Wednesday, September 11, 2013
Friday, August 30, 2013
Your Profit is in Danger
Wednesday, July 11, 2012
The Document Management industry is all about mobile capture right now. Really? Taking pictures of documents, page by page, with a tablet/smart phone camera. Some of the biggies in the industry are spending huge amounts of money promoting the cause, and building complex infrastructures and image processing to handle these types of images. Want to see a simple solution?
Video below uses Microsoft SkyDrive, an iPad and PSI:Capture on the backend to read barcode photos and process the data.
Wednesday, June 6, 2012
Thursday, May 31, 2012
- Limit your number of fields to 5 or less. So many times i see document scanning customers use way to many fields during capture. The more fields you have, the more time for end users to index their documents, and the more chances fields will get skipped. Take the time to interview the end users and truly find how they need to search for their documents.
- Always use a date. Dates are the ultimate filter that can be a life saver when searching for that needle in a haystack in a scanned document repository. Invoice date, purchase order date, contract date, etc. give you the power to narrow down your search results to a specified period and can be a huge help in audit based searches or searches for legal support.
- Use automation to reduce indexing time. Document capture applications provide automation and efficiency, and can reduce end user keying requirements on documents. Strong, accurate OCR technology, and Advanced Data Extraction (ADE) are absolutely required.
- Ensure your technology has a QA step. If you are going to go to all the trouble of scanning, capturing and migrating documents to a repository, make sure you can check your work. Misfiling a document can a painful experience.
- Full text search is the insurance policy. Always, I repeat always, convert your scanned documents to a searchable format, PDF Image with Hidden text. This will allow for granular searches beyond your index fields/columns, and can help you in the "find a needle in the haystack" tasks. But do not, I say, do NOT rely on full text search as your primary search method. Full text does not let you sort by specific document focused dates, cannot let you do range based searches on specific criteria, and restricts sorting and viewing in most repositories.
Monday, April 30, 2012
If you look at the headlines over the past few years, you cannot help but notice the number of natural disasters that have occurred. In my conferences with IT and Departmental Management, I always pose the question when discussing business continuity or disaster planning: Do you have a plan for your paper? Just about every company has implemented some type of plan for backing up their important digital files. Some go to the extreme with data snapshots that can be recovered from multiple locations. But companies typically don't take the same strategy with their paper assets. The good ole file cabinet, the protector of all things paper will provide protection, right? Companies need to take a good hard look at their paper, and assess the business impact should disaster destroy their file room. Backing up your paper nowadays is not hard, nor expensive when compared to the legal implications and time it would take to reproduce (if possible) contracts, customer files, sales records and the like. Any paper backup plan involves a concept i call Bridging the Gap (BTG). BTG involve hardware and capture software to digitize and build the bridge to the digital world, and then a repository on the "other side" to house the records and make search and retrieval simple. The repository can be as simple as a set of named network folders, or as complex as a true ECM system like MS SharePoint. Take the initiative and backup your paper today.
Monday, October 17, 2011
Document Scanning Models
- Easily standardized process due to a limited number of skilled/trained scan operators
- High speed hardware/software results in minimal processing time once paper is received
- Centralized reporting and control of overall process
- No loading on WAN infrastructure
- Centralized backup and restore
- Usually a high time delay for availability of documents
- High cost due to shipping of documents
- High maintenance costs
- High training costs to bring on new operators
- Disaster recovery planning issues if centralized site is down
- Operators are typically not knowledgeable in the documents they are indexing
- Scan operators are well versed in the documents they scan
- Documents are available almost immediately
- No shipping or transfer costs for documents
- Branch control of the whole scanning process
- Standardization can be an issue
- No centralized control or reporting
- WAN Bandwidth consumption can be high
- Licensing costs can be high depending on software utilized
- Put scanning in the hands of everyone in the organization
- Provides a great launching pad for collaborative solutions
- Simple, easy to use interfaces allow for minimal training and quick adoption
- Capture and indexing is now in the hands of the true document owner
- One-to-many solution provides a single device to service many users
- Lack of standardization without software addition
- Security and document control can be major issues
- Bandwidth from smaller branches can be a problem with larger scans
- Lack of hardware integrations with back-end systems
Hardware and Choosing Your Scanning Model
Posted by Stephen at 7:20 AM