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Guest Post - How important is digital document consistency?

Oct 30, 2017 10:00:00 AM by Wouter Koelewijn

A repository containing documents that were digitized inconsistently or inaccurately presents a new set of problems for an organization, problems that can hinder the productivity gains they had hoped to achieve.

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Topics: privacy, business process, scanning, capture, security, Digital business, information security, information capture, gdpr

Understanding the key obstacles to your capture and workflow project – and how to overcome them

Aug 16, 2017 12:01:00 PM by John Mancini

In a recent AIIM survey, we asked organizations a simple question:

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Topics: content management, workflow, ecm, scanning, information capture, nuance

4 Information Capture Challenges to Prepare for the Era of AI and Move to the Next Level

Jul 27, 2017 12:13:55 PM by John Mancini

 

In a recent AIIM survey we investigated the question of what information capture “leadership” looks like in user organizations. What does information capture look like in leading organizations that want to position this competency not only as a source of immediate competitive advantage, but also as a long-term competency critical to the coming era of machine learning?

What are the problems that organizations are experiencing with their capture implementations as they consider this evolution? Here 4 key problem areas that surfaced in our survey; we’ll also be discussing this survey and its implications in an AIIM webinar on September 19.

4 Key Information Capture Challenges in Moving to the Next Level

  1. Multiple document types -- Most organizations are struggling with capture complexity that is driven by the sheer volume of document types that must be managed.
  2. Uncertainty about data accuracy -- Data is at the heart of the Digital Revolution. And data quality is at the heart of the challenge facing organizations as they attempt to make their data fit for purpose and fit for use.
  3. Poor usability -- 62 percent of respondents in our survey rate their capture software “very difficult” or “somewhat difficult” to configure.
  4. True information capture is more complicated than simple imaging -- Capture is often assumed to be synonymous with scanning. The reality is that most organizations need to do far more than just process images.

Interested in learning more? Download my new free Tip Sheet!

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Topics: information capture, machine learning, intelligent capture, Artificial Intelligence, parascript

11 Things You Need to Know About Uncontrolled Information

Jul 18, 2017 10:47:00 AM by John Mancini

The reality for many organizations is that uncontrolled information – and especially paper -- still has a stranglehold on day-to-day activities. Many tasks requiring review and approval still require physical interactions with paper-based information. There is clearly room and opportunity for business organizations to maximize their information use and value as well as lower operating costs by removing paper from their business processes. 

Information capture is the first step in being paper-free, whether it is digitizing paper using scanners, or capturing digitally created information immediately and maintaining it in digital form. 

Consider the following 11 data points from AIIM research pointing to the challenges associated with managing unstructured information:

  1. 65% of organizations say they are still “signing” on paper.
  2. Paper is still with us despite everything - only 43% of organizations say paper is decreasing in their organizations.
  3. The human factor is still the primary reason for paper use for handling, reading, and note taking (47%), along with lack of a management plan to move away from paper (47%).
  4. 39% of organizations say they lack understanding and awareness when it comes to paper-free options.
  5. 66% of organizations report rising numbers of digital inbound documents.
  6. 38% of organizations say that they now receive more digital invoices than those in paper form.
  7. When it comes to converting key business processes, Accounts Payables (AP) is the top priority for 30% of organizations.
  8. 36% of organizations say they have a combination of paper and digital content in the same workflows.
  9. 43% of organizations say removal of paper from processes should be a constant objective.
  10. Key benefits identified in gaining control of uncontrolled information are faster customer response (50%) and higher productivity (42%).
  11. 45% of organizations report payback of their information capture investments in less than 6 months.

Interested in finding out more? Check out this new Tip Sheet, Understanding the “Three” Root Causes of Process Inefficiency.

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Topics: content management, ecm, scanning, capture, digital transformation,, information capture

Guest Post - Scan to Email is not the Right Way to Digitize Your Business

Jun 30, 2017 10:38:00 AM by Wouter Koelewijn

An increasing number of organizations are digitizing their business processes to improve productivity and reduce costs and the risk of human error. Often organizations start by scanning to email where a person scans a document which is sent into their personal email inbox and is then manually delivered to the final destination. This is extremely bad for businesses and replacing scan to email should be a key part of any organization’s digitization strategy.

How Scan to Email is Damaging Your Business

The manual nature of the scan to email process and its limitations are outdated and paradoxical to everything digitization aims to achieve. Scan to email also poses several issues which makes it harmful for your business, including:

  • Unsecure and Non-Compliant – A scanned document sent by email allows sensitive and confidential documents to be forwarded easily to anyone outside the company or to the wrong people internally. In industries that must adhere to compliance regulations to ensure privacy, the potential for human error or malicious behaviour can have serious consequences.
  • Inconsistent Document Format, Quality and File Naming – Today’s scan or multifunction printer devices are complicated with complex menu systems. The user has to make many decisions, including the output file type, scan quality settings and name of the document. This results in inconsistencies, making it difficult to manage digital content.
  • Limitations of Image Files – Traditional scan to email usually only creates an image file as a read-only PDF. Consequently text cannot be keyword searched and retrieved easily. Costly time is spent on searching for documents that could be better spent on more productive activities.
  • A misuse of Email – Any IT administrator will tell you that cost of email storage is expensive. Scanning to email, forwarding by email – clogs up email infrastructure. Rarely does anyone permanently delete scans sent by the printer.

What is the alternative?

So, what is the alternative?  Quite simply, companies should look for solutions that offer digital document workflows with built-in tools to eliminate these issues. Removing as much of the manual process as possible speeds up the process, improves accuracy and provides consistent digital content that can be searched and retrieved easily. Further, workflows that automatically send the encrypted digital document to a pre-defined, authorized destination is a critical need. The destination might be a cloud-based repository (such as Dropbox Business), an on premise electronic content management (ECM) or a line of business application. By defining an authorized destination and automatically routing the scanned document to that location, the possibility of digital files getting lost or into the wrong hands is eliminated. 

What are Digital Document Workflows?

Digital document workflows are templates that are set up by an administrator and determine scan parameters, including the quality, name, format as well as the destination of the document. These automated workflows simplify and secure the scan process for the user, reducing it to a simple and accurate one click process, all carried out at the scanner or MFD (multifunctional device). The document is output into a usable file format so that it can be both edited and searched to enable quick and easy retrieval. In terms of security, individuals only see the workflows they are authorized to use, making it quick, simple and secure.

Further, workflows can be created for a particular user or groups of users; for example for all users responsible for scanning invoices. In this way, all users create and distribute scans in a consistent manner. Let’s look at a particular use case for automated scan workflows.

Scan and forget

Compared to scan to email, digital document workflows enable the user to scan and forget. The workflow is predefined and with one press of a button, the document is scanned, stored and, if needed, an email is sent to someone automatically alerting them of the document’s arrival. In this sense, the user simply scans and forgets about the details as they are taken care of automatically.

Contrast this to scan to email. At the scan device, the user has to decide whether the scan will be a pdf or a jpg typically and the scan settings have to be chosen by stepping through complicated and confusing menu systems. This is repeated for each scan. Then it is back to the workstation to check email for the scan’s arrival. Next, open email and save the document with a name that makes sense for her (but maybe not for anyone else) to the desktop or networked folder. This is repeated for each scan. In many cases, an email is sent to someone to let them know the scan is on a networked folder or the email itself contains the scan (email clogging). In any of these steps, there is room for human error.

There is little doubt that scan to email is an outdated, inefficient process that poses a high risk of human error. Scan workflows remove these issues. For any organization looking to improve efficiency through digitalization, replacing scan to email is essential.

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About the author:  

Wouter Koelewijn is Senior Vice President, Managing Director, Y Soft Scanning Division and an outspoken advocate for simplifying scanning on MFD's (Multifunction Devices). Prior to working with Y Soft, Mr. Koelewijn founded X-Solutions in late 2002 which was later acquired by Nuance in 2009. Prior to X-Solutions, Wouter was the CTO and co-founder of a Xerox concessionaire in the Netherlands from 1994-2002. Mr. Koelewijn is married and has two children. He enjoys skiing, swimming and sailing.  [email protected]

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Topics: privacy, business process, scanning, capture, security, Digital business, information security, information capture, gdpr

5 Ways to Use Intelligent Capture to Get All Those Chaotic Incoming Documents Under Control

Feb 8, 2017 9:00:00 AM by John Mancini

[This post is based on a presentation by industry analyst Mark Brousseau on a January 18 AIIM webinar. Mark Brousseau is a noted marketer, analyst, speaker and writer with more than twenty years of experience advising leading providers of payments and document automation solutions. He is President of Brousseau and Associates, a full service marketing PR and business development firm specializing in the payments and document automation arenas. You can view the original webinar HERE.]

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Topics: information capture, intelligent capture

Watch for These Vulnerabilities In Your Information Capture Solution

Feb 1, 2017 10:56:52 AM by John Mancini

[This post is based on a presentation by industry analyst Mark Brousseau on a January 18 AIIM webinar. Mark Brousseau is a noted marketer, analyst, speaker and writer with more than twenty years of experience advising leading providers of payments and document automation solutions. He is President of Brousseau and Associates, a full service marketing PR and business development firm specializing in the payments and document automation arenas. You can view the original webinar HERE.]

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Topics: information security, information capture

3 Ways Document Capture is Changing

Nov 15, 2016 6:29:40 PM by John Mancini

That nice comfortable world we knew as “document capture” is changing and it’s ABOUT TIME.  Capture is becoming something much more strategic.  Here are three key changes I see.

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Topics: mobile capture, scanning, capture, information capture

How can Mobile Capture Help You DIGITALIZE Your Business?

Nov 7, 2016 9:00:00 AM by John Mancini

Information capture is one of the most important elements in an organization as it brings the information into the information ecosystem, places it under proper control, and makes it accessible and available for action.  

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Topics: mobile capture, digital mail, scanning, information capture

The Top 10 Mistakes Companies Make When Deploying a Document Scanning Solution -- And How to Avoid Them

Oct 18, 2016 5:22:15 PM by John Mancini

I recently came across this white paper, and rather liked the insights it provided in how to avoid mistakes in choosing a document scanning solution.  Here’s a quick snapshot of the 10 Mistakes contained in the white paper.  Click HERE to get a copy of the whole paper.

DOWNLOAD YOUR WHITE PAPER 

 

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Topics: content management, scanning, capture, information capture

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