docusolve scanning solutions

Intelligent Document ScanningPowering Paper Processing

DocuSolve Scanning Solutions


What is Document Capture?


The document – business critical data, currently locked in paper form

The MFD – the on ramp to an organisation’s digital information workflow

Scanshare – the middleware/bridge from paper form to digital environment

The Backend – an existing fileserver, or CMS/ERP/DMS, or digital archive

Capture


It’s document capture middlewareThe bridge between paper and electronic document workflowsPlatform agnostic – it doesn’t lock you in to a specific document system now, or in the futureIntegrates into your existing document and records management solutions, or server file structureIts job is to scan data, attach metadata, perform transformations and deliver to a document system or defined file storageIt converts files to a searchable format and can extract data from areas (or zones) to automatically drive business processes and workflows

Capture (cont)


Document Capture Software refers to applications that provide the ability and feature set to automate the process of scanning paper documents

Document Capture is also a part of ECM+ Enterprise Content Management (ECM) is the strategies, methods

and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.

+ ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.

Capture - Definitions


A Tour of Scanshare Capture


Scanshare Capture EssentialsEasy to set up, low costConnectors to several popular storage servicesGreat for simple scan-to-searchable format applications

Scanshare Capture EnterpriseMany more options to configure, much more capabilityHuge array of customisation, recognition, integration and connection possibilities

* The multifunctional client is identical between versions for seamless upgrade; providing end-user continuity

Capture Products


Capture – scan document with MFD client or via watch folder, email, FTP, printer client or PC Client

Process – image enhancement, convert to desired format, extract data from the document (text, barcodes, marks etc.)

Store – connect to document system or fileserver, rename file and place in desired location

How It Works – the overview


MFD Client – intelligent, dynamic document scanning client for multifunctional devices (Bi-directional connection with folder browsing, dynamic DB lookup and real-time filtering)

Desktop Client – connect to any TWAIN-enabled scan device (MFDs, MFPs, desktop scanners, high-volume scanners etc.) or import existing scanned documents (TIFF, PDF etc.)

Printer Client – capture output from any application by printing it to Scanshare Capture

Interactive Capture


Watch Folder – receive documents from any scan device or existing electronic files (for example from an existing digital archive of raster PDFs)

Indirect Capture

Email – receive scanned documents as attachments to an email address – use the text in the email (body, subject, etc.) as metadata

FTP – receive documents via the FTP protocol, suited for transferring large files over long distances


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Document Extraction


Capture settingsResolution Auto/paper sizeSimplex/duplex

QuestionsTypesRequiredDynamic

Picklists and lookupsDB lookupDisplay/return valuesStatic/Typed/Selected

Capture


OMR – (optical marks recognition) read an area of the document to analyse the areas which have been marked (useful for exam papers or for checking documents for signatures/form completion)

Zone OCR – (zone optical character recognition) read an area of the document to extract the data which can be used to rename the file, select a location or email address, update a database etc.

Processing

BCR – (Barcode Recognition) recognise and utilise the value of dozens of different types of barcodes (supports 40 barcode types as well as 2D/matrix and barcode writing)


Annotations – add stamps, commentary, marks or area redaction to a scanned document, automatically

Advanced Image Enhancement – deskew and despeckle; remove hole punch, lines and dots; delete empty pages, white space, empty pages and borders(CSE support deskew and blank page removal only)

Processing (cont)


Workflow TriggersMailScriptCondition

The ‘condition’ ruleMaking routing decisions on the flyUsing metadata or document contents todetermine destination

ExamplesInvoicing processing, based on value/customerSelect different output formatsSplitting

Dynamic Routing


Email – delivers the file as an attachment to one or more email addresses; use metadata in the subject or email body and the attachment file name(CSS also supports email notification as well as advanced MAPI email connector)

Windows File System – file documents to any shared drive or UNC path; the MFD client enables folder browsing as a convenient way to select a location

System Connector – connect to various cloud-based file hosting services, databases, DMS, ERP, CMS and records systems via the library of system connectors

Storage


Why is Scanning Important?


44%Inbound invoices are received electronically

60%Electronic invoices

must be printed for manual workflows

68%Businesses believe

paper-based data is moving too slowly

46%Businesses acknowledge

removing paper will increase productivity

Business at the Speed of Paper


Industry analysts estimate that 95% of business information is still stored on paperSource: International Institute for Environment and Development (IIED)

More than 70% of today’s businesses would fail within 3 weeks if they suffered a catastrophic loss of paper-based records due to fire or floodSource: Hamel, M., DVDs & Documents...why neither make sense

45% of documents in filing cabinets are duplicatesSource: ForestEthics

18 minutes is the average search time for a documentSource: The Paperless Project

15% of an organization's revenues are spent creating, managing & distributing documentsSource: The Paperless Project

Document Facts


On average $30/hr knowledge workers waste $4,500/year working with paper documentsSource: Microsoft

Paper in the average business grows by 22% a year, meaning your paper archive will double in 3.3 years60% of employee time is spent working with documentsSource: The Paperless Project

15% of paper documents are misplacedThe handling cost of documents is about 6% to 15% of all revenue of a companySource: Cap Ventures

85% of all archived documents never leaving the filing cabinet, once filedSource: Cap Ventures

Document Facts (cont)


When an employee leaves a company 70% of his knowledge walks out the door with themSource: The Paperless Project

Electronic-only filing would halve the storage space needed for paper in 5 years, a saving of nearly 8% in overall office costs Source: AIIM

The average daily web user prints 28 pages dailySource: Gartner and HP

For every $1 that a company spends to create a final document, $10 is spent to manage the creation process Source: Microsoft

45% of printed documents are discarded in the same daySource: Xerox

Document Facts (cont)


$20 on average to file a paper documentSource: PricewaterhouseCoopers

$120 on average searching for a misfiled documentworking with paper documentsSource: PricewaterhouseCoopers

$220 on average to recreate a lost documentSource: PricewaterhouseCoopers

60% of all companies still process, store and retrieve documents manuallySource: Gartner

Document Handling Costs


Proven increased productivityAccurate and uniformed storing/naming conventionTurn Cost centres into Profit CentresEasy-to-useImmediate Return of Investment (ROI)What a Document Workflow System Does

A document workflow system is a workflow solution that makes doing business a whole lot easierTechnically speaking, a document workflow solution is a tool to streamline document processing and archivingBasically, it provides cutting-edge precision to fit the various needs of any business environment and for businesses and organizations of any sizeSource: Netlocity

Proven Deliverables


Document Workflows ~ example document workflows


Requirement – integrate MFD and scan solution with existing folder structure on fileserver;

if the folder structure changes it automatically updates the MFD display; reference number should look up a table on the corporate Microsoft SQL database

Metadata SelectionQuestions on MFD point to live directory structure and reflect any changes automatically; the user can enter the name of a new directory to be created if required; the SQL lookup function returns a list of reference numbers from the company database for selection; the document is automatically filed and requires no further user intervention

Example 1 ~ dynamic choice


Barcode detection Read barcode value and use it to rename the document and select correct directory on server

Zone OCRExtract email address to send copy of document

Requirement – process documents of a specific type automatically, using information in the document to route, distribute and file the document correctly

Delivery and Storage - Utilise the Zone OCR metadata in the address field for the email connector and utilise the barcode value in the email subject

The barcode metadata value is used to select the correct document type folder on the fileserver.

Example 2 ~ automation


Barcode separationScan the documents in batches to speed up processing, using a barcode separation page to split the individual documents automatically

File FormatSelect PDF/A for ISO-approved, long-term archival of documents and records

Requirement – back-file conversion of paper archives into PDF/A format for long-term storage and retrieval;

scan in batches but require each document filed separately in the archive; take a copy of the variables and store in the desired location.

Variables ExportExport document variables in XML format so that external document systems can import the document and file with the context

Example 3 ~ convert & archive


Capture navigation & overview

Enterprise Web Based Admin Console


Enterprise Workflow Set-up

Capture

Process

Store


Enterprise Example Connector Set-up


Enterprise Example Connector Set-up (cont)


Enterprise PC Client


The Future is Here…


Q&A Discussion Period