Document Scanning Considerations
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- Derrick McKinney
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1 Document Scanning Considerations Peter Goodrich Goodrich Associates 391 Mt. Sequoia Place Clayton, CA (925)
2 Facts about Our Business Files 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 Over 81 billion documents are copied each month -that's 19 copies per active document
3 Facts about Our Business Files 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
4 Technical Solution: Digital Document Management System INPUT/CAPTURE RETRIEVAL Document Scanner Microfilm Scanner LAN Workstation Local Printer Relational Database STORAGE Central System Computer Server WAN Workstation System Printer System FAX Internet Access RAID, SAN, NAS, CD/DVD, Optical Disk Jukebox OUTPUT
5 Document Management Storage and Retrieve COMPANY PROCESS (completed) Archival Document Management System
6 Document Management Integrated Workflow COMPANY PROCESS Workflow Document Management Subsystem
7 Installation Configurations 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
8 Conversion Opportunities DRAWING Sht... 3 DRAWING Sht.. 2 DRAWING Sht.. 1 Business Documents Microfiche Engineering/ Large-Format Aperture Cards Microfilm 35mm Microfilm & Jackets Optical Disk CD-ROM/ DVD-ROM Data
9 Hard Copy Conversion Strategies Complete Backfile Partial Backfile On-demand (as required) Day Forward (no Backfile Conversion)
10 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. )
11 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
12 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
13 Cost Control Points Project Planning Document Preparation Document Scanning Index Capture or Data Entry Quality Control Verification Import into System
14 Document Preparation Document Preparation is the first Mission Critical Task Required for a Successful Conversion Removal from Folder Staple Removal Damaged Page Repair Photo Copy (as required) Page Sorting Folder-level Index Insertion Document-level Index Insertion Quality Control
15 Document Capture Document Capture Requires Constant Review for Optimum Quality Assurance 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
16 Index Capture/Creation Capture Machine Readable Data, Manually Key Fields and/or Merge Database Records Capture Machine Readable Data During Scanning Bar Code Marked Sense OCR/ICR (Zone, Full Text, Restricted Hand Print) Key Data Entry of Non-intelligent Data Fields Verify Key Fields (Double Data Entry, Database Field Compare) Merge Additional Fields from Database Quality Control
17 Format Image & Index Data Images Must Comply with Imaging Systems Format Specification 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
18 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
19 Paper Conversion Workflow Documents from File Area Log in Boxes Prepare Documents QC Prepared Batches Scan Files File Data Conversion Database Folder Separator Sheets Merge Additional Data Fields Manual Index & QC CAPTURE RETRIEVAL STORAGE OUTPUT Document Management System Transmit Images & Index Data into System Backup Disks Format Images & Index Data to comply with System
20 Typical Applications Accounts Payable Loan Files Liability Insurance Claims Human Resources Retirement Funds Signature Cards Proof of Delivery Transportation Files Government Records Hospital Records Law Enforcement Day Forward Complete or Partial Complete or Partial Partial or On-demand Complete or On-demand Complete Day Forward Day Forward Complete or On-demand Complete or Partial Complete or On-demand
21 What is Electronic Conversion? INPUT/CAPTURE RETRIEVAL STORAGE OUTPUT Old Legacy Document Management System New Document Management System INPUT/CAPTURE RETRIEVAL STORAGE Image, Index & COLD/ERM Data OUTPUT
22 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
23 Potential Conversion Issues Proprietary Image Format to Decode 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
24 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
25 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
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