1. Rising Above the Mark William Penn AIIM Meeting December 5, 2001

2. William Penn AIIM Meeting December 5th, 2001 Standards and Best Practices in Centralized Document Capture

3. Central Intake Facility A Centralized Facility for the electronic capture and routing of all incoming business documents and other media that are critical to the operation of the business.

4. Central  Single receiving point for all client / customer correspondence  Receive mail and other incoming items  Convert incoming documents into work for processing  Provide a mechanism to route documents to the appropriate people or processes  Provide for the storage and disposition of paper documents and other items

5. PAPERLESS Electronic Format Intake

6. Capture Mail  Receive mail  Open and extract documents  Pre-sort  Prep / Sort / Batch documents for scanning  Index documents / work items  Commit documents to imaging / workflow system

7. Facility  Secure Facility -Customer documents -Employee documents  Containment of mail and other items  Disposition of original documents and other items

8. Benefits  Efficiency  Security  Controls

9. Benefits  Efficiency -Accessibility -Timely delivery - Consistent processing of incoming work  Security -Document security -Security for checks and other sensitive items -Safety  Controls -Metrics -Audit

10. Implementing Imaging and Workflow

11. Off-Site Storage Co. Distribute Document Management Department Processing Mail Current Manual Process

12. Distribute Document Management Department Users Mail Implementing Imaging Imaging Center Off-Site Storage Co.

13. Off-Site Storage Co. Distribute Document Management Department Imaging Center Users Mail Implementing Workflow Mail room

14. Off-Site Storage Co. Imaging Center Users Mail Implementing a CIF Document Management Department Mail room

15. Obstacles  Financial  Lack of political will  Lack of resources  Exception processing  Institutional inertia  Nature of the documents

16. Implementing a CIF  Strategies

17. Project Team u Management Sponsors u Department Heads u User Community u Mail Room u Document Management u Training u Facilities u Change Management u IT

18. Mail  What do you get  How do you get it  When does it come  Where does it come from

19. Documents u Document Control Process Analysis -Examine the current document intake, distribution, processing, retention and disposition procedures. u Document Analysis -Examine incoming document volumes, categories, characteristics and associated their processes.

20. Documents

21. Research  Regulatory / Statutory requirements -Imaged documents -Retention requirements  Contractual requirements -Document retention -Hard copy retention -Special services

22. Facilitate Efficient Identification and Capture  Forms redesign  Mailing addresses  BRE envelopes  Personal mail  Interoffice mail

23. Other Mail  Non scannable items -Non scannable documents -Checks -Photographs -Electronic media -Packages

24. Mail Opening and Extraction  Mail opening machines  Open manually  Envelopes

25. Document Prep  Unfold  Copy if necessary  Use of Auto Indexing tools -Patch Codes -Bar Codes -Forms

26. Document Sorting  Keep it simple

27. Handling Non-Scannable Items  Checks  Magnetic Media  Photographs  Packages  Large Format

28. Non Scannable Items

29. Envelopes

30. Staffing  Mail Room  Document Management  Business units

31. Process Modeling

33. Training  Train with business units  Business units bring expertise to CIF  Formal training in business processes  Dry runs

34. Facility  Find the appropriate space for your facility -Secure -Easy access mail delivery -Sufficient space

35. Facility  Secure -Checks -Sensitive documents -Employee documents -Other items

36. Capture and Route Facility Users Electronic documents CIF Users

37. Facility  Easy access mail delivery  Sufficient Space for Peak document volumes Growth Carry over functions Document Storage

38. Facility  Segregation of mail from other processes

39. Facility Capture CIF Indexing and other carryover functions

40. Facility CIF Presort Open Prep / Sort Batch Scan MailDocuments Indexing

41. Systems  Open systems  Scalable  Flexible

42. Contingency Plan  Disaster Recovery -Systems -Users -CIF  Business Continuity -Minimal disruption of business -Sort / Prep / Batch ------> deliver -Recall for scanning?

43. Other Factors  Communicate -Involve users and customers from the beginning  Seek input from the users to develop new processes  Training

44. Questions Contact InformationPhone 610 892-8920 Scott Belles IDM Consultant sbelles@scgteam.com Srini Raghavan IDM Delivery Manager sraghavan@scgteam.com