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Document Imaging and Forms Processing

Document Imaging and Forms Processing. By: John Van Fossen Trish Sams Christine Sheets. What is Document Imaging? Conversion of Paper Documents into Electronic Images Computer Originated documents can be … searched, edited and shared simultaneously

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Document Imaging and Forms Processing

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  1. Document Imaging and Forms Processing By: John Van Fossen Trish Sams Christine Sheets

  2. What is Document Imaging? • Conversion of Paper Documents into Electronic • Images • Computer Originated documents can be … • searched, • edited and shared simultaneously • distributed over computer networks worldwide instantaneously

  3. Most document imaging systems have five basic components: • Scanning and importing tools to bring documents into the system • Methods for archiving and storing documents • Indexing systems to organize documents • Retrieval tools to find documents • Access control to provide documents to authorized people

  4. There are three primary methods of bringing files into a document imaging system: • Scanning, for paper files • Conversion, for creating unalterable images of electronic documents • Importation, for creating modifiable versions of electronic documents

  5. Figure 1. Processing Steps in the Conversion from Paper to Electronic Form

  6. Figure 2. Diagram of a typical desktop scanner employing a linear CCD on a moving stage

  7. There are five storage options: • Magnetic Media • Magneto-Optical Storage • Compact Disks • DVDs • WORM

  8. Figure 4. The meaning of spatial sampling frequency and quantization:

  9. Indexing Documents Much like paper documents in an office that are labeled, sorted, indexed, stapled, placed in folders and filed in a cabinet to make retrieval of electronic document must be indexed for ease of retrieval and use. Three Methods for Indexing are: 1.Indexing Fields 2.Full-Text Indexing 3. Folder/File Structure

  10. Access control • Broad Availability • 2. Comprehensive Security

  11. Applications: • ·Business • ·Schools/Universities • ·Municipalities • ·Buildings and Planning • ·Law Enforcement • ·Financial Services

  12. Just a short list of GET Imaging's clients: Lawrence Livermore LaboratoryGeneral ElectricBoeingLucent TechnologiesRaytheon AircraftHarvard Medical SchoolUniversity of OklahomaUniversity of CaliforniaShelter Insurance CompaniesState of North CarolinaState of ColoradoState of OklahomaEllis Island Foundation Kerr McGee CorporationFederal Aviation AdministrationNational Weather ServiceFirst American Title & Trust Co.Oklahoma Bar AssociationOklahoma City UniversityCommercial Law GroupDay EdwardsCity of StillwaterPACCAR, Inc.Lord Bissell & BrookDiagnostic LaboratoriesOklahoma Board of Nursing

  13. Legal Aspects of Document Imaging and Processing: Records management is a vehicle to reduce litigation costs, especially in the area of discovery. By simply reducing the total volume of records in an organization through an effective records retention program, the organization can reduce the cost of future discovery by reducing the volume of records subject to review.

  14. Legal aspects of electronic imaging deal with two principal legal issues: • The admissibility of electronic images and derived hardcopy in legal and administrative proceedings. • The procedural and operational foundations for the trustworthiness of any computer data compilation, image data included.

  15. Uniform Photographic Copies of Business and Public Records Act (UPA) and Uniform Rules of Evidence (URE): ·The UPA, which reflects the Federal Business Records Act, affirms the use in judicial or administrative actions of photocopies, microfilm, and other methods of reproducing originals as if these copies were originals. ·One key to the copy serving as the original is that the copy must have been made in the course of business. ·Electronic Imaging systems can “accurately reproduce” the original and are thus widely regarded as qualifying as an “other method” referred to in the UPA. ·The UPA also grants the right to destroy the original and rely solely upon the duplicate.

  16. A duplicate is admissible to the same extent as an original unless: • A genuine question is raised as to the authenticity of the original • In the circumstances it would be unfair to admit the duplicate in lieu of the original.

  17. Record Management Program For document imaging and processing to be effective and considered legally sound the organization structure must meet the following needs: ·Organization-wide orientation ·Sufficient authority or power ·Interest in the subject matter

  18. Reasons to provide an alternative to paper: • Save up to $150 for every form used by your workers. • Reduce submission/approval time by 500% or more. • Keep track of forms in process and eliminate the costs associated with lost forms. • 86% of all corporate information is contained in paper documents. • White-collar workers spend 70% of their time processing paper.

  19. Agencies Explore the Use of Document Imaging in Automated FOIA Processing: • The FBI’s program for automated FOIA processing involves an electronic imaging system at FBI Headquarters and all field offices. • This system allows for the FBI to delete words electronically rather than “browning out” information with a marking pen or using some other manual redaction tool. • The CIA has developed an electronic imaging system known as MORI. According to the CIA, “Imaging technology will greatly facilitate the redaction of documents. We can print out a black-out copy of a document for the requester, a gray-out copy for the court, or even a full-text version.” • The Department of Energy has implemented like technology. This technology enables the Dept. of Energy to be faster and more efficient in releasing, storing, and tracking information requested under the FOIA. One of the most frequently requested information is on the subject of human radiation experimentation

  20. The Decision and Development Process: • Evaluation • Type of imaging and document management? • Purpose of the Project? • Level of commitment Required? • What do we hope to achieve? • Available Funds?

  21. Planning Stage • Develop Business Rules and documentation requirements • Time Line for implementation • Review vendors for bids and submit RFP (Request for Proposal) • * Customization, flexibility, and requirements • * Functionality • * Equipment Requirements • * Ease of incorporation into current environment • * Vendor strength (reference checks) • * Ease of use • * Implementation and ongoing support

  22. Benefits to Document Imaging and Forms Processing: • Minimizes storage, retrieval and work flow management • Cost savings on data entry, filing and personnel management • Operational efficiencies (minimizes errors, quick retrieval, and is not labor intensive) • Customer Service efficiencies • Reduction in volume of paper and need to photocopy • Sharing of information quickly and to several individuals at once • Secure documents electronically minimize loss due to damage or disaster

  23. References: LaserFiche,www.laserfiche.com/basics/imagingguide/ whatisdocimg/bringingd.html Get Imaging, www.GetImaging.com

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