TO SCAN OR NOT TO SCAN? Donna Read, CRM, CDIA+, ERMs, ECMp President DL Read LLC Dlreadllc.com

Transcription

1 TO SCAN OR NOT TO SCAN? Donna Read, CRM, CDIA+, ERMs, ECMp President DL Read LLC Dlreadllc.com

2 2 Time = $ Reasons to Scan Who Decides Workflow and Capture How To Decide ROI Questions that Need Answers Indexing In House or Outsource

3 3 Time Is Money 30 40% of a knowledge worker s time is spent on document related tasks. AIIM Unstructured information represents 80% of your total information. IBM Executives waste six weeks per year searching for lost documents. FastCompany 49% of workers surveyed agree that finding needed job info is difficult. AIIM Market IQ 90% of typical office tasks revolve around paper gathering and distribution. Delphi Group

4 4 AIIM Top 3 Reasons to Digitize Data Large volumes of paper Unorganized and unlabeled documents Lawsuits E-discovery costs

5 5 What Are The Driver(s) To Scan? Too much stuff? Can t access your records and information? Can t take advantage of previously gathered data? Your physical records are deteriorating? Your physical records are at risk? Your legal department can t locate responsive documents for a litigation response? You re spending too much money to manage your stuff?

6 6 Too Much Stuff More processing power in an iphone 5S than in the computer that landed Apollo 11 on the moon in one million people owned a mobile phone today, estimated six billion phones are in use. Humans will create more data (documents, , text messages, social media postings, etc.) in the next 48 hours than was created in all of recorded history up until the year hours of video is uploaded to YouTube every minute, 24 hours a day, 365 days a year.

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8 8 We Still Print Out Lots of Stuff Each year, the world produces more than 300 million tons of paper. According to the U.S. Environmental Protection Agency, printing and writing papers typically found in a school or office environment such as copier paper, computer printouts and notepads, comprise the largest category of paper product consumption. Americans still consume more paper per capita upwards of 500 lbs. annually than anyone else on earth. On average, a person in the United States uses more than 700 pounds of paper every year. What is the paper usage at your organization?

9 9 Where Do You Find The Paper Records? Dusty file rooms Filing cabinets in everyone s work space In boxes stashed in closets, under the desk, in the garage Bob s U-Store It rental unit Piled on everyone s desks The bank of filing cabinets that hold unknown documents Legacy boxes of records from past employees

10 10 Can t Access Your Records & Information Corporate memory walked out the door to another job. The records are physical so you can t search on them! Today s generation doesn t walk into a file room to search for records. Everyone expects to google their information needs.

11 Can t Take Advantage of Previously Gathered Data You have tons of legacy data in physical format and no one has the time to dig through it. It can contain the formula for gold but you can t find it. Can t perform data analytics Lost revenue because you can t access the information an easy manner. 11

12 12 Your Physical Records Are Deteriorating You have historic records that are crumbling You have records that are accessed so often they are falling apart You have boxes of old paper starting to get moldy

13 13 Your Physical Records Are At Risk You have such large volumes of paper records you can t manage them. You only have one copy of the original records from way back and they are vital records Customers fill out a form by hand and that record sits in a room 2 feet above sea level

14 Your Legal Dept. Can t Find Responsive Documents For Litigation Response You are spending too much time and money searching for responsive documents for a litigation response. You think you found all the responsive documents and then 3 months into the trail a box of relevant records shows up in a closet. 14 You have managed to gather your responsive documents that are in both paper and electronic format is the paper duplicate copies of the electronic?

15 You re Spending Too Much Money To Manage Your Paper $tuff You have 3000 boxes of old legacy records in a storage facility and are paying a monthly fee to store them. You pay someone to index the box contents so you know what you have. 15 You have extra staff just to file the paperwork. You can t connect the contents of a case file because you have information in both paper and electronic formats.

16 16 Who Decides What Gets Scanned? Is it the boss because he s tired of looking at the filing cabinets? Is it the Records Manager? Is it the business unit that has custody of the paper records? Is it the legal department because they need to be able to find responsive documents? Is it the strategic records and information team? Who as authority and why and who is paying for it?

17 17 Rule of Thirds For Legacy Paper Collections 1/3 is past retention or non-records and can be destroyed 1/3 has not met retention yet but no one accesses it, send off site for cheap storage - destroy at future date 1/3 left current information accessed often Scan It!

18 18 Workflow and Capture Do you know your workflow and business processes? Are the records being printed after being born digitally? Can you obtain the same information from another source that has it in electronic form already? Is unnecessary printing occurring due to inefficient business processes?

19 How To Decide If Scanning Is The Best Solution Determine what your drivers are Prioritize the list any burning buildings that need immediate attention? How often do you need to access the information that will be scanned? Low access = low priority Where is the value in the digital version of the paper record? Is there sufficient ROI to scan the collection? 19

20 Finding Value 20

21 21 ROI Assessment Hard Costs Space - Reduction or Avoidance Staff reduction Reduced legal fees - E-discovery & Document Review Document handling Soft Costs Space (repurposing) Staff (repurposing) Paper handling (time) Cycle times Intangibles Improved moral Green initiative Higher service-levels Fines and fees

22 Cost Savings and Productivity Benefits 1. You find your documents within seconds instead of minutes or hours Benefit: Example: You provide better Customer Service - almost immediate response 2. Eliminate your hard copy Filing Cabinets, and save the space Benefit: Save money for File Cabinets, and reduced office space 3. Easy search for the entire content instead of limited search for only a few indexing criteria Benefit: Find any information within seconds! 4. Eliminate the need to retrieve documents from off-site Storage Benefit: Save $$$$ by reducing the time for retrieval offsite storage 22

23 23 Cost Savings and Productivity Benefits 5. Protection - Disaster Protection of Business documents Benefits: Protect and Save your Business documents and data Scary Statistic: Currently over 70% of hurricane hit business never open again 6. Compliance with HIPAA, SEC rules Benefit: Saves time and money for Audits. Just pull the audit reports - Completely 2.HIPAA, SEC compliant 7. Manual Filing Cost Benefit: with right system you can save on manual filing of hardcopy or electronic documents

24 24 Maximizing Investment Design processes before digitizing Focus on primary search capabilities for scanned documents Consider true scalability of solution Be flexible with your specifications Automate where possible De prep work in-house

25 25 Questions That Need Answers 1. What will your documents look like after scanning? 2. What dpi do you need to scan at? 300 dpi minimum for permanent records 3. Will they live in TIFF, JGP, GIF or PDF formats? 4. Will you run OCR or ICR on the scanned documents? 5. How will you index the scanned documents?

26 26 Questions That Need Answers cont. 1. Where will they live after they are scanned? 2. How will you provide access to them after scanning? 3. How will you apply disposition to them after scanning? 4. Will you shred the paper after scanning? 5. Who will do the doc-prep? 6. Will you draw a line in the sand and scan day forward?

27 27 State of FL Rule 1B (f) The following factors are to be considered before selecting a storage media or converting from one media to another: 1. The authorized retention of the records as determined during the scheduling process; 2. The maintenance necessary to retain the records; 3. The cost of storing and retrieving the records; 4. The access time to retrieve stored records;

28 28 State of FL Rule 1B The portability of the medium (that is, selecting a medium that can be read by equipment offered by multiple manufacturers); and 6. The ability to transfer the information from one medium to another, such as from optical disk to magnetic tape.

29 29 Document Indexing Document Indexing Requirements: Where do the documents need to be stored How and how often do you need access to documents What search criteria do you need Do you have a Document Management System Do you have available data you can use for indexing

30 30 Document Indexing Typical Indexing Processes are: Manual Indexing via Scanning Software or DMS software Cover sheets Forms Recognition Document Metadata Barcodes OCR Zones ODBC Connection to your software Full Page OCR for full content searching

31 31 Manual Indexing Depending on indexing Requirements Re-typing data from Document or other indexing requirements Different vendors offer different levels of automation in indexing Indexing takes time, labor intense Manual Indexing higher rate or mistakes Barcodes

32 32 Document Scanners Personal / Desktop pages/min Some Scanner Manufacturers Workgroup / Departmental pages/min Production: Over 60 pages/min Flatbed Low-Volume Production ppm ipm Mid-Volume Production ppm ipm High-Volume Production ppm ipm Connectivity: USB, SCSI Interface: Twain, ISIS Image Capture Software - Manufacturer - Independent Manufactures

33 Do It Yourself or Outsource? 33

34 Rule of Thumb for DIY or Outsourcing 34

35 35 Capacity Outsourcing Considerations Quality assurance Best practices ANSI/AIIM/ISO standards Security Sub-contracting Chain of custody Experience with similar projects Financial stability years in business

36 36 DIY Decision is Made Appoint project manager do they need training? Prioritize the scanning projects burning buildings 1 st Work with your IT department Introducing new equipment compatible? Enough bandwidth to move scanned data to server? What format for the new electronic version? How many Bytes of data will you end up with?

37 37 DIY Decision is Made cont. Who will do document prep? Who will do the scanning? Enough server space for scanned data? Do you need naming conventions for each department? Any security issues for the scanned data?

38 Florida State Requirements for Public Records 38

39 What are the requirements for scanning public records in Florida? Public records must be scanned in accordance with Rule 1B , Florida Administrative Code. For records with a minimum retention of over 10 years, the rule states that the records must be scanned at a minimum 300 dpi and use a published International Organization for Standardization (ISO) open standard image format. These formats include TIFF, PDF, PDF/A, and others. 39 To find out if a particular format is ISO-approved, go to the ISO website at and search for the format (e.g., search for PDF, TIFF, etc.).

40 What are the requirements for scanning public records? Cont. 40 For records with a minimum retention requirement of 10 years or less, any dpi and image format can be used; however, the agency still must ensure that the records remain accessible and readable for as long as they are required to be retained.

41 If I scan my records, can I get rid of the original hard copy? 41 In general, scanned images of public records can be designated as the record (master) copies of the records, and the original hard copy can be designated as duplicates and disposed of when no longer needed, provided that the electronic records are in compliance with Rule 1B , Florida Administrative Code, and the completeness and accuracy of the scanned copies have been verified.

42 If I scan my records, can I get rid of the original hard copy? Cont. 42 The electronic version can then be designated the record (master) copy and as such must be retained for the length stated in the applicable retention schedule and in accordance with Rule 1B , Florida Administrative Code. The paper original can then be designated as a duplicate and disposed of at any time.

43 If I scan my records, can I get rid of the original hard copy? Cont. However, Rule 1B (9)(a), Florida Administrative Code, states An agency that designates an electronic or microfilmed copy as the record (master) copy may then designate the paper original as a duplicate and dispose of it in accordance with the retention requirement for duplicates in the applicable retention schedule unless another law, rule, or ordinance specifically requires its retention. Although this is a rare exception, we recommend that agencies consult with their legal counsel for guidance if they are unsure if their records have to be maintained in paper form. 43

44 44 SUMMARY Determine your drivers to scan Who gets to make the decision Analyze your workflow and business processes How to make the decision Look at your ROI Get answers first before starting How will you handle indexing DIY or Outsource Pay attention to State requirements Details count

45 45 QUESTIONS? Donna Read, CRM, CDIA+, ERMs, ECMp President DL Read LLC DLREADLLC.com Oil by DLRead Bluewaterartists.com