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Essentials of Document Imaging Beyond Traditional Document Management

Essentials of Document Imaging Beyond Traditional Document Management. Scott Allbert Document Platform Solutions, Inc . http:// www.documentplatformsolutions.com ScottAllbert@DocumentPlatformSolutions.com. Who am I?. Document Platform Solutions, Co-founder

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Essentials of Document Imaging Beyond Traditional Document Management

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  1. Essentials of Document Imaging Beyond Traditional Document Management Scott Allbert Document Platform Solutions, Inc. http://www.documentplatformsolutions.com ScottAllbert@DocumentPlatformSolutions.com

  2. Who am I? • Document Platform Solutions, Co-founder • AIIM Professional Advisory Council • AIIM National Board of Directors • AIIM San Diego Chapter Board Member • AIIM Los Angeles Chapter Board Member • AIIM Distinguish Service Award 2007 • Enterprise Content Management (11 years) • Experience with Legato (EMC),FileNet (IBM), Laserfiche, • KnowledgeLake, Kofax, Kodak & Fujitsu • Find me

  3. Why do I need Imaging and Document Management? • What is Document Imaging? • Do I need a scanner or can I use my MFD? • What software is required? • How hard is it?

  4. Studies have shown that the cost to manually process an invoice could average as high as $35 this has tripled since 2000 due to rising labor expenses • Processing 2,000 to 10,000 invoices a month will cost up to $75,000 to $350,000 a month • With an automated data capture solution you can cut payment cycle times down from days/weeks to hours!

  5. 20th Century Document Handling • An average document gets copied 19 times in it’s life • Companies spend $20 in labor to file a document, • $120 in labor to find a misfiled document • $220 in labor to reproduce a lost document • A typical organization of 125 people wastes over $2.5 million per year

  6. Does this look familiar?

  7. Capture / Imaging • Indexing • Key from Image • Barcode • DataBase Lookup • OCR (Optical Character Recognition) • Forms Identification • What are your requirements? • Document Types • Document Volumes • Line of Business Applications (LOB’s) • Time is Money

  8. Steps to Setting up an Imaging Solution • Define Document Types • Define Metadata structures • These are your index fields • Setup Capture Process • Setup Search • Training • Documentation • Rollout

  9. Search Accuracy • Am I getting what I want? • Is the performance sufficient? • Is data organized the way I want? • Do I have the right viewer? • Do I have the rights to view this? • Am I seeing the fields that are relevant to me?

  10. Deskew Traditional Deskew Image Enghancement Increases OCR Read Rate • Traditional deskew corrects the black & white image directly, resulting in jagged edges and artifacts. • Deskews the gray image first and then converts it into a black & white image. • Grayscale deskew produces crisper text. • Combined with automatic text enhancement, OCR forms processing systems produce up to 20% less questionable characters !

  11. Why is this a challenging original? Low Contrast Logo Dot Matrix Text Highlighter Carbon Copy Handprint Coffee Cup Stain Shaded Background

  12. Without Image Enhancement… Low Contrast Logo Dot Matrix Text Highlighter Carbon Copy Handprint Coffee Cup Stain Shaded Background Image File Size = 84 KB

  13. With Image Enhancement Low Contrast Logo is still visible. Dot Matrix Text is enhanced. Highlighted text is readable. Faint Handprint is automatically enhanced. Coffee Cup Stain is not interfering with bar code anymore. Suppressed Background minimizes file size and makes images internet ready. Image File Size = 39 KB

  14. What’s this?That‘s the money you could be saving with SharePoint!

  15. What is SharePoint? Make informed decisions through better insights into business data Make collaboration intuitive Capture critical business data and automate processes Deliver in-context and role based access to people, process and information Instantly connecting people with the right information and people Manage the full enterprise content lifecycle

  16. Microsoft Office SharePoint Server (MOSS)vs. Windows SharePoint Services (WSS)

  17. SharePoint Server 2007 • Collaboration sites • Culture for sharing among employees • Ability to automate manual business processes through online forms and workflows • External sites • Management of content and repeatable deployment process • Communication and interaction with vendors and consumers

  18. SharePoint Server 2007 • Portals • Obtain the latest policies, compliance best practices and communications from management • Teams utilize the blog features and feedback surveys • Intranet Home Page • Team sites • Improve document share • HR information

  19. Full Text Search • Pros • More predominate • Easy to learn • Find what you want • Delivers a range of documents • Can crawl shared folders • Cons • Returns everything • No possibility to document enable

  20. Foldering • Pros • Easy to learn • Delivers a range of documents • Cons • Need to reconfigure depending on the application • Only understood by authors • No possibility to document enable • All columns are the same

  21. Views (SharePoint Specific) • Pros • Like Foldering • Easy to understand • Easy to setup • Can be “personalized” • Cons • Easy to mess up • Must have strict metadata strategy • Limited to 2000 docs

  22. Discrete Field Search • Pros • Find the exact document • Find a range of documents • Ability to run reports • Cons • Higher training costs • Ability to find the search page • “Strictest” metadata strategy

  23. Document EnablementThird Party SystemsSAP, JDEdwards, Oracle, PeopleSoft • Pros • Little to NO training • Labor efficiencies • Streamlined taxonomy structures • Cons • Custom Coding • Integration • Upgrades

  24. Accuracy for all methods is dependent on DocCapture • Last Name “Kunkle” instead of “Kunkel” will lead to misfiling • Invoice “1234” instead of “1235” will result in lost documents • Must be ergonomic

  25. Existing Customer Business System and Customer Database Capture has to be accurate Capture Bar-code Recognition Auto-fills Indexes

  26. Capture from Desktopto SharePoint

  27. Capture from Microsoft Office Outlook

  28. Capture from MFD

  29. Capture and Index to SharePoint

  30. Search in SharePoint with KnowledgeLake

  31. Key notes • Documents are structured or un-structured • Search and Capture Strategy • Kodak, Fujitsu and KnowledgeLake • Document/Data Security • Records Retention Schedules • SharePoint comes in two flavors • WSS: (no charge) good starting point • MOSS: Microsoft Office SharePoint Server • Get involvement from Executives and Users • Many third party tools to help

  32. www.AIIM.org “Association for Information and Image Management”. Today, AIIM is international and well known throughout the ECM Industry – “Enterprise Content Management” AIIM represents the entire ECM Industry including users, suppliers, and the channel.

  33. DPS Profile • Private company located in Southern California • Specialists in business process management • Combined 36 years experience • Technical Team SharePoint Certified • Business analysts, architects, project managers, programmers, trainers, installers. • SharePoint Solutions since 2007

  34. Questions??? Scott Allbert Document Platform Solutions, Inc. http://www.documentplatformsolutions.com ScottAllbert@DocumentPlatformSolutions.com

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