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Technology Services Group, Inc.
Scanning Solutions Utilizing Documentum and the Web
September 5, 2003
2Confidential – Property of TSG
Agenda
Who we are Key Considerations for Imaging Solutions Relevant client case studies
Distributed scanning Centralized scanning Drop-off scanning
Q & A
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Who we are…..
TSG is a Chicago based consulting firm that designs and implements web based content and knowledge management solutions for Fortune 500 companies
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Documentum Imaging Experience
Centralized Image Capture Corporate Engineering Image Processing System
Resulted in 400% growth in user base over a single year Won a divisional IT award - in production 4 years and counting
Case Report Form Tracking System Leveraged existing image processing infrastructure In production 1 year – worldwide rollout planned for next year
Distributed Image Capture Web-based Clinical Document Capture
International roll-out in a validated environment In production for 2+ years
Fax Integration Connectsite.com
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Key Considerations for Imaging Solutions
What scanning hardware and software will be used to build the solution?
What scanning process will be implemented in the solution?
What indexing process will be implemented in the solution?
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Scanning Hardware
Hardware Considerations Manufacturer characteristics
Pages per minute Feeder Barcode recognition
Document Considerations Size Stock “Reality” – stains, folds, tears, staples What will prep time requirements be?
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Scanning Software
Software Considerations Integration Requirements
Pulling from other systems Automation of Attributing (OCR, ICR, Barcode) Interoperability with Scanner Document Quality Enhancement
DeskewDespeckleRemoval of Holes
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Typical Software Choices
Client/Server InputAccel - Kofax Multiple Clients High Volume Centralized Scanning
Web-based Image Basic – Pixel Translations Web Based Scanning Decentralized Can support high-volume scanners as well
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The Scanning Process
Scanning Process Considerations Total number of pages per day Location of the paper Turnaround-time for image availability Resource requirements Support requirements
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The Indexing Process
Indexing Process Considerations How will we populate attributes?
Best done by Subject Matter Experts?Can we minimize manual input?
Use Barcodes, OCR, etc. Pull data from other systems automatically based on key
fields
Which attributes do we need?No optional attributes!Determine the essential set required for retrieval
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Scanning and Indexing Process
Typical Choices Centralized Scanning and Indexing
Typically involves implementation of a scan center Distributed Scanning and Indexing
Documents captured and indexed at point of receipt Hybrid Approach
Drop-off scanning with distributed indexing
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Reaching a Decision…
Proof-of-Concept Sets expectations for quality of “real” documents Tests assumptions regarding capture software
and scanning/indexing process Allows forecasting of operational requirements Gets the users involved
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…Reaching a Decision
Typical Proof-of-Concept Findings Document quality driven by scanner hardware,
not scanner software Prep time is always more then initially thought
Use of barcodes and separator pages fairly common Hardware degradation after heavy use
Maintenance is always required Accuracy rate of recognition software
Will not improve in production
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Web Based Image Capture Case Studies
Case Study #1 Distributed Scanning Model
Case Study #2 Centralized Scanning Model
Case Study #3 Drop-off Scanning Model
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Case Study #1
Distributed Scanning Model
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Pain Points and Issues
Client required a global application 300 Locations Around the World
Client could not justify the costs of purchasing high-end scanners
Client did not want to sacrifice the time required for locations to send in documents for centralized scanning
Volume was minimal per location 100 pages per day
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Solution
Custom Web based image capture application ASP/VB COM application Utilizing Hummingbird ImageBasic ActiveX
controls Both TWAIN and ISIS drivers supported
Purchase low-end scanning hardware Brother MFC 9600 (TWAIN) HP Scanjet 7450c (TWAIN & ISIS)
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Scanners Used
Brother MFC 9600 HP Scanjet 7450c
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Solution continued…
Each user has a scanner at their workstation Fires up the application by hitting the URL
in web browser Scans pages through custom web interface After image is satisfactory, user indexes the
document and then saves in Docbase Available imaging actions include re-scan,
insert pages, replace pages
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Screen Shot – Scan Options
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Screen Shot – Pre-Scan
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Screen Shot - Scanning
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Screen Shot - Indexing
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Screen Shot - Distribution
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Screen Shot – Distribution
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Key Benefits
Documents can be scanned and indexed at the source of receipt
Scanner use and purchase decisions can vary based on location and volume
Subject matter experts can complete the indexing of documents directly over the web
Images are stored securely in a centralized Documentum repository for distribution
Consistency of development platforms (Microsoft) between scanning, indexing, and retrieval applications allows for better application support than traditional scanning approaches that introduce additional development tools
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Case Study #2
Centralized Scanning Model
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Pain Points and Issues
Accounts Payable department is storing documents on microfilm, after entering into AP system
Microfilm system is… Costly Tedious and time consuming – in particular on the retrieval side Inconsistent with bad image quality Inefficient to print from
Users desire access to electronic images rather than microfilm for invoices and expense reports
Ultimate goal is to open up the system to allow direct access for managers to look up invoices and expense reports themselves (secure self-service)
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Solution
Centralized Accounts Payable processing allowed for a centralized scanning model
TSG developed… Proof-of-concept application And performed scanner evaluation for client
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Proof-of-Concept
Custom Web based image capture application ASP application Utilizing Hummingbird ImageBasic ActiveX controls
Indexing completed in AP system from paper prior to scanning, minimal indexing required during scanning Purchase Order Bar Code stuck to actual invoice/expense
report Barcode recognition software used to leverage this
barcode for initial index, and then later match with AP system data send down from mainframe
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Application Flow
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Proof-of-Concept Results
Efficiency and ease of use of the custom interface became most important
With centralized scanning, scanner operator needs to spend minimal time on verifying image quality and indexing
Order of documents in a scan batch drives indexing Support documents follow the invoice or expense report
Custom indexing screen needed To capture scanning order requirements
Integration with AP mainframe system needed for attribute population
Success of barcode recognition is software dependent
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Screen Shot – Task Screen
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Screen Shot – Initial Index
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Screen Shot – Scan Results
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Screen Shot – Error Pages
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Screen Shot – No Barcode View
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Screen Shot – Barcode Error Correction
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Screen Shot – De-skew
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Screen Shot – De-skew (refresh)
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Screen Shot – Attribute Search
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Screen Shot – Voucher Search
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Screen Shot – Search Results
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Screen Shot – Merge Files
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Screen Shot – Indexing Resolution
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Scanner Evaluation
Since centralized scanning model, high-end scanners were evaluated Bell+Howell 8080D Fujitsu M4099D
“High-end” criteria Advertised throughput of 80 PPM or greater Daily duty cycles of 50,000 pages or greater Duplex scanning Support of multiple document sizes Automatic double-feed detection
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Scanners Evaluated
Fujitsu M4099D Bell+Howell 8080D
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Scanner Evaluation Tests
Paper Jam Test Multiple batches fed through scanner and each incident of paper
jams recorded Non Standard Paper Size and Type Test
Multiple batches of documents in different sizes and paper types, each incident of paper jams and double-feeds recorded
Speed Test Scanner was run for 60 seconds on two different DPI settings
Image Quality and File Size Test Subjective evaluation of image quality, and objective recording of
resulting file size Overall Batch Processing
Running batches through from prep to scanning completion
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Scanner Evaluation Test Results…
Paper Jam Test Both scanners were not prone to paper jams and handled all
test batches well Non Standard Paper Size and Type Test
No paper jams occurred, but one double-feed incident was observed on Fujitsu
Overall it seemed that the Bell+Howell roller was more precise at pulling separate sheets from a tight stack of papers
Speed Test 200 DPI: Fujitsu = 85 pages; B+H = 56 pages 300 DPI: Fujitsu = 41 pages; B+H = 37 pages
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…Scanner Evaluation Test Results
Image Quality and File Size Test Bell+Howell details
Yielded good usable images right out of the box – no adjustments to image settings were required
Image quality was good with all different types of test documents – yellow and green carbon paper, various type of receipts, highlighted text
Files sizes were reasonable Fujitsu details
Did not scan legible images out of the box – many adjustments needed to image settings
Image quality good for most document types, but had trouble with dropping out background colors (i.e. dark areas on carbon paper, highlighted text)
File sizes always larger than B+H
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…Scanner Evaluation Test Results
Overall Batch Processing Actual scan time was good with both high-end
scanners Errors in barcode reading was tolerable Prep-time was the big key
Took 38 minutes to process 7 batchesOut of that 38 minutes, 26 minutes was spent on prep
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Scanner Evaluation Final Pick
Bell+Howell 8080D Excellent feed
mechanism (roller was very precise)
Not as fast throughput as Fujitsu, but fast enough
Better Image Quality Smaller file sizes Comparable price
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Summary of Findings
Centralized process meets the business needs Large volume ~ 6,000 pages per day Leverages barcode numbers to complete
indexing
Web interface introduces self-service AP personnel no longer need to handle requests
Process will require additional resources to work
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Case Study #3
Drop-off Scanning Model
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Pain Points and Issues
No central repository for storing existing documents
Many different document types – each with different indexing requirements
Wanted to leverage existing scanning software (InputAccel)
Validated environment
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Solution
Drop-Off Scanning Built as a configurable system
Wide variety of Document types supportedFiles could be attached as either images or electronic
IndexingDone on Documentum – no content attachedBar Code Document Printed as CoverCover Page attached to Scanned Document
Attach Content Cover Page used to file Document
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Difference in Configuration Approach
Add new Document Type User or System Administrator
Need to add a document type to DocumentumNeed to add attributesNeed to add values in Data Dictionary
User or System AdministratorConfigures new index screenConfigures search screenDoes not need to retest or document change for
adding all of the above
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Screen Shot - Create Document Type
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Screen Shot - Add Document
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Screen Shot – Create Barcode Cover Page
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Screen Shot – Print Barcode Cover Page
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Screen Shot – Attach Electronic File
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Screen Shot - Search
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Key Benefits
Configuration functionality provides flexibility to support future document types without additional coding.
Dynamic Index Screens and Search Screens New document types added as new departments come online
Documentum provides central repository (Vault functionality)
Subject matter experts can complete the indexing of documents directly over the web.
Leverage existing investment in centralized scanning center and software
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Question and Answer
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For Even More Information…
Upcoming Webinar on
Imaging Best Practices
Hosted by TSG
October 2, 2003
Please leave a business card with us today and we will sign you up!
Jonathan Paetsch
(312) 372-7777 x 262
Ed Lee
(312) 372-7777 x234