AIIM - The Global Community of Information Professionals

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:

Read More

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

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.

New Call-to-action

Read More

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.

Click to Download

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.  Wouter.koelewijn@ysoft.com

Read More

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

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.

Read More

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.  

Read More

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 

 

Read More

Topics: content management, scanning, capture, information capture

Capture Needs a Makeover

Sep 20, 2016 6:04:28 PM by John Mancini

I find the auto-complete functionality in Google fascinating.

What I am referring to is when you type in a few words, and the Google algorithm predicts what you might be interested in based on your own behaviors and that of the universe at large.  It’s actually more fun if you log out of your own Google account first, to get less biased result so that you can get a true sense of what is on the mind of your fellow citizens. 

For example, if I start typing “I have a problem with” Google promptly offers this assistance:

This is a rather fun game. Try it.  Here are the results for “John Mancini.”  I am glad for the 3rd result, and also pleased to note that I have never been to Youngstown, OH.

The reason I bring this up is that the algorithm is essentially offering up words and phrases that go together, based on a huge pool of data and interactions. 

In everyday life, sometimes this is useful – it creates a shorthand that allows us to speed communication.  However, at other times – especially when terms and language are changing rapidly – it is reactive – backward looking – rather than predictive.

I think about this often as I talk with “capture” vendors and customers for “capture” products.  Because we all have used the term “capture” for so long, the phrase is almost always with automatically or implicitly expanded to be “scanning and document capture.”

Now in some ways that’s OK.  Because while traditional “capture” technologies have been around a long time, this is still a relatively immature market with lots of opportunity, especially among small and medium-sized organizations.  At AIIM, I am constantly amazed at the demand for what I would call “Document Capture 101” content.  At times it feels like I’ve fallen into a black hole and arrived back in 2002. 

"Capture" Needs a Makeover

But the term “capture” now needs a makeover to take the next step.  “Capture” – or some other descriptor -- needs to assume a much wider meaning in the disruptive world into which we are headed. 

A world in which not only documents, but all kinds of information are being captured.

A world in which all the information we capture – or have captured in the past – is put into motion and becomes a rich source of intelligence, insight, and potential customer value.

A world in which customer and process information is being captured closer and closer to the point of its creation.

A world in which the “image” being captured is the least important part of the value equation.

A world in which information capture – intelligent information capture – becomes the key enabling technology for digital transformation, and sets the stage for the machine learning revolution.

----

We'll be exploring some of these concepts on our webinar on October 5th, 5 Ways to Turn Your Information into Assets with Capture.  Join us.

Sign Me Up

You might also be interested in:

Read More

Topics: ecm, scanning, capture, bpm, information capture, document imaging

4 Steps to Improve Customer Experiences

Jul 25, 2016 3:21:13 PM by John Mancini

Leverage what you already have and know

Digital Disruption. Digital Experiences. They are on the wish list for just about every C-level executive. But where do you start? How do you move from the hype to value? A good place to start is by leveraging the capabilities you likely already have – scanning, capture, and the digital mailroom – and extending them into the core processes that you use to run your business. 

 Download Your Infographic

 

-----

I've prepared a free tip sheet on 4 steps to improve customer experiences -- free -- get it HERE.

Get my

 

Read More

Topics: mobile capture, customer service, scanning, digital transformation,

5 Benefits of Intelligent Document Recognition

Jul 14, 2016 9:15:24 AM by John Mancini

How can Intelligent Document Recognition change the way you view business processes?

The combination of pressure to reduce costs, comply with stringent regulations, and
satisfy ever-increasing customer service demands is placing a big strain on operations
and processes that rely on unstructured information such as documents, images and
e-mails.

Making matters worse is the explosion of information that must be managed efficiently
and securely, and the increasingly diverse channels through which documents arrive.
Approximately two-thirds of those surveyed report that the volume of documents (paper and electronic) flowing through their operations increased between 2014 and 2016, according to a 2016 survey conducted by Brousseau & Associates and commissioned by ibml. What’s more, two-thirds of organizations report that the volume of paper alone flowing through their document processing operations is unchanged or higher compared to two years ago.

A 2015 InfoTrends study found that implementation of the Dodd–Frank Wall Street
Reform and Consumer Protection Act of 2010 is one of the main drivers behind higher
volumes of paper and digital documents at financial services organizations. For
organizations in other industries, “big data” initiatives are requiring the capture of more
data, faster and more accurately than ever.

Intelligent document recognition provides five key benefits that transform unstructured information into the fuel that ignites better processes and insight:

  1. Accelerated document processing cycle times
  2. Streamlined regulatory compliance
  3. Enhanced service
  4. Reduced operating expense
  5. Streamlined document preparation

Interested in learning more?  Check out this new white paper, 5 Benefits of Intelligent Document Recognition, by AIIM Board member Dan Lucarini.

Get Your Free White Paper

You might also be interested in these posts...


Read More

Topics: ocr, scanning, capture, recognition, icr

What the Heck is Intelligent Document Recognition?

Jul 11, 2016 9:50:50 PM by John Mancini

How Does Intelligent Document Recognition Work?

Intelligent document recognition provides three key capabilities that transform unstructured information into the fuel that ignites better processes and insight:

1. Classification: Intelligent document recognition interprets content and patterns on documents to automatically classify paper and electronic documents into different document types, and determine the beginning and end of a document. For instance, intelligent document recognition can apply optical character recognition (OCR) technology to an entire document to capture information and compare it with data stored in lookup tables about known document types. 

2. Extraction: Once a document is classified, intelligent document recognition automatically extracts important data from anywhere on the document, creating information to start a business process and/or to populate a database in a downstream application such as an accounting system, enterprise resource planning (ERP) platform, customer relationship management (CRM) system, or enterprise content management (ECM) system. 

3. Release: Intelligent document recognition solutions automatically export data and images (such as searchable PDFs) to a business process/workflow or to any downstream system. This information is immediately available for use, to gain insights into operations and customers, or enabling workers to quickly take action.

Interested in learning more?  Check out this new white paper, 5 Benefits of Intelligent Document Recognition, by AIIM Board member Dan Lucarini.

Get Your Free White Paper

You might also be interested in these posts...


Read More

Topics: ocr, scanning, capture, recognition, icr

About AIIM

AIIM provides market research, expert advice, and skills development to an empowered community of leaders committed to information-driven innovation.

Click to Register for Redefining the Modern Records Manager

Subscribe to Email Updates