1 technology services group, inc. scanning solutions utilizing documentum and the web september 5,...

1

Technology Services Group, Inc.

Scanning Solutions Utilizing Documentum and the Web

September 5, 2003

2Confidential – Property of TSG

Agenda

Who we are Key Considerations for Imaging Solutions Relevant client case studies

Distributed scanning Centralized scanning Drop-off scanning

Q & A


Who we are…..

TSG is a Chicago based consulting firm that designs and implements web based content and knowledge management solutions for Fortune 500 companies


Documentum Imaging Experience

Centralized Image Capture Corporate Engineering Image Processing System

Resulted in 400% growth in user base over a single year Won a divisional IT award - in production 4 years and counting

Case Report Form Tracking System Leveraged existing image processing infrastructure In production 1 year – worldwide rollout planned for next year

Distributed Image Capture Web-based Clinical Document Capture

International roll-out in a validated environment In production for 2+ years

Fax Integration Connectsite.com


Key Considerations for Imaging Solutions

What scanning hardware and software will be used to build the solution?

What scanning process will be implemented in the solution?

What indexing process will be implemented in the solution?


Scanning Hardware

Hardware Considerations Manufacturer characteristics

Pages per minute Feeder Barcode recognition

Document Considerations Size Stock “Reality” – stains, folds, tears, staples What will prep time requirements be?


Scanning Software

Software Considerations Integration Requirements

Pulling from other systems Automation of Attributing (OCR, ICR, Barcode) Interoperability with Scanner Document Quality Enhancement

DeskewDespeckleRemoval of Holes


Typical Software Choices

Client/Server InputAccel - Kofax Multiple Clients High Volume Centralized Scanning

Web-based Image Basic – Pixel Translations Web Based Scanning Decentralized Can support high-volume scanners as well


The Scanning Process

Scanning Process Considerations Total number of pages per day Location of the paper Turnaround-time for image availability Resource requirements Support requirements


The Indexing Process

Indexing Process Considerations How will we populate attributes?

Best done by Subject Matter Experts?Can we minimize manual input?

Use Barcodes, OCR, etc. Pull data from other systems automatically based on key

fields

Which attributes do we need?No optional attributes!Determine the essential set required for retrieval


Scanning and Indexing Process

Typical Choices Centralized Scanning and Indexing

Typically involves implementation of a scan center Distributed Scanning and Indexing

Documents captured and indexed at point of receipt Hybrid Approach

Drop-off scanning with distributed indexing


Reaching a Decision…

Proof-of-Concept Sets expectations for quality of “real” documents Tests assumptions regarding capture software

and scanning/indexing process Allows forecasting of operational requirements Gets the users involved


…Reaching a Decision

Typical Proof-of-Concept Findings Document quality driven by scanner hardware,

not scanner software Prep time is always more then initially thought

Use of barcodes and separator pages fairly common Hardware degradation after heavy use

Maintenance is always required Accuracy rate of recognition software

Will not improve in production


Web Based Image Capture Case Studies

Case Study #1 Distributed Scanning Model

Case Study #2 Centralized Scanning Model

Case Study #3 Drop-off Scanning Model

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Case Study #1

Distributed Scanning Model


Pain Points and Issues

Client required a global application 300 Locations Around the World

Client could not justify the costs of purchasing high-end scanners

Client did not want to sacrifice the time required for locations to send in documents for centralized scanning

Volume was minimal per location 100 pages per day


Solution

Custom Web based image capture application ASP/VB COM application Utilizing Hummingbird ImageBasic ActiveX

controls Both TWAIN and ISIS drivers supported

Purchase low-end scanning hardware Brother MFC 9600 (TWAIN) HP Scanjet 7450c (TWAIN & ISIS)


Scanners Used

Brother MFC 9600 HP Scanjet 7450c


Solution continued…

Each user has a scanner at their workstation Fires up the application by hitting the URL

in web browser Scans pages through custom web interface After image is satisfactory, user indexes the

document and then saves in Docbase Available imaging actions include re-scan,

insert pages, replace pages


Screen Shot – Scan Options


Screen Shot – Pre-Scan


Screen Shot - Scanning


Screen Shot - Indexing


Screen Shot - Distribution


Screen Shot – Distribution


Key Benefits

Documents can be scanned and indexed at the source of receipt

Scanner use and purchase decisions can vary based on location and volume

Subject matter experts can complete the indexing of documents directly over the web

Images are stored securely in a centralized Documentum repository for distribution

Consistency of development platforms (Microsoft) between scanning, indexing, and retrieval applications allows for better application support than traditional scanning approaches that introduce additional development tools

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Case Study #2

Centralized Scanning Model



Accounts Payable department is storing documents on microfilm, after entering into AP system

Microfilm system is… Costly Tedious and time consuming – in particular on the retrieval side Inconsistent with bad image quality Inefficient to print from

Users desire access to electronic images rather than microfilm for invoices and expense reports

Ultimate goal is to open up the system to allow direct access for managers to look up invoices and expense reports themselves (secure self-service)


Solution

Centralized Accounts Payable processing allowed for a centralized scanning model

TSG developed… Proof-of-concept application And performed scanner evaluation for client


Proof-of-Concept

Custom Web based image capture application ASP application Utilizing Hummingbird ImageBasic ActiveX controls

Indexing completed in AP system from paper prior to scanning, minimal indexing required during scanning Purchase Order Bar Code stuck to actual invoice/expense

report Barcode recognition software used to leverage this

barcode for initial index, and then later match with AP system data send down from mainframe


Application Flow


Proof-of-Concept Results

Efficiency and ease of use of the custom interface became most important

With centralized scanning, scanner operator needs to spend minimal time on verifying image quality and indexing

Order of documents in a scan batch drives indexing Support documents follow the invoice or expense report

Custom indexing screen needed To capture scanning order requirements

Integration with AP mainframe system needed for attribute population

Success of barcode recognition is software dependent


Screen Shot – Task Screen


Screen Shot – Initial Index


Screen Shot – Scan Results


Screen Shot – Error Pages


Screen Shot – No Barcode View


Screen Shot – Barcode Error Correction


Screen Shot – De-skew


Screen Shot – De-skew (refresh)


Screen Shot – Attribute Search


Screen Shot – Voucher Search


Screen Shot – Search Results


Screen Shot – Merge Files


Screen Shot – Indexing Resolution


Scanner Evaluation

Since centralized scanning model, high-end scanners were evaluated Bell+Howell 8080D Fujitsu M4099D

“High-end” criteria Advertised throughput of 80 PPM or greater Daily duty cycles of 50,000 pages or greater Duplex scanning Support of multiple document sizes Automatic double-feed detection


Scanners Evaluated

Fujitsu M4099D Bell+Howell 8080D


Scanner Evaluation Tests

Paper Jam Test Multiple batches fed through scanner and each incident of paper

jams recorded Non Standard Paper Size and Type Test

Multiple batches of documents in different sizes and paper types, each incident of paper jams and double-feeds recorded

Speed Test Scanner was run for 60 seconds on two different DPI settings

Image Quality and File Size Test Subjective evaluation of image quality, and objective recording of

resulting file size Overall Batch Processing

Running batches through from prep to scanning completion


Scanner Evaluation Test Results…

Paper Jam Test Both scanners were not prone to paper jams and handled all

test batches well Non Standard Paper Size and Type Test

No paper jams occurred, but one double-feed incident was observed on Fujitsu

Overall it seemed that the Bell+Howell roller was more precise at pulling separate sheets from a tight stack of papers

Speed Test 200 DPI: Fujitsu = 85 pages; B+H = 56 pages 300 DPI: Fujitsu = 41 pages; B+H = 37 pages


…Scanner Evaluation Test Results

Image Quality and File Size Test Bell+Howell details

Yielded good usable images right out of the box – no adjustments to image settings were required

Image quality was good with all different types of test documents – yellow and green carbon paper, various type of receipts, highlighted text

Files sizes were reasonable Fujitsu details

Did not scan legible images out of the box – many adjustments needed to image settings

Image quality good for most document types, but had trouble with dropping out background colors (i.e. dark areas on carbon paper, highlighted text)

File sizes always larger than B+H


…Scanner Evaluation Test Results

Overall Batch Processing Actual scan time was good with both high-end

scanners Errors in barcode reading was tolerable Prep-time was the big key

Took 38 minutes to process 7 batchesOut of that 38 minutes, 26 minutes was spent on prep


Scanner Evaluation Final Pick

Bell+Howell 8080D Excellent feed

mechanism (roller was very precise)

Not as fast throughput as Fujitsu, but fast enough

Better Image Quality Smaller file sizes Comparable price


Summary of Findings

Centralized process meets the business needs Large volume ~ 6,000 pages per day Leverages barcode numbers to complete

indexing

Web interface introduces self-service AP personnel no longer need to handle requests

Process will require additional resources to work

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Case Study #3

Drop-off Scanning Model



No central repository for storing existing documents

Many different document types – each with different indexing requirements

Wanted to leverage existing scanning software (InputAccel)

Validated environment


Solution

Drop-Off Scanning Built as a configurable system

Wide variety of Document types supportedFiles could be attached as either images or electronic

IndexingDone on Documentum – no content attachedBar Code Document Printed as CoverCover Page attached to Scanned Document

Attach Content Cover Page used to file Document


Difference in Configuration Approach

Add new Document Type User or System Administrator

Need to add a document type to DocumentumNeed to add attributesNeed to add values in Data Dictionary

User or System AdministratorConfigures new index screenConfigures search screenDoes not need to retest or document change for

adding all of the above


Screen Shot - Create Document Type


Screen Shot - Add Document


Screen Shot – Create Barcode Cover Page


Screen Shot – Print Barcode Cover Page


Screen Shot – Attach Electronic File


Screen Shot - Search


Key Benefits

Configuration functionality provides flexibility to support future document types without additional coding.

Dynamic Index Screens and Search Screens New document types added as new departments come online

Documentum provides central repository (Vault functionality)

Subject matter experts can complete the indexing of documents directly over the web.

Leverage existing investment in centralized scanning center and software


Question and Answer


For Even More Information…

Upcoming Webinar on

Imaging Best Practices

Hosted by TSG

October 2, 2003

Please leave a business card with us today and we will sign you up!

Jonathan Paetsch

[email protected]

(312) 372-7777 x 262

Ed Lee

[email protected]

(312) 372-7777 x234