Document Imaging: Capturing the Right Information

Size: px

Start display at page:

Download "Document Imaging: Capturing the Right Information"

Horace Logan
5 years ago
Views:

1 Document Imaging: Capturing the Right Information Presented by: David Geddes Manager, Sales Operations

2 Agenda 1. Business Challenges with Storing Paper 2. What is Document Imaging 3. Benefits of Document Imaging 4. Which Documents to Image 5. Key Productivity Features 6. Back Scanning vs. Go Forward 7. Indexing Deployment Models

3 Business Challenges with Storing Paper High cost to create & store paper documents Recurring costs associated with re prints & faxes Inefficient physical storage Difficulty accessing paper documents Delays & costs in resolving client inquiries Security & compliance risks

4 Problems With a Paper Based System The average document gets copied as many as 19 times 7% of documents get lost 3% of documents are misfiled Office staff spend 5 15% of their time reading information, but up to 50% looking for it 90% of corporate intellectual property exists on paper Source: Coopers & Lybrand

5 The solution.. Document Imaging

6 What is Document Imaging? A set of tools designed to help you: Scan any paper/hardcopy documents using existing multi function printers or dedicated scanners Add the Indexing or MetaData information to the document to assist in organizing and finding imaged documents

7 Document Imaging The Process

8 What is Indexing?

9 Document Imaging Benefits BENEFIT TIME LINE Cost Savings Increased Staff Productivity Enhanced Member Service Increased Document Security Business Continuity/Disaster Recovery Enhanced Fraud Prevention Improved Compliance Achieved in a Few Months Immediate Immediate Immediate Immediate Immediate Immediate Page 9

10 Cost/ Benefit Analysis

11 Document Imaging: Tactically Speaking Where to Start Which documents to image What about existing files in storage

12 Which documents to capture? Member service (KYC) and fraud prevention documents Photo cards Signature cards Account opening agreements Lending documents Loans Leases Mortgages Deposit Items Cheques Teller receipts Remittance slips Internal Documents Purchase orders Invoices

13 Back Scanning vs. Go Forward Scanning existing files currently in storage How many are there? How much room does it take up? Are we out of compliance by storing paper? Scanning go forward documents only How many are there? How much room does it take up? How often are they accessed?

14 Which documents to capture? Member service (KYC) and fraud prevention documents Photo cards Signature cards Account opening agreements Deposit Items Cheques Teller receipts Remittance slips Lending documents Loans Leases Mortgages Internal Documents Purchase orders Invoices

15 Document Imaging: Key Productivity Features Help speed up the indexing Remove likelihood of operator errors Maximize data integrity Automate as much as possible

16 Key Productivity Features Database Lookup: use existing repositories of client data to autopopulate index fields. Using a database allows you to create the optimal indexing structure without affecting the indexing & upload times. CRM System LOS System Core Banking System

17 Key Productivity Features OCR & Barcode Support: using OCR or Barcodes to auto populate index fields

18 Key Productivity Features Document Presence Auditing: specify a list of required forms in a batch and alert users if required forms are missing

19 Key Productivity Features Indexing Pre Existing e Files: assist with the indexing of files that are already in electronic formats and automate the upload to your Document Management system

20 Key Productivity Features Review Help speed up the indexing Remove likelihood of operator errors Maximize data integrity Automate as much as possible

21 Document Imaging: Deployment Models Who does the scanning and/or indexing? How many indexing workstations do I need? Where does the work take place?

22 Where Does the Scanning & Indexing Take Place? Typically it s the same staff that are manually filing the documents today Scanning & Indexing do not have to be done by the same person or even in the same location Indexing can be either be centralized or distributed

23 Distributed Indexing Paper Files Paper Files Paper Files Paper Files Branch 1 Scanning & Indexing Workstation Branch 2 Scanning & Indexing Workstation Branch 3 Scanning & Indexing Workstation Branch n Scanning & Indexing Workstation ECM Server

24 Centralized Indexing Paper Files Branch 2 Multi-Function Printer Branch X Scanning Workstation Shared Network Folder Branch 3 Multi-Function Printer Indexed Files Branch 5 Multi-Function Printer Branch 4 Multi-Function Printer Upload/ Watched Folders

25 Deployment Models Review Consider the existing scanning technology available Balance the workload of indexing where appropriate Cross reference with your ECM Strategy

26 Overall summary Understand the challenges and costs associated with storing paper Build your business case Look for and make use of as many key productivity features Use your ECM Strategy to help guide you to the right deployment model Reap the benefits document imaging

27 What s Next? Visit: Online Cost/Benefit Analysis Calculator ebook Leveraging Your Document Repository Product Brochure: Doxim easycapture Video on Document Imaging

28 Contact: David Geddes

Secrets of Document Management Success

Secrets of Document Management Success A Planner s Guide www.doxim.com Foreword If you re like many financial service providers, you already have an Electronic Document Management System of some kind to