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

petergoodrich@sbcglobal.netpetergoodrich@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