Scanning Technology technology solutions for digitizing your documents and records to meet your business needs and improve operational efficiency vdocs corp 13734 77 th ave, seminole, FL 33776 phone: 727-501-9800 Fax: 727-501-9804 September 29, 2008 Stefan Hoppe www.vdocs.org stefan@vdocs.org
Cost Savings and Productivity Benefits of digital documents : 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 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
Three Steps of digitizing documents : Every hardcopy document need to go through three steps to become part of any electronic document or records management system: I. Scanning or Capture: II. Indexing: manual indexing automated indexing III. Filing in the electronic document system: on-site hosted document storage IV. Increased Productivity: Automated Word, Excel Conversion
I. Scanning 1. Document and Image Capture: Documents can be hardcopy or electronic documents. They come from different sources: Hard-copy, Paper documents Capture documents as Image Files for indexing and filing Electronic Files, Documents
I. Scanning: 3 Types of Document and Image Capture: 1. Network Scanning Scan to Shared Network Folder Hard-copy, Paper documents Electronic Files, Documents 2. Scan to PC 3. Electronic Document Capture Scan to PC, Manual indexing, Filing Image Print to Shared Network Folder
I. Scanning 1. Network Scanning - Capture: Office Copier Printer Scanner Hard-copy, Paper documents Personal Multifunctional System Dedicated Network Scanner Wide Format NW Scanner Scan to Network Folder, E-Mail: - Process depends on MFD Usage: - Easy everyone can scan Resource utilization: - No PC resources required, SW on MFD Typical File Formats: - PDF, searchable PDF, jpg, TIFF Indexing: - Can be done at copier or Rename at PC Image Quality: -Depends on Device software Scan Control: - Limited Control
I. Scanning 2. Scan to PC: Scan to PC: - Scan to PC via Software application - Software capabilities varies Usage: - Dedicated needs dedicated operator Scan of Hard-copy, Paper documents Resource utilization: - PC resources required, Software, knowledge Typical File Formats: - PDF - jpg, bmp - TIFF Indexing: - Needs to be done at Scanning PC - Rename scanned Image on PC Image Quality: -Depends on Device software Scan Control: - Control of images
I. Scanning 2.1 Document Scanners: Personal / Desktop 10 30 pages/min Some Scanner Manufacturers: Workgroup / Departmental 30 60 pages/min Production: Over 60 pages/min Flatbed Low-Volume Production 20 60 ppm 40 120 ipm Mid-Volume Production 40 80 ppm 80 160 ipm High-Volume Production 60 140 ppm 120 280ipm Connectivity: USB, SCSI Interface: Twain, ISIS Image Capture Software - Manufacturer - Independent Manufactures
I. Scanning 2.2 Document Scanner SW: Scanned or transferred Files on PC Typical Scanning Software, resides on Scanning Workstation: 1. Image Correction dependent on Software 1. Vendor dependent 2. Normally manual indexing of Documents 3. Barcode separator (to file in folders or document types)
I. Scanning 3. Electronic Document Capture: Print / Save Files or Images to Network Drive: - e-mail, PC: save files to Network Folder Files received in e-mail Electronic Files created on PC Electronic Files from Mainframe etc. Print Images to Shared Network Folder Mainframe: - Requires TIFF or PDF file creation Software to create electronic documents Resource utilization: - PC resources required, Software, knowledge Typical File Formats: - PDF - TIFF Indexing: - Normally automated - Done at Scanning PC Image Quality: - Very good files from electronic source
II. Indexing Scanned or transferred Files on PC Document Indexing Requirements: Document Indexing: 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 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
II. Indexing Manual Document Indexing: 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
II. Indexing Automated Document Indexing:
III. Filing and Storage: Locations for Documents: File Folder Structure MS Share Point Document Management System Storage: PC Hard drives / Back up systems On-Site Server Off Site Server Hosted system Requirements: Workflow Compliance Cost Security Access and ease of use Document Scanning Indexing Filing Technologies November 18, 2008 vdocs.org
IV. Productivity: Automated Word, Excel, PDF Document Conversions 1. Scan to Shared Folder 2. Word, Excel Conversion: Automatically Processed on server 3. Retrieving: Open Documents from PC after automated Word, Excel conversion MS-Excel File Text Searchable PDF File Benefit: MS-Word File One time implementation No training File Conversion on Server, not on PC; does not tie up resources Document Scanning Indexing Filing Technologies November 18, 2008 vdocs.org
Summary: Before choosing a System or Service Begin with the end in mind! Digital Documents offer dramatic Business savings and Productivity Gains Identify your requirements - Yesterday - Today and Tomorrow Compliance Cost and ROI / Cost savings Security Access and ease of use Define what system (Hardware Software Services) meets your requirements Current Technology overlaps the three traditional steps of scan index and file Or have a Service Bureau provide a Turn Key Solution for you Document Scanning Indexing Filing Technologies November 18, 2008 vdocs.org