Capture: The Real Benefits of Scanning and Process Automation. - AIIM research conducted during November 2009

Transcription

1 Capture: The Real Benefits of Scanning and Process Automation - AIIM research conducted during November 2009

2 aiim.org Page 2

3 Great Moments in Statistics Reasoning! The Japanese eat very little fat and suffer fewer heart attacks than the British or the Americans. On the other hand, the French eat a lot of fat and also suffer fewer heart attacks than the British or the Americans. The Japanese drink very little red wine and suffer fewer heart attacks than the British or the Americans. The Italians drink excessive amounts of red wine and also suffer fewer heart attacks than the British or the Americans. Conclusion: Eat and drink whatever you like. It's speaking English that kills you.

4 Business Trends

5 #1 Reduce Costs 62% have seen revenue declines 41% report that the acceptable length of time to implement a project has been significantly cut 69% state that only those projects that can demonstrate positive hard dollar returns THIS YEAR are being approved

6 Reduce Costs By 2011, the digital universe will be as big as it was in 2006 Source: IDC

7 #2 Improve Collaboration

8 Improve Collaboration It is easier to locate knowledge on the Web than it is to find it on our internal systems >45 80% 73% 64%

9 Improve Collaboration Which THREE of the following benefits would most likely justify a spend on collaboration tools within your organization? 10+ employees (656)

10 #3 Improve Governance For each type of content, evaluate the degree of control that exists in your organization in managing it?

11 Improve Governance For each type of content, evaluate the degree of control that exists in your organization in managing it. All respondents (462)

12 Conclusion: ECM is the foundation for business Tools and Instruments Using the right tools is vital to the design s construction. Futures The best designs for an ECM environment includes a continuous improvement program with a vision of the future. Foundation Building a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.

13 Capture Trends

14 Capture Trends

15 Key Benefits of Imaging Dimension Reduced risk around document disclosure Improved auditing efficiency Reduced paper costs Increased employee efficiency Source: The ROI Of Imaging report, Forrester, September 29, 2009 Imaging helps by Enabling document-level protection of scanned material. Eliminating possibility of loss, destruction, or deterioration of physical document. Providing faster retrieval and accounting of digital documents. Enabling more sophisticated classification and remove access to documents. Lowering amount of physical storage space needed. Lowering costs for paper procurement and management. All levels of employees see efficiency gains. Headcount can be reduced at the administrative level.

16 Business Drivers What are the strongest drivers for scanning and capture in your organization? Max. THREE. 10+ employees, Non-trade (742)

17 Barriers What would you say are the biggest barriers to greater strategic adoption of scanning and capture in your organization? Max. THREE employees, Non-trade (742)

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19 Business Processes How would you rate the success (ROI, service improvement, etc) of the following processes/document types? 10+ employees, World (702) Line length indicates We don t do this

20 ROI What payback period would you say you have achieved, or are on track to achieve, from your scanning and capture investments? 10+ employees, Non-trade (618)

21 ROI On average, more than 15% of floor space in offices is taken up by filing cabinets: the research shows that the introduction of a DM system is likely to reduce this by 35%. The average time per day spent looking for paper documents, document files, s, intranet, and web pages is 51 minutes. How much do we save by reducing this by 25% or 50%? A DM system can reduce routine copying and filing activities in an HR department by 25% Invoice Automation can halve the time taken to approve and process payments and reduce the number of lost invoices by 66% Introducing a formal workflow system in accounts receivable can cut late payments by 50% Electronic processing of delivery documentation can reduce the time taken chasing and sorting documents by 46%, and halve the number of lost documents.

22 Capture Strategy

23 What should you capture? Documents that users: Access often Access simultaneously Require quick access to Just documents, or: Documents with metadata All metadata? Handwritten, printed text, forms, barcodes and/or tick boxes? Complete backfile or just partial backfile conversion? Day-forward or day-forward with on-demand conversion?

24 Outsourced/Central/Distributed Do you use outsourced, centralized and/or distributed scanning (distributed is eg. MFPs, desk-top scanners, branch office scanning, field scanning)? 10+ employees, Non-trade, non bureau (746)

25 Outsourced/Central/Distributed Benefits Centralized Distributed Outsourced Better process knowledge for entry and indexing More assured security Ownership by local process owners Utilizes existing MFPs No staff management overheads Cost per scan Issues Demands for faster turnaround Storage space and logistical requirements Physical transportation of documents Training staff to index properly Persuading staff to index Maintaining quality Integration back into electronic archive Physical transportation of documents Turnaround time lag 10+ employees, Non-trade, non bureau ( )

26 Capture Strategy How would you characterize your Scanning strategy? 10+ employees, (790) We don t do this shortens the line

27 Capture Strategy How would you characterize your Capture/Data-Indexing strategy? 10+ employees, (790) We don t do this shortens the line

28 Deployment Trends

29 Spend How will your spending on the following Capture components in the next 12 months compare with the last 12 months? 10+ employees, Non-trade (570) Line length indicates those who spend in this category, not the amount they spend

30 Software Vendors Ad-hoc & Desktop Nuance / ecopy Ricoh Adobe Abbyy OpenText NewSoft IRIS Knowledge Lake Etc. Transaction & Process Mngt Readsoft Kofax EMC Banctec Autonomy OpenText IRIS AnyDoc Brainware Etc. Batch & Distributed EMC Kofax IBM Kodak OpenText Hyland IRIS Banctec Etc.

31 In general, what proportion of your scanned documents are rejected at QA or require intervention? If you use automatic classification for archive, what proportion of your documents require intervention? What proportion of the documents that you scan would you say are destroyed after scanning? 7% 13% 31%

32 Capture is becoming part of the IT Infrastructure Who is the decision maker for your scanning strategy? 10+ employees, Non-trade (728)

33 Capture is becoming part of the IT Infrastructure Information Architecture BPM/ Workflow Portal/Web Search Visualization Authentication Enterprise Digital Rights Mgmt Taxonomy/Face ts Collaboration ID Extraction Contextual Filtering Content Analytics Social Network Analysis Records Management Digital Asset Management Document Management Capture/ Imaging Meta Data Management IM Multimedia Shared Drives Web Data

34 SharePoint Only 15% of organizations index and store a significant number of scanned images in SharePoint, but this is expected to double 10+ employees, World (665)

35 What are the most important criteria's for choosing a new product?

36 58% Ease of use 46% 42% Ease of integration with other enterprise systems Ease of implementation

37 Easy of Use

38 Easy of Implementation

39 Change Management

40 Plan the future be proactive! aiim.org/training

41 Thank You! Atle Skjekkeland Vice President AIIM Twitter: Skjekkeland