document imaging - capturing the right information
DESCRIPTION
A short presentation on why document imaging makes sense and things to look out for in a document imaging solutionTRANSCRIPT
Document Imaging: Capturing the Right Information
Moderator: Dan Kim – Product Marketing Manager
Presenter: David Geddes – Manager, Sales Operations
Agenda
1. Business Challenges with Storing Paper2. What is Document Imaging3. Benefits of Document Imaging4. Which Documents to Image5. Key Productivity Features6. Back-Scanning vs. Go-Forward7. Indexing Deployment Models
Business Challenges with Storing Paper
High cost to create & store paper documents Recurring costs associated with 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 7% of documents get lost 3% of documents are misfiled Office staff spend 5-15% of their time reading
information, but up to 50% looking for it 90% of corporate intellectual property exists on paper
Source: Coopers & Lybrand
Document Imaging
The solution…..
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 – The Process
What is Indexing?
Document Imaging - Benefits
BENEFIT TIME LINE
Cost Savings Achieved in a Few MonthsIncreased Staff Productivity ImmediateEnhanced Member Service ImmediateIncreased Document Security ImmediateBusiness Continuity/Disaster Recovery ImmediateEnhanced Fraud Prevention ImmediateImproved Compliance Immediate
Cost/ Benefit Analysis
Document Imaging: Tactically Speaking
Where to Start? Which documents to image? What about existing files in storage?
Which documents to capture?Member service (KYC) 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
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?
Which documents to capture?Member service (KYC) and fraud prevention documents
Photo cardsSignature cardsAccount opening agreements
Lending documentsLoansLeasesMortgages
Deposit ItemsChequesTeller receiptsRemittance slips
Internal DocumentsPurchase ordersInvoices
Document Imaging: 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.
Paper Files
Dedicated Scanning & Indexing Workstation LOS System
Core Banking System
CRM System
Indexed Files
Key Productivity Features
OCR & Barcode Support: using OCR or Barcodes to auto-populate index fields
Key Productivity Features
Document Presence Auditing: specify a list of required forms in a batch and alert users if required forms are missing
Key Productivity Features
Indexing 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
Dedicated Scanning & Indexing Workstation
LOS System
Core Banking System
CRM System
From Shared Drive
Indexed & Uploaded
Key Productivity Features Review
Help speed up the indexing Remove likelihood of operator errors Maximize data integrity Automate as much as possible
Document Imaging: Deployment Models
Who does the scanning and/or indexing? How many indexing workstations do I need? Where does the work take place?
Where Does the Scanning & Indexing 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
Branch 1 Scanning & Indexing Workstation
Paper Files
Branch ‘n’ Scanning & Indexing Workstation
Branch 3 Scanning & Indexing Workstation
Branch 2 Scanning & Indexing Workstation
Paper FilesPaper FilesPaper Files
Upload/ Watched Folders
Indexed Files Indexed Files
Indexed FilesIndexed Files
ECM Server
Centralized Indexing
Branch 2 Multi-Function Printer Branch ‘X’
Scanning Workstation
Shared Network Folder
Branch 5 Multi-Function Printer
Branch 4 Multi-Function Printer
Branch 3 Multi-Function Printer
Dedicated Scanning & Indexing Workstation
Scanned Files
Paper Files
Upload/Watched Folders
Indexed Files
ECM Server
Deployment Models Review
Consider the existing scanning technology available Balance the workload of indexing where appropriate Cross-reference with your ECM Strategy
Overall Summary 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
Next Steps
Visit: www.doxim.com/knowmycba
Online Cost/Benefit Analysis Calculator eBook – Leveraging Your Document Repository Product Brochure: Doxim easyCapture Video on Document Imaging
Visit www.doxim.com to learn more
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