101 presentation sample

101 Presentation v4.0

_______________________________________________________ Written and developed by: DataVault, Inc. 110 Long Hill Rd., West Brookfield, MA 01585 (877) 798-3282 www.DataVault.com www.ECMInstitute.com

CDIA+ Training, Phase II

“Document Imaging-101”

byronaulick

Sticky Note

Copyright 2011 @ DataVault, Inc.

101 Presentation v4.0 Slide # 2

About the Instructor Byron B. Aulick, CDIA+ (author)   Co-founder and CTO of DataVault, Inc.   Subject Matter Expert to CompTIA   Author of the materials you are about to use   I have based my career on DM/DI systems, and have spent the

last 23 years … □  Consulting with clients □  Designing systems (small to large DOD systems) □  Installing hardware and software □  Supporting installations □  Training on the use of such systems

This is what I do, and imaging is my passion!


Day 1, course agenda   Imaging-101

□ 1. Concepts, Motivation & Objectives □ 2. The Capture Process □ 3. Scanners □ 4. Indexing Methods □ 5. Storage □ 6. Communications □ 7. Display / Output □ 8. Document Management & Workflow

This is primarily a “refresher” of the [online] Document Imaging-101 training you completed.


Upon completion you will know:

  How imaging acts as a cost containment measure

  How corporate management views imaging

  How to calculate the scanned file size of a given document

  How color-dropout works

  Definitions for imaging terms (such as de-speckle, de-skew and OMR )

  Typical uses for standard file formats


Upon completion you will know:

  How resolution impacts the network

  What a Work Breakdown Structure is

  Basics of working with compressed images

  Terms such as: Watermark, Private/Public-key Data Encryption, Firewall and SSL

  How to properly size an EDM system


Class Times

“A”   8:00 start   9:30-9:45 break   11:45-12:45 lunch   1:30-1:45 break   3:00 dismiss

“B”   9:00 start   10:30-10:45 break   12:00-1:00 lunch   2:00-2:15 break   4:00 dismiss


Any questions before we start?

  What to expect?

  Who am I?

  Class times?

  Where are the bathrooms??

101 Presentation v4.0 8

Begin: Document Imaging Concepts


Concepts: Purposes of Document Imaging

  DM/DI as a central repository   DM/DI for meeting compliance   DM/DI as cost containment   DM/DI as security enhancement   DM/DI as data integrity enhancement


  Faster retrieval than paper or microfilm   Improved management of documents   Simultaneous multiple-person access   Transaction time greatly reduced   Images never lost or out-of-file   Easily transmitted to remote locations   Savings on floor space

Advantages of Document Imaging


Potential Objections !

  Time intensive: □  preparation, capture, and index

  What if the images are not readable?   New standards constantly arriving.   Storage media failures?   Current systems costs?


Be thinking from the VAR’s Perspective..

$350,000.00 saved per year

-100,000.00 proposed system cost

__________

$250,000.00 SAVINGS per year

101 Presentation v4.0 13

The Capture Process


Document Preparation (doc-prep)

Definition

  Make paper files ready to be fed through a mechanical scanner

□  Sort by:

– Size, color, paper thickness, document type (need big tables)

  *Staff needs to have good manual dexterity, strong organizational skills

□  Garbage-in = Garbage-out


To: Robert Cary From: Executive Subj: Workflow

We have determined that the traditional paper document is too slow and creates unnecessary expense. We need to reduce the cost of traditional document management. We have electronic systems which can be used to cut the time down to process transactions.

Begin now!

To: Robert Cary From: Executive Subj: Workflow

We have determined that the traditional paper document is too slow and creates unnecessary expense. We need to reduce the cost of traditional document management. We have electronic systems which can be used to cut the time down to process transactions.

Begin now!

The Imaging Cycle: A Picture is Worth a Thousand Words


Understanding Units of Measure (recap)

Definitions

  Binary (bits then Bytes)

□  (up /8, down x 8)

  Kilo-, Mega-, Giga-

□  (up /1024, down x 1024)


<Your Turn>   72b = ____ B   128B = _____b   2KB = _______ B   16GB = _____ MB   .014GB = ______ KB   1,048,576B = ________ MB   1KB = _______ b   1,024B x 1 / 8 x 8 = ___ KB


Capture: Resolution

In imaging technology, resolution is expressed in terms of dpi (dots per inch).

Resolutions can range from 100 dpi to 4000 dpi.

Document imaging for the business world is generally acceptable in the range of 200 to 400 dpi.

The higher the dpi, larger the file, and the slower the scanner speed.


What is DPI?

1 In.

1 In.

100 200 300 400

Dots

160,000 90,000

40,000 10,000

0

Resolution in DPI

Dots Per Square Inch >

200,000


Compression: Digitized Document Size

Uncompressed Image Size dpi x image size (= total bits) divided by 8 (convert bits

to Bytes) = uncompressed size in Bytes

(200 dpi x 8.5”) x (200 dpi x 11”) = 3,740,000b divided by 8 (bits) = 467,500B/1024= 456.5KBytes

Compressed Image Size TIF Group III averages 10:1 TIF Group IV averages 20:1

TIF G-4 at 200DPI = 22.8KB [compressed]

TIF G-4 at 300DPI = 51.36KB [compressed]


Compression: File Formats

  TIFF - .TIF: Tagged Image File Format

Industry standard for document images. Both display device and operating system independent. TIFF files can easily be move from one system to another. Loss-less compression!

□  *Multipage TIFF, Single page TIFF

□  G-4 (20:1) G-3 (10:1)

  JPEG - .JPG: Joint Photographic Expert Group

Standard for color images of high resolution 100:1 compression. Lossy compression!

  PDF - .PDF: Portable Document Format

New ISO standard ‘PDF/A’ (archive). Great for maintaining document layout. Many types –Image-only, Hidden-text, etc. Self contained security and audit.


Scanners


Getting Connected

Hardware   Video   SCSI   USB

Software Drivers   TWAIN   ISIS


And finally, the ‘Human Factor’

  Listen Carefully   Implement technology from

bottom up   Instill ownership in those who

must make it work   Make changes in increments   Training must be part of the

process   Intuitive systems are easier to

assimilate


Congratulations! You have completed the Document

Imaging-101 class.

Tomorrow morning we begin CDIA+ Phase III

“Come expecting!”

(Homework tonight!!)

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