Document Management/Scanning White Paper

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1 Document Management/Scanning White Paper Justification for document scanning services may involve many factors; some are easy to quantify in monetary terms and others that can only be quantified through educated projections. The easiest justification is where digital records are mandated or paper volume is so huge that there are literally no alternatives. Reassignment of experienced personnel to more productive functions is a typical benefit of document imaging. More commonly, concern about missing documents demands that documents will be available when needed. If supporting documentation is not available when needed the penalties can be onerous. Continuity of operations in case of a disaster might not be possible. In the case of a particular disaster for example, continuity of operations might prove impossible Documents that were misfiled or lost prior to scanning will obviously not be found, but once captured, there is never a need to physically remove and re-file an item. Once scanned the information is then subject to usual network backup procedures, making it almost impossible to lose any documents. There are two aspects to improved document access; Immediate responses to enquiries and direct cost savings in the time needed to search for paper documents, re-file them, return telephone calls, write letters or s, copy or fax information. If supervisors or managers have to become involved because of delayed responses or lost data, their time should be added to operating costs. Finally, there are costs that are much easier to quantify. These include the direct costs of clerical support and overheads including supervision. It is also relatively easy to determine the cost of cabinets, filing folders, floor space, heat, light, cleaning, copying, warehousing, etc. Somewhat more ambiguous are related costs that might include the cost of recreating vital documents, higher audit expense, pressure to respond to governmental inquiries and situations where large amounts of manpower are needed for one-time research. A leading Management consultancy firm estimates that, on average, to file and maintain 500,000 pieces of paper, companies spend an estimated 150,000 in workflow management, another 75,000 to research lost files and approximately 75,000 in storage and disposal costs. MISL at Work A recent MISL project for an NHS Trust ensures that all existing medical records, both current and historical, are available digitally and in the process several buildings worth of space are reclaimed and can be sold or re-furbished for alternative uses. Whilst the overall project cost is significant, in terms of the savings, this not only extends to the buildings mentioned above, but also the saving in staff costs as there were over 100 personnel involved in the records management and sourcing. The long term savings from the project over future years taking into account the cost of the scanning project itself runs into the millions of pounds.

2 Contingency Planning & Disaster Recovery In July 2006, a fire completely destroyed a leased six-story company warehouse in London. The paper records of 600 organisations were lost. Also destroyed were the medical records of up to 240,000 patients. Vital information can be lost in manifold ways: Misfiled and Lost Documents Inadvertently Destroyed and Deleted Files Building Fires Water Damage Employee Intentional Destruction Industrial Espionage Paper vs. Electronic Although Contingency Planning has focused on information that exists in electronic form, paperbased data is equally important. A major fire at the Duchess Anna Amalia Library in Weimar, Germany on September 3, 2004 destroyed 25,000 books and damaged an additional 40,000 volumes. Although a portion of the information was no doubt duplicated elsewhere, this tragedy highlights the importance of Disaster- Recovery recovery backup for valuable documents. Have you estimated the value of your documents? Since every imaging project varies, we suggest that the first step is to create a simple spreadsheet itemising those elements and costs that are pertinent. Steps to consider for Document Imaging. There are several important steps to ensure a successful and cost effective imaging project. Document Collection & Selection. Determine the document population. What types of documents are going to be imaged - maps, blueprints, medical records, corporate documents, etc? Which documents should I image and why? Who is doing the initial indexing? What logging information, such as document boxes and folders, needs to be done? As a crude rule of thumb, generally 75 to 80% of documents are imaged. When doing the initial search, pay close attention to what was reviewed, what was selected, and the reason for not selecting certain materials.

3 User Hardware and Software Requirements. What type of software will I be using? Do I need additional hardware equipment? Who will be using the system? Will the department be doing its own scanning? Can you choose the dpi rate at which the documents will be scanned? Is it a PDF, TIFF or a proprietary format? Does it provide for redaction? Does it allow you to tag and group items for particular witnesses or issues? Does it allow you to rotate and zoom into the document? Will the imaging software link with popular database programs? Does it compress image files, and to what extent will it support batch printing? Can you sort documents chronologically? Document Preparation Time. Imaging documents means more than just feeding documents into a scanner. There is upfront time required to prepare your documents for scanning. The amount of time will depend upon the number and complexity of the documents. The function includes accepting and logging documents to be scanned, transportation, preparation of documents by category, delivering documents to a scanning station, removing them from scanning, and returning them. Production Instructions. Specific instructions should be provided to the scanning operators for various reasons. For example, during your initial review of the documents, you may determine that certain documents need to be sent to your consultant. Those documents can be electronically flagged and then routed to your expert after being imaged for his review. Are there any time limitations? At what dots per inch (DPI) will the documents be imaged? The greater the dots per inch, the greater the clarity of the document. Each page is approximately 30 kilobytes to 80 kilobytes with an average of 50 K per image. Images are normally scanned at 200 dpi. Proprietary Image Format. Will proprietary image format software be used? This may cause compatibility problems later on. Tagging. Will the images be tagged for the beginning and the end of the document? Attachments: Should attachments to documents be imaged as individual documents? OCR: Will imaged documents selected for OCR be converted during initial scanning? Do I want these OCR documents cleaned up? Project Dates - Set the beginning and ending date of the imaging project. Bar Code Labels and Automatic Image Numbering and Database Coding. Detachable bar code labels can be manually placed on your documents for coding and retrieval purposes. The bar code can contain a filename code that is read by the scanning software and becomes the filename for the document. These filenames can then be automatically imported into your database, saving keystroke costs. The bar code can also include instructions to the computer to as to where the image

4 is stored and what to do when the image is retrieved. Then, any time you want to retrieve the document, just use a bar code reader to pass over the bar code, and the document will appear on your computer screen. Some organisations create special bar codes for when and who produced the document and other information to further reduce keystroke activity. If bar codes are not used, some scanning software will automatically assign a filename to a document that is being imaged. For example, the name might be Plan1_001, which could stand for Planning production of documents, group - 1, document number 001. This coded filename will be automatically imported into a database and this number will become the document number, which eliminates a coding step. However, the number must also be placed on the paper document if you wish to retrieve it later using a manual system. Indexing time per document. If you decide to index the documents, some factors to consider include keystrokes per document, keystroke rate (depending on image quality), number of fields per document, location of fields, location of information in documents to put into field, etc. Some language to include in an outsourcing agreement would be: The documents will be coded over a period of time. Document coding will begin on and end on. The cost per document to code the agreed upon fields will be. The average number of characters per document will be. number of fields will be coded. Documents Per Batch - There is no magic number of how many documents are in a batch. This number refers to the number of documents that are prepared for scanning at any one time. Imaging Quality Control Checklist: Bar code Indexing. If bar codes are used and are not properly read by the scanner, does it have built-in safeguards, such as a beep to warn the operator? Page Number Order. Are page numbers in correct order? Information Edge to Edge. Is all the information contained within the image or does it run off the side? Image Contrast. Is the image too light, dark, etc.? Bates Numbering. Are the Bates numbers on the page and legible? Two-sided Originals. Has the image of both sides of a two-sided original been imaged? Checking Against Paper Copy. Will images be checked page by page? Skewed Images. Are the images properly in position? OCR. If used, will operators verify the accuracy and quality of the characters converted? Image Condition. Do dirty marks, dark lines, smudges, etc. appear on the image? The decision to outsource to a scanning bureau as opposed to completing the work in-house depends on a number of factors: What resources - money, staff, supplies, equipment, and expertise - are available in-house? Who is going to run the scanning area?

5 What is the size of the project? Are you willing to make the training commitment? Can the case be processed within the time limits? Can the resources internally be kept busy on other projects after this project is over? What is the comparison cost of doing it in-house as proposed by outside vendors? Can we divide the work between in-house and outside service bureau employees? And most importantly, do they or we have the latest and most efficient hardware, software, and expertise to do the job? Selecting an Outside Service Bureau - It is important to have a clear understanding from the service bureau what your expectations are when you retain them. Some suggestions: What types of service do you need - objective and subjective coding, images, and full text? Prepare a Request for Proposal (RFP). Establish a timeline for the RFP proposal, publication, selection, negotiation, and date of bid award. Determine if a pre-bid award conference is necessary to further explain the project. Do they need to have more information about the computing environment? The RFP should contain background information on the project, description of the data, description of existing computing environment, description of procurement process, a needs analysis and implementation, description of an evaluation process, requirements definition, pricing, bidders references, and format of responses. Disclose to the service bureau the number of pages and documents that need to be scanned, numbered, coded, etc. How long has the vendor been in business? How long have they provided each service, such as imaging, database, full text, etc.? Other factors to consider. References, quality control procedures, staff resumes and experience, and how long have their employees been with the company? Is permanent staff maintained, or do they use temporary staff? Can they deliver remote site scanning services and can they image in a variety of formats and store the images on a variety of devices? Can the vendor meet the deadlines within the constraints of your project? What are their security measures at their facility? Is the service a full service bureau? Can they handle imaging, coding, OCR conversion, etc? Since 1981, MISL has been creating backup copies of essential information; initially in the form of microfilm, microfiche and aperture cards. In 1992, we began to convert to digital images of documents and today are almost entirely focused on electronic conversion services. We can help you manage "source" documents in paper, printed, graphic, blueprint and photographic or micrographic media. Our specialties include: Conversion to digital format of any paper format Web-based document management Secure destruction of confidential material (We are British Standard 15713:2009 certified). Vendor independence - we interface with all imaging systems

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