document imaging - capturing the right information

Daniel Kim | Product Marketing ManagerDavid Geddes | Manager, Sales Support

Document ImagingCapturing the Right Information

Agenda

1. Business Challenges with Storing Paper

2. What is Document Imaging

3. Benefits of Document Imaging

4. Which Documents to Image

5. Key Productivity Features

6. Back Scanning vs. Go Forward

7. Indexing deployment models

Business Challenges

High cost to create & store paper documents

Recurring costs – re-prints & faxes

Inefficient physical storage

Difficulty accessing paper documents

Delays & costs in resolving client inquiries

Security & compliance risks

Problems with a Paper-Based System

The average document gets copied as many as 19 times

Office staff spend 5-15% of their time reading information, but up to 50% looking for it

7% of documents get lost

3% of documents are misfiled

90% of corporate intellectual property exists on paper

Source: Coopers & Lybrand

The Solution: Document Imaging

What is Document Imaging?

A set of tools designed to help you:

Scan any paper/hardcopy documents using existing multi-function printers or dedicated scanners

Add the Indexing or Metadata information to the document to assist in organizing and finding imaged documents

Document Imaging Process

What is Indexing?

Benefits of Document Imaging

BENEFIT TIME LINE

Cost Savings Achieved in a Few MonthsIncreased Staff Productivity ImmediateEnhanced Member Service ImmediateIncreased Document Security ImmediateAutomated Workflows ImmediateBusiness Continuity/Disaster Recovery ImmediateEnhanced Fraud Prevention ImmediateMonitor Document Access/Actions ImmediateImproved Compliance/Audit Immediate

Cost / Benefit Analysis

Document Imaging: Tactically Speaking

Where to Start? Which documents to image? What about existing files in storage?

Which Documents to CaptureCustomer Service and fraud prevention documents•Photo cards•Signature cards•Account opening agreements

Lending Documents•Loans•Leases•Mortgages

Deposit Items• Cheques• Teller receipts• Remittance slips

Internal Documents• Purchase orders• Invoices

Remember: your statements and tax receipts are already online

Back-Scanning vs. Go Forward

Scanning existing files currently in storage

How many are there? How much room does it take up? Are we out of compliance by storing paper?

Scanning go-forward documents only

How many are there? How much room does it take up? How often are they accessed?

Key Productivity Features

Help speed up the indexing

Remove likelihood of operator errors

Maximize data integrity

Automate as much as possible

Key Productivity Features

Database Lookup:

Use existing repositories of client data to auto-populate index fields.

Using a database allows you to create the optimal indexing structure without affecting the indexing & upload times.

Key Productivity Features OCR & Barcode Support: Using OCR Barcodes to auto-populate index fields

Key Productivity FeaturesDocument Presence Auditing: Specify list of required forms in batch & alert users if required forms are missing

Key Productivity FeaturesIndexing Pre-Existing e-Files: Assist with the indexing of files that are already in electronic formats and automate the upload to your Document Management system

Key Productivity Features Recap

Help speed up the indexing

Remove likelihood of operator errors

Maximize data integrity

Automate as much as possible

Deployment Models

Who does the scanning and/or indexing?

How many indexing workstations do I need?

Where does the work take place?

Document ImagingWhere does the Scanning Take Place?

Typically it’s the same staff that are manually filing the documents today

Scanning & Indexing do not have to be done by the same person or even in the same location

Indexing can be either be centralized or distributed

Distributed Indexing

Centralized Indexing

Deployment Models Recap

Consider the existing scanning technology available

Balance the workload of indexing where appropriate

Cross-reference with your ECM Strategy

Best Practices Recap

Understand the challenges and costs associated with storing paper

Build your business case

Look for and make use of as many key productivity features

Use your ECM Strategy to help guide you to the right deployment model

Reap the benefits of document imaging

Doxim easyCapture

Next Steps

Visit: www.doxim.com/knowmycba

Online Cost/Benefit Analysis Calculator

eBook – Capturing the Essentials

Product Brochure: Doxim easyCapture

Video on Document Imaging

Q & A

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