Digital Imaging Of Records Mari Martin, CDIA Document Management Specialist Hasselbring-Clark Company c

Agenda Welcome Signs Your Document Management System May Need Help Why Choose Digital Imaging? Selecting The Right Solution Considerations & Pitfalls Question and Answer/Wrap-Up

Signs Your Document Management May Need Help #1 - You Still Have “Data Entry Personnel” Do you have an employee who spends more than a few minutes a day manually entering data from invoices, purchase orders and expense reports?  It can cost up to $ in labor to file a document. #2 - You’re Paying To Store Paper Whether you have files on site in rows of filing cabinets, in boxes at a storage area or professionally archived by a third party, you are paying to hold on to paper. At three square feet per letter-sized file cabinet, you’re probably paying way too much.

Amazing Statistics  Resource Information Systems Inc. (RISI) estimates that U.S. companies will spend $8 billion per year managing paper.  45% of the paper printed in offices ends up trashed by the end of the day – this daily lifespan occurs for over a trillion sheets of paper per year worldwide.  Each misfiled document costs $  Each lost document costs from $ to $  Large organizations lose a document every 12 seconds. Source: IDC others

Signs Your Document Management May Need Help #3 - It Takes More Than 5 Minutes To Retrieve A Document  3% of documents are misfiled AND 7.5% of documents are lost forever #4 - The Files On Your Server Are Named & Organized By Hand Relying on hand-curated naming conventions and file structures is a risky and an expensive proposition. Humans — rarely follow naming and indexing rules 100% of the time. A transparency issue arises when you have a mix of paper documents and electronic files, such as s, documents and spreadsheets.

Hidden Costs of Data  Storage is cheap to BUY. However, 1GB of storage costs 20 cents to purchase yet costs the organization $3,500 to search and review.  Most companies are sitting on at least 3 legacy systems splintering data across repositories.  Legacy and dark data scattered across repositories bring associated costs and risks in the form of regulatory investigations and litigation.  Consolidating and reducing your information footprint cuts eDiscovery costs, improves efficiencies, mitigates risk and creates significant IT savings.  Start thinking of ECM as a journey not a destination. »By John F. Mancini – President of AIIM

Let The Search Begin…  An employee spends an average of 18 minutes searching for a document.  Hours Wasted - Weekly Average Per Employee 3.5 Hours to search but not find documents 3.0 Hours for recreating content 4.3 Hours to manage document approval  The average employee spends 30% to 40% of their time looking through , paper documents, shared hard disks and filing cabinets to find information they need to complete their tasks. Source: IDC others

Here’s Your Sign… #5 - Document Security Involves Turning An Actual Metal Key Paper feels secure, especially after you read a few stories about hackers making off with critical data. However, a file folder of papers is actually far less secure than a well- encrypted hard drive. #6 - You Cross Your Fingers When a Big Storm Threatens  If you’re using a paper-based system, it’s hard to implement a solid disaster recovery plan.

More Signs… #7 – An Audit Would Bring Your Organization To A Standstill Whether it’s the IRS or another regulatory body, you need the ability to document your compliance with records retention guidelines. #8 – You Can’t Access The Information You Need When Travelling As more companies embrace remote employees and use mobile devices to conduct business, it’s now expected that you have mobile access to your business information wherever you are.

Did You Know?  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 flood. Source: IDC others

Why Choose Digital Imaging? Improved Information Availability Enhanced Employee Productivity Enhanced Customer Service Better Decision Making Reduction Of Costs Increased Information Security Supports Regulatory Compliance

Selecting The Right Solution

At the start of any software project do not let the technology determine policies in your organization. Understand your organizations problems and expected benefits. Let your organizations benefits guide the project. –Prioritize items by benefit, instead of by features & options. Looking at a ECM solution strictly on a pricing perspective is the wrong way to go. –Accurately assess the total cost of ownership of your solution is critical

Return On Investment Calculator calculator Using the DocuWare ROI Calculator; within a few minutes you can calculate your individual savings potential. You will have the choice if you want to calculate your general savings or specific savings according to certain departments and/or activities. Just plug in your numbers, and you will be presented with a graph showing how long it will take to get a return on investment that can be stored and printed as a PDF.

Keys To A Good Software Solution Decision Innovation – the software should be able to handle the most complex processes while keeping user experience intuitive and uncomplicated. Architecture – it must meet the current and future needs of your organization. Security – a well defined rights system for accessing documents across user groups and role levels is a critical component

Keys To A Good Software Solution Decision Scalability – a system should be able to grow with your organization and your clients. This should be done without complicating other aspects of the organization or the software, and without retraining staff on how to use the system. Integration – the system you build needs to fit into your existing IT landscape and have the ability to integrate with current and future applications.

Keys To A Good Software Solution Decision Choose a complete solution, which includes pre- configuration, evolved technology, managed service and user adoption training. Ensure that all stakeholders, project leads, etc. sit down with the potential software vendor to communicate and understand all aspects of the project.

Where Do You Start?

Review your needs –Start with your greatest area of pain What needs to be stored? –Hard copy – electronic - –Back file How do staff create new documents? –Who authorizes or establishes that need? How are new documents maintained once they are drafted?

Where Do You Start? Who needs access to these documents & how often? –Where are they located in the business? –What standard document types are currently floating around your organization? –How do you limit the number of document versions or duplicates? How do you know which version is the official document? –Are approvals required for documents? How do you restrict the use of documents – from access to copying to printing to ing?

Where Do You Start? Retention schedules – establish document retention rules at the outset & alleviate your organization from the risk of holding onto expired documents too long. Improve on paper-based processes, instead of emulating them. –Use the new process to eliminate efficient steps. –Ask why you followed a certain procedure in the past and whether those steps are necessary in this new context.

Technology Thoughts… “The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.” -Bill Gates, Founder of Microsoft

Considerations & Pitfalls

IT Just Asked….How Much Storage Space On the Network Do You Need…..

Typical Storage Volumes DIGITAL TECHNOLOGY File Cabinet (Upright) = 2,000 – 8 ½” x 11” Sheets Per Drawer Hard Drive = Figure 8,000 to 10, ½” x 11” sheets per GB of hard drive space (based on scan resolution of 300 dpi) CD = 10,000 to 12,000* 8 ½” X 11” single sided sheets DVD = holds 8 ½ times more than a CD or 102,000 sheets (*Graphics and dpi can affect these numbers) Important: Backup…

CD Technology = Data Loss & CD Rot

Scanning Tips Review The Documents; –Condition of documents; staples, paper clips, etc. –Paperwork to be deleted or duplicate copies Type Of Scanning Device Required Will Be Determined By; –Types of documents –Paper size, weight and paper color –Number of documents to be scanned

Scanner Features Daily Duty Cycle Simplex, Duplex, Folio And Skip Blank Page Options Special Features –Black & white and/or color –Resolution Options (150, 200, 300, 400, 600 dpi) –Rotate, deskew, despeckle, and hole removal –Automatic page size detection –Staple detection –Color dropout –Border removal –Preferences/favorite settings

Indexing Indexing – Manual Or Automated Data Entry Of Predefined Information To Uniquely Identify An Imaged Document –Manual Entry –Bar Codes –OCR (Optical Character Recognition) Includes zone and full text –IMR (Image Mark Recognition) –OMR (Optical Mark Recognition)

Indexing Tips Existing file cabinet/folder structure = index fields The amount of retrieval should equal the work put into the indexing on the front end Five or more index fields = redundancy?

Is A Record… May Be Considered A Tool To Create Correspondence…However… –Subject To Discovery During Litigation –Can Be Subpoenaed –Subject To FOIA

Backfile Conversion Backfile Conversion – To Scan Existing Documents, Whether On Paper Or In Some Other Form And Store Them Electronically. Methods Of Backfile Conversion –Complete Conversion –Day-Forward –Scan-on-Demand

Questions

Thanks For Attending! Hasselbring-Clark Company Mari Martin, CDIA