Selecting Imaging Software

Imaging software is a subset of ECM (Enterprise Content Management). Essentially, imaging is the methodology of getting paper into the ECM system (as an electronic document). Often, the two are bundled together as one seamless package (or suite). Other times, they are separate.

For instance, when an organization purchases a COTS (Commercial-Off-The-Shelf) ECM system, most of the time, the package includes an imaging component (or module). Common ECM software that includes an imaging module are (partial listing);

• Alchemy (OpenText)
  
• FileBound
  
• FileNet
  
• LaserFiche
  

There are some ECM systems that do not provide for an imaging module. Most often, this is the scenario where an organization's IT staff will build their own ECM system. For example, the backend database is SQL or Oracle and the front-end is a website, in order for authorized staff to access the electronic content. Under this, more increasingly common scenario, imaging software needs to be purchased in order to get the paper into an electronic format (e.g. as a TIF or PDF).

When considering the right ECM system for an organization, the actual imaging module (or imaging methodology) is of critical importance. Why? This is because the act of imaging is where considerable labor component exists. Not to mention, the separate requirement for data entry - in order to be able to find the electronically scanned images.

After calculating a ROI (return on investment) many organizations rely upon SoftFile to provide the actual imaging and data entry components. This is because, SoftFile can simply provide imaging for much less than an autonomous approach.

However, if the organization is bent towards the autonomous, do-it-yourself approach, do consider the following. When purchasing an imaging system, before the first page is scanned, 80% of the costs will be for the hardware and software purchases. Conversely 20% of the out of pocket costs will be for applicable maintenance contracts.

Now, after the first page is scanned and everyday forward, 20% of all costs will be for maintenance contracts and the remaining 80% will be on your organizational labor. So, it is critical that your selected imaging system can mitigate labor as much as possible.

In order to mitigate labor costs, your imaging software needs to automate as much as possible. For example, your selected imaging system should be, at a minimum, able to utilize (partial listing);

• Barcode technology
  
• Including Parent-Child level (sublevel) barcodes
  
• Full-text OCR (Optical Character Recognition)
  
• Zonal OCR (template based)
  
• IMR (Intelligent Mark Recognition)
  
• More
  

SoftFile offers ECM consulting. Why not call and benefit from our 23 years of imaging experience.

Common ECM Mistakes

As SoftFile has worked with numerous federal, state, local public agencies and the general business enterprise environment. We have seen many electronic content management mistakes. Such mistakes might not be noticeable at first, however they can compound over time leading to total ECM failure. These mistakes typically include any of the following (partial listing):

• Not enough document profile fields captured
  
• No records retention schedule expiration listed
  
• Use of too many folders (instead of a ECM database)
  
• Use of students or interns to scan and index documents
  

Document Profile Fields

Metadata is generally considered the data that is automatically collected when a document is scanned (e.g scan date and file size). Document profile field(s) are those fields that are captured in order to electronically retrieve (look-up) a document. Most records management experts assert that three (3) document profile fields should be captured (in case one or two are collected in error). For example,if you are scanning historical newspaper articles, the document profile fields might be the article's: title, author, date, source.

No Records Retention Schedule Expiration Listed

It is an error to assume that, simply because it has been scanned, an electronic document should be saved forever. We save documents - usually in reaction to some legislative requirement to do so (e.g. a medical record for seven years). Otherwise, if the record is destroyed prior to the legally required retention period, a patient might be able to successfully sue. However, say there is some sort of mistake in the record, if you keep a record longer than you are required to do so and the mistake is discovered in say, year nine - when the record could have been deleted after year seven, you are still legally responsible for what is recorded.

Use of too many folders

Psychologically, the use of electronic folders (and sub-folders) makes us feel comfortable in terms of saving electronic files. However, those same folders often hinder our ability to perform a global search by keyword or phrase. It is important to think in terms of a common database with the use of document profile fields instead of the use of folders and sub-folders.

Use of students or interns to scan and index documents

Really, this is a very bad idea on numerous levels.

Free Government Consulting

While there might be a hiring freeze, perhaps you will be able to reallocate current resources to the core business service once SoftFile has eliminated your labor intensive bottlenecks.

Such bottlenecks are often paper-processes.

SoftFile realizes that due to the current budget constraints, government departments are being asked to identify ways to reduce expenses.

SoftFile is experienced at using innovative document technology to help government agencies with their business processes.

Our consultant will be able to offer you different options that can reduce the costs associated with your current paper document processes.

Our government services consultants will arrange to visit your office at a convenient time. They will spend up to four hours analyzing your paper processes and gathering information. They will then prepare a report which will offer possible solution options.

What's The Catch?

None, SoftFile has been successful at helping other agencies save money by using technology to improve business process. We believe we can do the same for you. There is absolutely no obligation to purchase anything. We won't pester you with any follow-up phone calls and emails.

What Do I Get?

You will simply receive a written report that you can share with your management detailing ways to improve the current business process. This report will contain two or three practical options to help make your business processes more efficient and less expensive.

What Types of Processes Do You Analyze?

SoftFile specializes in the following areas. Click on the list for more information:

• Data Capture
  
• Document Scanning
  
• Workflow
  
• Forms Processing
  
• eForms