document imaging - capturing the right information
DESCRIPTION
Most credit unions today still store the vast majority of member centric information as hard copy documents and through the course of business many of these documents end up misplaced, lost or forgotten on someone’s desk. Find out how document imaging helps avoid these problems, by enabling you to capture all your documents electronically and store them online in a secure and easy to access repository. For more information on Document Imaging, please visit: www.doxim.com/resource-library/document-imaging/TRANSCRIPT
Daniel Kim | Product Marketing ManagerDavid Geddes | Manager, Sales Support
Document ImagingCapturing the Right Information
Agenda
1. Business Challenges with Storing Paper
2. What is Document Imaging
3. Benefits of Document Imaging
4. Which Documents to Image
5. Key Productivity Features
6. Back Scanning vs. Go Forward
7. Indexing deployment models
Business Challenges
High cost to create & store paper documents
Recurring costs – re-prints & faxes
Inefficient physical storage
Difficulty accessing paper documents
Delays & costs in resolving client inquiries
Security & compliance risks
Problems with a Paper-Based System
The average document gets copied as many as 19 times
Office staff spend 5-15% of their time reading information, but up to 50% looking for it
7% of documents get lost
3% of documents are misfiled
90% of corporate intellectual property exists on paper
Source: Coopers & Lybrand
The Solution: Document Imaging
What is Document Imaging?
A set of tools designed to help you:
Scan any paper/hardcopy documents using existing multi-function printers or dedicated scanners
Add the Indexing or Metadata information to the document to assist in organizing and finding imaged documents
Document Imaging Process
What is Indexing?
Benefits of Document Imaging
BENEFIT TIME LINE
Cost Savings Achieved in a Few MonthsIncreased Staff Productivity ImmediateEnhanced Member Service ImmediateIncreased Document Security ImmediateAutomated Workflows ImmediateBusiness Continuity/Disaster Recovery ImmediateEnhanced Fraud Prevention ImmediateMonitor Document Access/Actions ImmediateImproved Compliance/Audit Immediate
Cost / Benefit Analysis
Document Imaging: Tactically Speaking
Where to Start? Which documents to image? What about existing files in storage?
Which Documents to CaptureCustomer Service and fraud prevention documents•Photo cards•Signature cards•Account opening agreements
Lending Documents•Loans•Leases•Mortgages
Deposit Items• Cheques• Teller receipts• Remittance slips
Internal Documents• Purchase orders• Invoices
Remember: your statements and tax receipts are already online
Back-Scanning vs. Go Forward
Scanning existing files currently in storage
How many are there? How much room does it take up? Are we out of compliance by storing paper?
Scanning go-forward documents only
How many are there? How much room does it take up? How often are they accessed?
Key Productivity Features
Help speed up the indexing
Remove likelihood of operator errors
Maximize data integrity
Automate as much as possible
Key Productivity Features
Database Lookup:
Use existing repositories of client data to auto-populate index fields.
Using a database allows you to create the optimal indexing structure without affecting the indexing & upload times.
Key Productivity Features OCR & Barcode Support: Using OCR Barcodes to auto-populate index fields
Key Productivity FeaturesDocument Presence Auditing: Specify list of required forms in batch & alert users if required forms are missing
Key Productivity FeaturesIndexing Pre-Existing e-Files: Assist with the indexing of files that are already in electronic formats and automate the upload to your Document Management system
Key Productivity Features Recap
Help speed up the indexing
Remove likelihood of operator errors
Maximize data integrity
Automate as much as possible
Deployment Models
Who does the scanning and/or indexing?
How many indexing workstations do I need?
Where does the work take place?
Document ImagingWhere does the Scanning Take Place?
Typically it’s the same staff that are manually filing the documents today
Scanning & Indexing do not have to be done by the same person or even in the same location
Indexing can be either be centralized or distributed
Distributed Indexing
Centralized Indexing
Deployment Models Recap
Consider the existing scanning technology available
Balance the workload of indexing where appropriate
Cross-reference with your ECM Strategy
Best Practices Recap
Understand the challenges and costs associated with storing paper
Build your business case
Look for and make use of as many key productivity features
Use your ECM Strategy to help guide you to the right deployment model
Reap the benefits of document imaging
Doxim easyCapture
Next Steps
Visit: www.doxim.com/knowmycba
Online Cost/Benefit Analysis Calculator
eBook – Capturing the Essentials
Product Brochure: Doxim easyCapture
Video on Document Imaging
Q & A
Connect With Us
facebook.com/doxim
@Doxim_Inc
linkedin.com/company/doxim-inc.
doxim.com/blog
youtube.com/doximTV
www.doxim.com