SAM7 Hardware Considerations Frederic BOYER AT91 Support Group. Version 1.0 October 2006.
January 2006 Document Scanning Considerations Presentation
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Transcript of January 2006 Document Scanning Considerations Presentation
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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
[email protected]@sbcglobal.net
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• 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
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• 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
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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
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Document ManagementStorage and Retrieve
COMPANYPROCESS(completed)
Archival Document
Management System
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Document ManagementIntegrated Workflow
Workflow Document
ManagementSubsystem
COMPANYPROCESS
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• 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
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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
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Hard Copy Conversion Strategies
• Complete Backfile
• Partial Backfile
• On-demand (as required)
• Day Forward (no Backfile Conversion)
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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. )
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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
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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
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Cost Control Points
• Project Planning
• Document Preparation
• Document Scanning
• Index Capture or Data Entry
• Quality Control Verification
• Import into System
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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