database Lookup Mod.
Barcode Recognition Mod.
ECM Export Module
Test System Configuration includes:
(5) Concurrent Users
Same above Modules
ACME Location Capture Software CapX (onetime) Cost to Add
additional CC User License
Annual Cost (SWA) to add additional CC user licenses
CapX (onetime) Cost to add additional Server
Volume
Annual Cost (SWA) to add additional Volume
License: e.g. 600K IPY
Projected PSG Costs to Upgrade to next Version
Requires Thick Client Install at remote
locations
BrandX Brand X V. 10 Index Module: $2,500
$500/Year $1,800 for 150K IPY Volume addition
$360 Estimated costs to Upgrade BrandX to V.10: $20,000
Yes. Requires Client installation at the
remote sites.
ACME CAPSYS CAPTURE Online License- SaaS V.4.0
$0 $53/Month or $636/Year Price based on 25-49 total concurrent
licenses
$0 $0 No Upgrade Costs No- Requires web browser with IE
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NOT YET CONVINCED ABOUT SaaS? 2010 Microsoft Study Reveals Small and Midsize
Businesses Using Hosted Services Have Better Financial Performance
SMBs Moving Toward Cloud Computing
• Despite the global recession, more SMBs surveyed in 2010 reported an increase in revenue than in 2008. Those that reported growth view IT as critical to their business success.
• The 2010 index indicates SMBs are beginning to see the benefits of cloud computing; • More than 40 percent of the respondents that use hosted or cloud technology
reported revenue rises of 30 percent or more compared with 90 percent of respondents not using hosted technology that saw decreases in revenue.
• The advantages of hosted or cloud technology are viewed as reduced cost and IT management and maintenance, as well as increased business value, productivity and competitiveness.
Source: http://www.microsoft.com/presspass/press/2010/feb10/02-03techcriticalpr.mspx
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Complete Automation Beginning at point of origin
RESULTS THAT SPEAK LOUD & CLEAR Financial Services Firm – Jacksonville, FL
“Everything that was discussed in the sales cycle was delivered in the solution.” Did the project meet your expectations as presented in the sales cycle in the following areas?
– Timelines: 1 2 3 4 5 – Business Objectives: 1 2 3 4 5 – Features/Functionality: 1 2 3 4 5 – Technical Requirements: 1 2 3 4 5
Ty, Inc. – Makers of Beanie Babies, Ty Warner Hotels & Properties“We decided to move from an on-premise solution to CAPSYS CAPTURE ONLINE. Since that move, we have been able to roll out document scanning throughout the enterprise with minimal effort. It has reduced the workload on our IT staff by eliminating the need to support a capture solution in our datacenter. ” – Jim Gio, Director of MIS
Pharmaceutical Firm – Chicago, IL“We are very happy with the CAPSYS software functionality. CAPSYS is meeting my expectations as presented in the sales cycle. We did go back and examine the cost savings and confirmed that CAPSYS has in-fact reduced our costs by about 40%, as predicted in the sales cycle. The CAPSYS features & functions also have met all of our business objectives.”
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THIN CLIENT | FEATURES CAPSYS CAPTURE Web Client features…
Fully featured browser client No software to install, maintain or upgrade
Scanning from anywhere All TWAIN supported scanners at rated speeds
Image viewing Zoom, fit-to-page, rotate, insert, append, replace, delete,
copy Flexible indexing from anywhere
Flexible field setup Field masking Document Zones Database lookups Auto load batches
User Privileges Queue Management Thumbnail View Support
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Document Classification Flexible “Key from Image” capabilities Powerful automation/character recognition Verification – for exception processing Secure HTTP (SSL and HTTPS) file transfer support
WHY CAPSYS?
The ability to quickly design and manage the capture process workflow by simply laying out the steps on a map and
defining the business rules for each step – without requiring programming or scripting
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WHY CAPSYS?
The ability to automate the capture process with powerful and flexible capture and indexing features
(ex: Image Cleanup, Barcode, OCR/ICR/OMR, Database Lookups, Forms Recognition, etc.)
OCR
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WHY CAPSYS?
The ability to convert scanned documents to alternative formats (i.e., PDF, PDF/A, Searchable PDF) for retrieval in the repository of choice
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WHY CAPSYS?
The flexibility of a simple pricing based on a concurrent user licensing model (No volume restrictions; No page counts!)
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CAPTURE PROCESS MANAGEMENT CAPSYS CAPTURE Workflow
Integrated Workflow Engine Integrated Process Designer (Graphical) Rule-based Routing Exception Handling Queue Management Extensible Architecture
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SERVER BASED DOCUMENT PROCESSING
CAPSYS CAPTURE Document Processing Products CAPSYS CAPTURE Cleanup
De-skew, De-speckle, Border and Line Removal CAPSYS CAPTURE Barcode/Separator
Barcode Recognition, Barcode & Patch Code Separation, Blank Page Separation and Separator Page Deletion
CAPSYS CAPTURE Database Lookup Automatically retrieve index information from legacy systems; both client and server side
processing supported CAPSYS CAPTURE OCR/Forms
OCR (Zonal and Full-page), ICR, OMR and Forms capabilities CAPSYS CAPTURE DocClassify
Automatically classify documents using keywords or phrases Automatically determines document type by the characteristics of file
CAPSYS CAPTURE Conversion to PDF/Searchable PDF Create Full-Text Searchable PDF’s, Auto Bookmark Support
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CAPSYS CAPTURE ARCHITECTURE
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SUMMARY CAPSYS CAPTURE is a fully-functional, Web-based,
thin client capture solution made available either on-premise or hosted in our data center as a subscription service (SaaS)
Production capture – any document, anywhere, anytime! Configurable, graphical capture workflow – no
scripting – no programming required Powerful capture and indexing features
Doc Cleanup, Barcode, OCR/ICR/OMR, DB Lookup, Forms Recognition, etc.
Simple pricing based on a concurrent user licensing model (No volume restrictions; No page or click counts!)
Release modules available for most ECM vendors Quickly deployed and operational Simplicity and Ease of Use
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EDUCATIONAL MATERIAL
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“ECM BUYER BEWARE: Real Insights & Answers for Decision Makers” by Paul E. Szemplinski
http://www.amazon.com/ECM-Buyer-Beware-Insights-Decision/dp/0557066506
QUESTIONS?
COLORADO HEADQUARTERS
6755 EARL DRIVE, SUITE 207COLORADO SPRINGS, CO 80918TOLL FREE: 877.322.7797FAX: 719.488.1047
PAUL E. [email protected]
Thank you for your participation!
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