Imaging Services For Customers

Transcription

1 Imaging Services For Customers May /2012

2 Content What are Imaging Services? Customer Challenges what drives investment in document imaging? Benefits Business areas impacted by Document Imaging Why outsource? Benefits CIIS Imaging Services Why Canon? Service description process Use case examples Case studies Pricing Contact Info 2 May 2012 / Imaging Services

3 What are Imaging Services 3

4 What are Imaging Services Involve: Scanning paper documents Indexing key attributes of the information contained Archiving all resulting data on digital media or in your back end system. Performed onsite or offsite Often in conjunction with Records Management Services. 4 May 2012 / Imaging Services

5 Customer Challenges: What drives investment in Document Imaging? Need to reduce cost and improve efficiencies Enhance records management capabilities Improve customer service Need to improve access to information Prepare for legal discovery and become more compliant Handle the growing volumes of documents Document capture is no longer a technology running in a silo, but an integral part of a business process Organizations that have already invested in scanning and capture are seeking to adopt it in additional functional areas 5 May 2012 / Imaging Services

6 Benefits 6

7 Document Imaging impacts key areas in organizations: 77% of surveyed company executives indicated improved operational efficiency 72% noted improved customer service 50% pointed out enhanced regulatory compliance 21% indicated increased competitive advantage For 21% document imaging has increased revenue Based on 2010 survey A Winning Formula - Achieving Top Performance In Records Management conducted by OBS 7 May 2012 / Imaging Services

8 Why Outsource Imaging? Increase efficiency Optimize the capture and introduction of documents into the electronic workflow and archive by providing: Document process specialists Dedicated resources Advanced management methods Reduce cost Standardize document process across the organization, centralize control Reduce turnaround time to capture and post documents Eliminate redundant tasks 8 May 2012 / Imaging Services

9 Benefits for Your Organization Save time spent on searching for information Get control over your physical and electronic records Improve productivity Knowledge workers (the economy s highest paid) spend about 20% of their day looking for information in documents. In half of the cases, they do not find it. (IDC Study, 2005) Save money Process information more efficiently Example: invoices sent consistently on time improve the company s cash flow Reduce cost associated with compliance, litigation, disaster recovery and preservation of vital assets Reduce risk Increase compliance Ensure you can find the appropriate documents on time, when needed 9 May 2012 / Imaging Services

10 CIIS Imaging Services 10

11 CIIS Imaging Services Digitization of hard copy documents, regardless of size or format Document coding Optical Character Recognition (OCR), Intelligent Character Recognition (ICR). Integrating the scan, copy and print activities with your organization s databases, mail directories and repositories. Flexibility to quickly handle major projects, utilizing our 24/7 access to imaging and storage/indexing facilities. Experience in working with various industry verticals and functional areas. Detailed business process analysis and best practices recommendations. Minimize your organization s reliance on paper-based information, and make your information easier to archive and search! 11 May 2012 / Imaging Services

12 Why Canon Leader in providing scanners and capture solutions to help automate the flow of paper-based information into an organization s systems. Services delivered onsite or offsite, and even offshore to help ensure the optimal solution. Facilities for imaging, coding and indexing, operating 24/7 Able to digitally image millions of pages per month, ISO Deliver image files and metadata compatible with virtually any enterprise management system, database or other application. 12 May 2012 / Imaging Services

13 Canon Experts Team of experts in document imaging, assessing documents and workflows to help streamline business process and implement automation In-depth knowledge of industry best practices, CDIA certified (Certified Document Imaging Architect) We have helped many customers with their Day forward solutions, but what about the back files? Now we are offering organizations the ability to convert both day forward and back office files into digital formats. Capability to provide Records Management Services, in addition to Imaging for an end-to-end solution. Partnership with leading Records Management consultants to deliver services that best meet the customer s business needs. 13 May 2012 / Imaging Services

14 Imaging Services - Process Paper Workflow Analysis What the data is Where does it go Does it need to be processed or stored Who has access rights How long does it need to be available Does the paper (hard copy) need to be retained What are the key values for searching Document characteristics Digital 14 May 2012 / Imaging Services

15 Use Case Scenarios 15

16 Areas where Document Imaging is commonly deployed Records Management Accounts Payable Human Resources Core Business Processes Example: new customer applications, claims processing Compliance / Regulatory Electronic Discovery Mailroom 16 May 2012 / Imaging Services

17 Use Case Scenarios Digitizing employee files can help HR process payroll and benefits faster and more efficient Scanning and indexing student finance and academic documentation, enables a university to expedite enrollment process, obtain the federal funding subsidies on time, and eliminate cases of lost documents. Customer service reps can t find invoices or service contracts pertaining to their customer Can lead to long call wait times, angry customers, lost business Easy access to records would enable Accounting to send out invoices on time Efficient billing, improved company cash flow In case of a litigation- easy access to records that have been previously scanned and indexed can help expedite legal discovery process 17 May 2012 / Imaging Services

18 Case Studies 18

19 Case Studies Canon Information and Imaging Solutions collaborates with partners to deliver Imaging services that best meet the customer s business needs. The following case studies have been performed by Océ Business Services our partner within Canon Group. 19 May 2012 / Imaging Services

20 Education Customer: University in Connecticut Customer Profile 7,000 full-time, 5,000 part-time students Records going back 100 years accumulated about 3 million pages Over 100 requests per day for student records (in peak time) Business Objectives and Challenges Registrar needs to fulfill requests for records timely State mandates for disaster recovery need to be met Increase efficiency of Registrar s department and shorten turnaround time without hiring more staff Solutions Designed the solution architecture, specified hardware and software requirements Designed process and workflow to execute image capture operation Phased conversion: first grade books, then current files (last 10 years), then older files Purged documents beyond the retention schedule Designed and installed imaging technology and process, staffed the scanning operation Benefits for the Customer Student records were brought online electronic requests fulfillment Eliminated backlog in requests for records Eliminated need for additional staff Freed space 20 May 2012 / Imaging Services

21 Energy and Petrochemical: Customer: Premier brand in the Petrochemicals Industry Customer Profile Many legacy document processes that slow down the updating, revising and completion of oil contracts Business Objectives and Challenges Customers and employees frequently have to wait for documents Interrupted work, hard to find documents. Need to deploy a process for continuous update of both paper and digital files. Need to reduce cost of document processing Solutions Redesigned document flows and imaging processes, working with the client s IT department Designed process for imaging, indexing and updating electronic files, and connecting them with their paper counterparts. Leveraged directory lookup to reduce key-entry workload during indexing and searching Benefits for the Customer Saved time for staff in accounting, marketing, customer service and contracts management Implemented reliable system for maintaining records according to policy, and updating both electronic and paper files at the same time. Freed office space- over 1.6 million old files were imaged Customer noticed decrease in costs related to fax volumes, couriers, mail and offsite records-retrieval. 21 May 2012 / Imaging Services

22 Pricing 22

23 Pricing is impacted by: Scope Scanning volumes Indexing fields Type of indexing (manual / automated) Resources Hourly rates Typical assessment activities and scenarios 23 May 2012 / Imaging Services

24 Contact Info 24

25 Contact the Canon Information and Imaging Solutions Professional Services Team CANON is a registered trademark of Canon Inc. in the United States and may also be a registered trademark or trademark in other countries. //LOOKFORWARD and the LOOK FORWARD design are trademarks of Canon Information and Imaging Solutions, Inc. Océ and the Océ logo are registered trademarks of Océ Technologies B.V. All other referenced marks are trademarks of their respective owners and are hereby acknowledged Canon Information and Imaging Solutions, Inc. All rights reserved. 25 May 2012 / Imaging Services