Today, many industries are moving to a paperless environment. Particularly with those dealing with high levels of paper volume, an intelligent approach is needed to manage costs, classify these documents and make them searchable.
A capture solution consists of acquiring documents, associating document pages, assigning metadata, automating address exceptions and archiving to a repository. These logical steps are usually components or modules within the capture software, and are the basic building blocks, or DNA, of a properly designed ECM capture solution.
While researching scanning solutions, you should get samples of all the documents that need to be scanned and ask:
- Who needs to view these documents once they are scanned?
- Is there an existing document management system, database or other custom application that will be used?
- What information will they need to be able to locate the document?
- For forms, what information must be data entered from each document?
- Does this information appear on the document? Is it barcode, text, handprint or check box?
- Can the document be modified to add this information? Via barcode? Text? Handprint field? Check box?
- Does the information appear in the same location on each document?
- Is there a database available that already has some of the information you need?
- Are the people that need to use the scanning system located centrally or remotely?
- What is my estimated monthly or annual scanning volume?
If you’re still not sure if you need a scanning solution, This email address is being protected from spambots. You need JavaScript enabled to view it. to have a discussion today. Also, check out the following table in Aberdeen Group latest study, “Handling Paper in a Digital Age: The Impact of Document Management”.
| Annual Costs | Average Company (n=36) |
Top Performance (n=140) |
Potential Savings |
| Cost of documnet Capture |
19 Cents per document | 8 cents per document | $135,000 per year |
| 1.5 million documents | 1.5 million documents | ||
| $285,000 total | $120,000 total | ||
| Error remediation for document processing |
22 errors per 1,000 | 10 errors per 1,000 | $540,000 per year |
| 330,000 total errors | 150,000 total errors | ||
| $3.00 to fix an error | $3.00 to fix an error | ||
| $990,000 total | $450,000 total | ||
| Time spent on document capture |
4.1 minutes per document | 45 seconds per document | $2.5 million per year |
| 102,500 man hours per day | 18,750 man hours per day | ||
| 51 full time employees | 9.4 full time employees | ||
| $3 million in total salary / benefits |
$564,000 million in total salary / benefits |
||
Total Potential Annual Savings |
$3,175,000 | ||
This email address is being protected from spambots. You need JavaScript enabled to view it. for more information on document capture (scanning and indexing)
