Unfortunately, research from the Gartner Group shows that professionals spend 50% of their time searching for information, with an average of 18 minutes spent to locate a document. Additionally, an estimated 15% of paper documents end up misplaced or misfiled. And those misplaced documents can cost a lot more to find and replace than you might think. See some of the costs associated with paper documents here.
Thursday, February 5, 2015
Posted by Psigen at 9:18 AM
Friday, March 21, 2014
Don't Let the Cloud Kill Your Network
Companies have been slow to adopt cloud-based ECM for a variety of reasons: security, perceived lack of control and lack of integration. Scanning high image volumes to the cloud can kill your network, and cause major issues. Take these 5 steps to make sure a smooth roll out:
- Assessment is key. Doing a file assessment and analysis should be done immediately. Take a deep dive into each of your departments, and figure out their scanning and capture needs. Does your legal department want to scan 500 page documents? Is back-scanning of file cabinets going to be a major portion of the project? Does marketing want to scan full-page color? Key areas to be identified are: large document scanning, color requirements, and high volume areas. For more information on planning and assessment see here: Scanning Planning
- Check your internet bandwidth, and monitor. IT involvement from a monitoring perspective will be key to ensure you proper bandwidth to support your scanning efforts. Batch uploads from large file scanning can kill bandwidth quickly, and create a user revolt. Proof of concept and single department implementations can give great insight into network impact, and provide some great stats for follow on phase roll outs.
- Check your device settings, and control them. Most scanners and copiers today will scan in full color if you let them. File sizes vary to the extreme between black and white, grayscale and color. Along with color settings, DPI should be controlled, and in most cases 200 DPI black and white is sufficient for most organizations needs. Nothing kills a party like a 500MB color scan!! Tips for Scanning Copier settings: Copier Settings that Kill
- Check your server side settings. Does your ECM System set file upload limitations. Make sure from your file assessment that you will be able to handle all file sizes required. If you cannot control these settings, or your provider will not change them, make sure you use a capture technology that can perform file splitting for you (PSIGEN is one that allows dynamic file splitting to SharePoint).
- Timing can be key. Depending on your requirements, it may be necessary to control large uploads. For example, some customers have chosen to do their back scanning and large uploads during off hours / weekends so as to not impact daily operations. Others will coordinate with a 3rd party scanning service to perform all their high volume scanning off site, with a planned, controlled upload during off hours.
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. There are a number of new startups, like StratusFlow, that are focusing on solving the key problem through the cloud. 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.
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.