Document Management | Sharepoint and Office 365 | Capture and Imaging
1. Do you need a scanning application or a capture application?
The marketplace is filled with applications that provide a means to convert paper to digital form, and I like to divide the offerings into two distinct silos: scanning applications and capture applications. If all you need to do is load paper and scan to a document library, and your volume is fairly light, scanning applications provide a simple, easy to use interface for these types of operations. Capture applications focus on efficiency, standardization, and automation. They provide enhanced feature sets like 2D barcode reading, zone OCR, data extraction, enhanced backend integration, and more. There is a gray area between the two silos, as most scanning applications have some basic capture features. Choose wisely young Luke Skywalker, and if you can, select an application that can live in both silos.
2. Standardization is King…and Queen, and Duke.
We have all seen the typical file server within our organizations, and it looks like a war zone. The lack of folder and file naming standards allows every user to use creative license, and save things “the way they like.” Scanning is no different, and putting in a scanning and capture process without standardization allows the end-user to take their paper mess and recreate it digitally. We have all seen the studies on the early adopters of SharePoint that are pulling their hair out at the absolute mess that has been created within their libraries. It is paramount to select an onramp application that provides document library, folder name, file name, and content type standardization through custom rule sets.
3. Hardware Agnostic – what about my 3-in-1?
Golly, that’s a mighty big word. Today’s imaging landscape includes all different types of scanning devices: desktop scanners, scanning copiers, scanning fax machines, etc. A scanning/capture application needs to work with just about anything out there that can be directly connected, or that can create an image file. Leveraging the investment in existing hardware is important not only from a financial perspective but also from a user familiarity perspective. If you give users a simple, familiar way to scan, they are more likely to adapt to new technology. Also, it allows flexibility in deployment and usage scenarios, and also gives you some hope any future hardware purchases will play nicely in your capture ecosystem.
4. OCR, ICR, and OMR – feature overkill?
Okay, I just had to delve into the imaging acronym soup. Probably the most important here is the capability to create searchable PDFs. Install the PDF iFilter, setup your crawl rules, and you now have a fully searchable repository. ICR and OMR? Aren’t those a little overkill for a SharePoint implementation? I see a number of organizations using OMR routing sheets to create a simple and effective cover sheet to route documents to a particular library and folder structure. Organizations can pre-print these, place them next to copiers, and provide onramp capability from any networked scanning device. ICR, not so much, but it has its possibilities.
5. Barcodes – Aren’t they just overcomplicating things?
Barcodes can do more than just dazzle techies. As organizations build out there entire document management strategy, the ultimate is the incorporation of barcodes into generated documents. Take, for example, the HR Director who has barcodes placed on all her forms to provide separation as well as form identification. Now when scanning employee packets, the capture software does the work, reading barcodes and routing documents to the appropriate library folder. With 2D barcodes, we can now place 1,000 characters into a thumbnail size area and automate the process further by embedding data into our contracts, forms, applications, etc.
6. SharePoint Integration – Sure, we can scan to SharePoint!
The SharePoint train has arrived, and everyone is getting on. Integration means something different to everyone. To one vendor, it means just dropping a TIFF into a library; to another, it means full lookup capability, content type mapping, and folder standardization. Dig deep into what goes on under the hood to make sure you get all that you want in an application. Make sure that they are using the SharePoint API, and that all the connectivity is done through standard communication formats.
7. The Sandbox – Do you play nicely with others?
Every organization has multiple repositories across departments and groups. Maybe it is the Accounting Department that uses SharePoint for AP, but also wants to dump check images to a folder. Or the Law Firm that has a custom-built MOSS Application, but also needs images scanned to their case management system. Finding a flexible and extensible scanning/capture application that can fulfill multiple needs is an absolute requirement nowadays.
8. Usability – “It just doesn’t work for me.”
I have seen it time and time again, the end-user revolt. Put in a difficult, painful application, and it will soon have virtual cobwebs everywhere. The application needs to be user-friendly but should have some power-user features as well to please the masses. Along with this, and most important, is training. End-user training on the use of the application and its capabilities can speed up the process, and overall adoption rate of the solution.
