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Smarter Document CaptureSmarter Document Capture

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Peggy Winton – VP, AIIM Market Access

Ari Gross – CEO, CVISION Technologies Inc.

Ralph Gammon – editor, Document Imaging Report

AIIM Presents:AIIM Presents:



About AIIMAbout AIIMAIIM is the community focused on providing education, research, and best practices to help organizations find, control, and optimize their information for maximum value.

Learn more about AIIM at www.aiim.org.


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Ari Gross CEO – CVISION Technologies Inc.


Smart Captured DocumentsSmart Captured Documents• Web-optimization :: On demand access

• Recognition :: OCR, ICR, bar codes, form coding

• PDF/A :: Reproducibility, long-term archiving

• Compression :: Image files at electronic file sizes

• Metadata :: Embed field info, Database independence

• Color Imaging :: Improved appearance & recognition


CompressionCompression• Significant progress in compression technology

• Scanned files can be compressed as small as the original

generated files

• Amenable to web hosting, email & backups

• Print on demand

Word Document921 KB

Scanned TIFF13,124 KB

Standard PDF13,058KB

Compressed PDF870 KB

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http://images.google.com/imgres?imgurl=http://www.abs-usa.com/solutions/business_plan_software/ubp/resources/ms_word_logo.gif&imgrefurl=http://www.abs-usa.com/solutions/business_plan_software/ubp/default.aspx&h=48&w=49&sz=3&hl=en&start=6&um=1&tbnid=5T4KX3l1RjPRJM:&tbnh=48&tbnw=49&prev=/images%3Fq%3Dms%2Bword%2Blogo%26um%3D1%26hl%3Den

http://images.google.com/imgres?imgurl=http://fredericdevillamil.com/files/pdf-logo.jpg&imgrefurl=http://spartauto.com/urunincele.php%3Fuid%3D8&h=175&w=175&sz=8&hl=en&start=2&um=1&tbnid=QVWX46aL5S6UEM:&tbnh=100&tbnw=100&prev=/images%3Fq%3Dpdf%2Blogo%26um%3D1%26hl%3Den


RecognitionRecognition• OCR, Optical Character Recognition, recognize printed text

• ICR, Intelligent Character Recognition, recognize handwritten text

• Barcode, identify and recognize barcodes

• Form recognition, identify form type & extract relevant database fields


MetadataMetadata• Metadata insertion supports document portability, i.e., platform

independence

• Make documents self-aware, e.g., re-attach dead documents

• Consistent with ARMA & NARA recommendations

• Useful for encoding important document information, e.g., dbase field

data, retention policy

• Automated insertion into document management system


Recognition (OCR, ICR): Advantage ColorRecognition (OCR, ICR): Advantage Color

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1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

Color vs. B&W Recognition Rates

Num

ber o

f w

ords

Metrics

36 invoicesGreen – color invoicesBlue – bitonal (B&W)

Words’ RecognitionColor invoices - 4390B&W invoices – 2824 55% improvement


Elements of Smart Captured DocumentsElements of Smart Captured Documents• “Smart” captured documents increase the functionality of image files • Smart documents include support for web-optimization, OCR, reproducibility, metadata, and auto-indexing• PDF supports smart documents • PDF/A is a restricted version of PDF (1.4), especially suited for document reproducibility & archiving • Smart captured documents result in improved corporate ROI• Smart captured documents are very compelling for Web-based, distributed database, and email applications



Exploring next-generation document images

Ralph Gammon – editor, Document Imaging Report


Traditional Document ImagesTraditional Document Images• Captured in centralized environments with high-speed

scanners• Black-and-white, TIFF, Group 4 compressed• Meta data managed through document management

systems• Not considered a long-term archiving format

Presenter

Presentation Notes

I’ve seen the demo where the guy from Kodak pulls out six different obsolete disk types, 5.25 in floppy, ect. Not to mention file formats and meta data formats Some companies have made a business out of transntioning images from legacy image mamagemnts systems into new ones We’re here to tell you it doesn’t have to be like that.


Who am I?Who am I?• Editor of the Document Imaging

Report since 1998• Premier source of news and

analysis in the document capture and imaging market

• Accept no advertising in print publication

• Paid subscription• www.documentimagingreport.com• Publisher RMG Enterprises

http://www.documentimagingreport.com/


The Potential of Document ImagingThe Potential of Document Imaging• Color scanners now available for the same price as

black-and-white• Distributed capture infrastructure in place• Advanced compression methods increase usability of

color images• PDF/A approved as an ISO standard

Presenter

Presentation Notes

Advanced scanner technnology cominog downstream Not only color at 300 dpi, but better feeders, including double-feed detection, MFPs are being duplex scnaning enabled, even seeing network scanning devices designed to combine the best of both worlds Last one is an image archiving format AIIM helped with the developer and was published as standard in 2005


PDF: A better file format?PDF: A better file format?Stands for portable document formatIntroduced by Adobe in 1993According to Adobe, more than 500 million free PDF readers have been downloadedIn 2007, Adobe submitted the PDF specs to ISO for ratification as an international standardPDF/A (archiving) approved in 2005

Presenter

Presentation Notes

Background on PDF Accepted as a de factor standadard


PDF: A Versatile Document FormatPDF: A Versatile Document Format• Supports both imaged and electronically-generated files• Supports color and bi-tonal compression

– Group 4, JBIG2, JPEG, JPEG 2000– Supports image segmentation and layering

• Self-describing image format


PDF: A selfPDF: A self--defining image formatdefining image formatProvides structured container for carrying important document information

Full-text OCR results for searchabilityMeta data such was when the document was created, who the authoris, when it was scanned, what type of document it is, etc.

Historically, this information has been kept in a database separate from the image

If you change image management systems this information needs to be transitionedMeta data is not portable

.

Presenter

Presentation Notes

Enabled d; Typical PDFs can be cumerberson but technology from vendros like CVision and others, enables you to skip to a thumbnail and start downloading form there istneald of hainv to get back to the beginnig of a document PDFs are also a great format for distirbtued capture because everybody knows how to work wtih them Compresseed PDFs are even better


Capturing Meta DataCapturing Meta DataSeveral options for capturing meta data

Key entryBar codesOCR/ICR/IDR

Meta data entry increasingly automated Improvements in OCR/ICR

VotingDatabase look-upsBetter image quality

Introduction of intelligent document recognition (IDR)

More meta data means more optionsData miningRecords managementAutomated workflows


PDF Compression: Why Smaller is Better PDF Compression: Why Smaller is Better • Cost of storage is falling, but still can be significant when talking

about millions of document images• When viewing on the Web, smaller files mean faster downloads and

a better user experience• In distributed scanning environments, smaller files are simpler to

move around• JBIG compression can create bi-tonal PDF files similar in size to the

original electronically created files• PDF color compression techniques can create file sizes up to 100

times smaller (and higher quality) than their JPEG counterparts



PDFs for Web ViewingPDFs for Web ViewingPDF viewer is universalPDFs can be optimized for Web viewing

This is helped by advanced compression that creates smaller files to downloadAlso supports multi-page files and use of intelligent downloads


Why color images?Why color images?

Presenter

Presentation Notes

This is somewhat of an exxageration, but you can see which is the clearlest aimge


Why Color Document Images?Why Color Document Images?• Truer representation of the original• Contains more information• Adoption of color printing• Better for Web viewing• Improved recognition rates

Presenter

Presentation Notes

For sorting etc. MFP guys are really pushing this as it increases their consumables costs Not here


Why not color scanning?Why not color scanning?Color file sizes can be very large

Typical 300 dpi scanned color page represents 24 MB of raw dataEven a JPEG compressed document images can be more than 10 times the size of a bi-tonal counterpart (400 KB for color vs. 40 KB for bi-tonal

JPEG not optimized for image viewing


How advanced color compression worksHow advanced color compression worksPDF supports MRC (Mixed Raster Content)

Enables segmenting of document in layersOnce segmented, those layers can be compressed separatelyEnables optimal compression of each layer and file sizes 10 to 100 times smaller

Presenter

Presentation Notes

More if you are using color But if blacka nd white –use JBITG


LossyLossy vs. Losslessvs. Lossless• Lossless can be a misnomer, as any color document

captured in black-and-white is losing information• Perceptually lossless images are those that when

viewed from a certain distance appear identical to human observers.• While compression formats like JBIG2 and JPEG are not

technically lossless, they can also be classified as perceptually lossless

• Best practices call for users to adjust their advanced compression settings until they are satisfied that images for a certain type of document are perceptually lossless


PDF/A: longPDF/A: long--term archiving formatterm archiving format• Designed so that a PDF/A file created today will be able

to decoded by a PDF/A reader in perpetuity• Internally contains all resources necessary to be

rendered– Contains provisions for meta data

• Approved as an ISO standard in 2005– Has yet to gain widespread adoption, but are starting to see some

initiatives on the international and state gov. level

• Applicable across electronic files and images– Applications available for testing validity of PDF/A files– PDF Center for Competence dedicated to developing best practices

around PDF/A adoption (www.pdfa.org)

http://www.pdfa.org/


Levels of image enhancementLevels of image enhancement• Basic: deskewing, despeckling, auto-crop, blank-page

removal, analog color dropout• More advanced: line removal, electronic color dropout,

auto-rotation based on text, multi-streaming• Most advanced: grayscale thresholding, color

segmentation


Grayscale can be as good as colorGrayscale can be as good as color


Example of Grayscale ThresholdingExample of Grayscale Thresholding


Presenter

Presentation Notes

55% better recognition rates




SummarySummary• PDF represents a more versatile file format than TIFF or

JPEG• PDF represents a smarter, self-contained file format

– PDF/A represents an ISO certified long-term image file format• Technological advances in the following areas have

combined to make PDF a more attractive imaging format – Compression– Display– Meta data capture– Scanning


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“Submit Question” Button.


Upcoming WebinarsUpcoming Webinars

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