Document Imaging Technology: Increasing Business Productivity
Raymond K. Cunningham, Jr. CRM, CA, MIT
Manager of Records Services
University of Illinois Foundation
http://www.staff.uiuc.edu/~rcunning/bus.htm
Recorded Information - Transition
• We live in transition between paper and digital
• 98% of Information today is created electronically
• Paper is being consumed at a higher rate today than in the past
• Technology that enables you to handle each in the workplace today can bridge that gap
How does Document Imaging Bridge the Transition?
• Document Imaging offers solutions to the problems of the Information Age
• DI offers greater efficiency in the workplace
• Better business communications
• Disaster Planning and Recovery – preservation of your business information
Recorded Information - Life Cycle
• Creation
• High Use – On Line
• Low Use – Near Line
• Archival – Far line
• Destruction – Retention schedule
Document Imaging – Ground Rules for Records Managers
• Document imaging is not for long term archival storage
• Retention schedules must be implemented on images, just as they are implemented on paper
• Security – a vital part of imaging
• Document imaging must enhance workflow, not impede it
The Document Imaging Process
• Appraisal
• Document Preparation
• Scanning
• Indexing
• Storage
• Distribution
Records Appraisal
• What are the business requirements?
• What are the workflow issues?
• Identify the vital records
• What are the security issues?
Document Preparation
• Document preparation can be handled by the business or the imaging vendor
• Document preparation is an important part of the process
Scanning
• Scanning can be done off-site or on-site
• Quality control is important – vendors have the experience in QC that often businesses do not
Indexing
• Image indexing – much can be done automatically depending on the filing of the original paper
• If forms are used, this can often be used in special OCR or ICR applications
• Quality control is important in this phase
• Do not over index
Storage
• On-Line Storage
• Near-Line Storage
• Archival Storage
• Off-Site Storage
Distribution
• Who will be retrieving the documents?
• Define your audience
• Are the end user able to view the documents?
• Options: web based retrieval, FAX, e-mail
What is BCP?
BCP
• Document imaging is an integral part of BCP
• Off-Site storage of business information is not only recommended, it is necessary to insure the long-term continuity of the business
• Document imaging can insure against loss of business information
Return on Investment
• What can I expect from document imaging?
• Increased efficiency
• Saving money
• Improved customer relations
Paper vs. Digital
• Paper – Higher cost for storage, maintenance and retrieval
• Paper – Usually single source of information and high risk for loss
• Digital – Lower storage costs
• Digital – Well managed digital records can be copied to off-site storage preventing loss
Accounts Payable
• Payables are typically paper mail-based systems integrating a check writing, mail out procedure.
• Payables are auditable for a minimum of 3 years in most businesses
• Payables are often routed through the enterprise to several locations, mail room, accounting, departments, CFO, back to accounting for check cutting and back to mail room.
Accounts Payable
• AP is usually one of the high impact areas of document imaging combining imaging, with existing software applications. Electronic routing is used to enhance the processing
• Two clerks working 40 hours per week, one filing, retrieving and routing
• Replaced by one clerk scanning – routing is done electrically. Auditors accept images as originals and audits are done in less time.
Bottom Line – Workflow
Document imaging provides increased productivity in handling, distributing and
storing recorded information
Workflow – Business Process Reengineering
Document imaging provides business with the necessary tools
to expedite workflow.
Accounts Receivable
• An average of $300,000 daily would flow into the UI Foundation in the form of donations, mostly checks
• At the UI Foundation it would take up to two weeks to respond to donations
• With imaging, the amounts were credited to accounts the same day, letters going out the same day.
• Imaging additionally expedited knowledge of individual donors, gave a more real time view of donors and images enabled the Research department to update addresses using images after the fact from their desktops.
Document Imaging – Utilize Your Existing Office Equipment
• Document imaging does not mean that you must invest in all new hardware and software
• Most often the software, databases and operating systems allow integration of document imaging
• Web based imaging retrieval
Outsourcing – Partner with the Vendor
• Small and medium businesses find advantages in outsourcing information processes to vendors
• Large businesses routinely store information in off-site and remote storage – data warehouses
You have options!
• Image all Records
• Image everything back to a certain date
• Image from today forward
• Scan on demand
You have options!
• Image records on-site or off-site
• Store on-site with off-site backup
• Warehouse your data, retrieving information from a secure location
• Index off site
You have options!
• Use integrated peripherals – copy/fax/print/scan
• Integrate imaging into your existing workflow systems
• OCR – Optical Character Recognition
• Off site storage of your business data
The Future
• EDMS – Electronic Document Management Systems
• Web based retrieval
• Data Migration – moving forward with your images – Partner with your vendor!
Thank You Any Questions?
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