Document Imaging Technology: Increasing Business Productivity

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.h tm

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

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? [email_address]

Document Imaging Technology: Increasing Business Productivity

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Document Imaging Technology: Increasing Business Productivity