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Document Scanning Considerations
Peter GoodrichPeter Goodrich
Goodrich AssociatesGoodrich Associates391 Mt. Sequoia Place 391 Mt. Sequoia Place
Clayton, CA 94517Clayton, CA 94517(925) 673(925) 673--14751475
[email protected]@sbcglobal.net
• 90% of your company's memory exists on paper
• 4 trillion documents are stored in manila folders
• Your volume of paper is growing at a rate of 22%per year
Facts about Our Business Files
• Over 81 billion documents are copied each month - that's 19 copies per active document
• 7% of all needed paper documents are lost and must be recreated
• 3% of the remaining files are misfiled
• Your organization loses approximately $20 for each lost or misfiled document
• Skilled professionals spend 10% of their time reading information
• Skilled professional spend 50% of that time looking for documents
Source: Coopers & Lybrand
Facts about Our Business Files
Technical Solution: Digital Document Management System
System Printer
LAN Workstation
Relational Database
RETRIEVALINPUT/CAPTURE
STORAGE
OUTPUT
WAN Workstation
Microfilm Scanner
Document Scanner
Local Printer
RAID, SAN, NAS, CD/DVD, Optical Disk Jukebox
Internet AccessSystem FAX
Central System Computer Server
Document ManagementStorage and Retrieve
COMPANYPROCESS(completed)
Archival Document
Management System
Document ManagementIntegrated Workflow
Workflow Document
ManagementSubsystem
COMPANYPROCESS
• In-house Stand-alone Document Management System
• In-house LAN Networked Document Management System
• In-house WAN Enterprise-wide Document Management System
• In-house Internet-based Document Management System
• Hosted Internet-based Document Management System
Installation Configurations
Conversion Opportunities
Business Documents
Optical Disk
Microfilm
Aperture Cards
DRAWING 68341 Sht... 3
DRAWING 68341 Sht.. 2
DRAWING 68341 Sht.. 1
DataCD-ROM/DVD-ROM
35mm Microfilm & Jackets
Engineering/ Large--FormatMicrofiche
Hard Copy Conversion Strategies
• Complete Backfile
• Partial Backfile
• On-demand (as required)
• Day Forward (no Backfile Conversion)
Complete Backfile
• Every File is Scanned
• Media Independent (paper, film, fiche, etc.)
• Application Specific (only certain
applications require this conversion i.e., Life
Insurance File, Litigation-Discovery, Medical
History, etc. )
Partial Backfile
• Files or Documents Selection is based on Specific Criteria (i.e.,Time, Document Type, etc. )
• Media Dependent (film media difficult to partially convert)
• Application Specific (A/P, Mortgage Loan, etc.)
• May Require Long Term Paper File Access
On-demand Conversion
• Request Driven
• Media Dependent (roll film difficult/expensive to convert partially)
• Fulfillment Delay must be a consideration
• Requires Long Term Paper File Access
Cost Control Points
• Project Planning
• Document Preparation
• Document Scanning
• Index Capture or Data Entry
• Quality Control Verification
• Import into System
Document Preparation
• Removal from Folder• Staple Removal• Damaged Page Repair• Photo Copy (as required)
• Page Sorting• Folder-level Index Insertion• Document-level Index Insertion• Quality Control
Document Preparation is the first Mission Critical Task Required for a Successful Conversion
Document Capture
• Scan Documents• Capture All Document Sides• Review Quality of Scanned Images• Rescan (as required)
• Capture Folder-level Index Data• Capture Document-level Index Data• Quality Control
Document Capture Requires Constant Review for Optimum Quality Assurance
Index Capture/Creation
• Capture Machine Readable Data During Scanning– Bar Code– Marked Sense– OCR/ICR (Zone, Full Text, Restricted Hand Print)
Capture Machine Readable Data, Manually Key Fields and/or Merge Database Records
• Key Data Entry of Non-intelligent Data Fields• Verify Key Fields (Double Data Entry, Database Field Compare)
• Merge Additional Fields from Database• Quality Control
Format Image & Index Data
• Images Formatted to comply with Document System’s Image Specification (TIFF, JPEG, PDF, MDI, etc.)
• Index Record Layout Compliant w. System’s Index Specification
• Data Format Options
• Quality Control
Images Must Comply with Imaging Systems Format Specification
Record Image & Index Data
Image and Index Data Must Comply with Imaging Systems Import Format Specification
• Images (and Index Data) Recorded onto Magnetic or Optical Media
• Images and Index data transmitted into System
• Images (and Index Data) Recorded onto Backup Media
Paper Conversion Workflow
File Data
Documents from File Area Log in
BoxesPrepare Documents Scan Files
Conversion Database
Merge Additional Data Fields
Format Images & Index Data to comply with System
Backup Disks
Transmit Images & Index Data into System
Document Management System
RETRIEVALCAPTURE
STORAGE
OUTPUT
QC Prepared Batches
Folder Separator Sheets
Manual Index & QC
Typical Applications
• Accounts Payable Day Forward• Loan Files Complete or Partial• Liability Insurance Claims Complete or Partial• Human Resources Partial or On-demand• Retirement Funds Complete or On-demand• Signature Cards Complete• Proof of Delivery Day Forward• Transportation Files Day Forward• Government Records Complete or On-demand• Hospital Records Complete or Partial• Law Enforcement Complete or On-demand
What is Electronic Conversion?
Image, Index & COLD/ERM Data
Old Legacy Document Management System
OUTPUT
INPUT/CAPTURE
STORAGE
RETRIEVAL
New Document Management System
OUTPUT
INPUT/CAPTURE
STORAGE
RETRIEVAL
Why Do Companies Change Document Management Systems?
• Unsupported System Software
• Proprietary Image, Index, OD and COLD Formats
• System Doesn’t Support Changing Business Needs
• System Can’t Handle Increased Volumes
• Company Moving to Client/Server Environment
• Company Moving to Workflow Application
• Upgrade w. Existing Vendor not Viable
• Corporate Restructuring
Potential Conversion Issues
• Proprietary Optical Disk Format to Decode • No Equipment to perform the Conversion• Limited Staff to Perform the Conversion• No Expertise to Perform Conversion• Proprietary COLD/ERM Data Format to Decode• Conversion Software Not Commercially Available• Existing System Vendor Unsupportive
• Proprietary Image Format to Decode
Conversion Solutions
• IF Standard Formats (Image, Index, optical media and COLD) …do it yourself
• Ask your New Imaging Systems Vendor to perform the conversion
• Outsource the conversion to a Service Company which Specialized in this type of conversion
• Evaluate the need for the data in the New Imaging System
Summary• Document your existing Business Process• Define the Expected Benefits• Involve other who have been through an
implementation before• Plan and Test the process prior to full
implementation- Test with other Departments or Service Providers- Establish Realistic Time Lines- Create Contingency Plans
• Validate Actual Savings