1. #AIIMYour Digital Transformation Begins with
Intelligent Information Management
It All Starts Here: Effectively Capturing
Paper and Digital Documents in your
Existing Applications
Presented September 19, 2018
It All Starts Here: Effectively Capturing Paper and
Digital Documents in your Existing Applications
An AIIM Webinar presented September 19, 2018

2. #AIIMYour Digital Transformation Begins with
Intelligent Information ManagementYour Digital Transformation begins with
Intelligent Information Management

4. Tips for Participating in Today’s Webinar
 Group Chat – to talk with each other, found in the icons along
the bottom. Note: everyone can see and participate.
 Q&A – for questions to the speakers, held for the end (and
tech help).
 Check out the Resources available to you today, in the box to
the right of the slides.
 A Survey will open at the conclusion of the webinar – we value
your feedback on how we did today.

5. Kevin Parker, CIP
CEO
Kwestix
Baris Esici
Sr. Consultant, Document
& Data Services
Accusoft
Host: Theresa Resek, CIP
Director
AIIM
Today’s Speakers

6. Certified Information
Professional (CIP), AIIM
ECM Master, AIIM ERM
Master, AIIM BPM Master,
AIIM SharePoint Master,
AIIM Capture Practitioner.
Kwestix
Kevin Parker
CEO, Kwestix
Introducing our Featured Speaker

7. Captured
Documents
Paper
Photos
Email +
Attachments
Scanned
PDFs
Born Digital
PDFs
Office
Documents
Structured
Data (e.g.,
XML)
Many Document Sources and Types

8.  DX is about Business Transformation using Digital
Tools—i.e., leveraging modern technology.
 DX does not mean digitizing paper processes—but
can certainly include it!
 DX is a means to an end: meeting business goals in
ways that are smarter, faster, better.
 DX starts and ends with business processes—
involve IT from the start.
Defining Digital Transformation (DX)

9.  Access is limited.
 Sharing is difficult.
 Security is problematic.
 Processes are slow.
 Information is locked away or lost.
Problems with Paper and Scanned Documents

10. Bad examples:
• A broken insurance
reinstatement process
that takes weeks instead
of minutes.
• A broken internal IT
requisition process.
Good examples:
• Easy receipt submission
for staff expenses.
• Online renewal of vehicle
license plate tags.
Personal Examples of Bad and Good Processes

11. • You usually don’t have to—modern IT
solutions interface nicely.
“We already invested so
much in LOB software and
don’t want to replace it.”
• This is fine for one-off document capture,
but not for defined business processes.
“People already have the
ability to scan documents on
our departmental MFPs.”
• Is it really working? What do the involved
staff think? What do the BAs and EAs say?
“What we do is working.
Why change?”
Common Organization Hang-Ups

12. Do end-to-end business analysis of
business processes.
Prioritize processes and points for
improvement.
Work with LOB leaders and the CIO’s
department to design, budget for, and
deliver capture improvements.
Support DX with Smarter Document Capture

13. Begin with the End in Mind:
Strategy, Architecture, and Governance
• What is the end purpose of the
information?
• Input for a process?
• Evidence for adjudication?
• Historical records?
• Where should it end up?
• BPM system?
• CRM system?
• Payment processing system?
• Records center?
• How should it look when it gets there?
• Structured data (e.g., XML)?
• PDF document?
• Images? TIFFs?
• A document set?
• How should it get there?
• Automatic routing?
• Manual upload?
• Physical media?
• What metadata does it need?
• For proper indexing and findability?
• For routing and processing?
• How should copies be controlled and
governed?
• Once captured, what should happen
to the paper copy?
• During transit, what happens to
copies on various media?

14. Capture Fails to Avoid
• Variations in forms and formats, business processes, equipment and software
• Poor quality documents, preparation, scanning
• Issues with indexing, storage and transfer, verification and quality control

15. • Reduce variations in individual forms.
• Standardize document formats.
Forms and
formats
• Clearly define and map business processes.
• Limit changes in business processes.
Business
processes
• Use standardized scanning devices.
• Use standardized software.
Equipment and
software
Reduce Variations

16. • Use crisp, high-contrast originals.
• Ensure clear text and marks.
Original
Documents
• Batch by similar sizes, colors, indexing requirements.
• Unfold and remove staples.
• Ensure proper orientation and order.
Document
Preparation
• Use a standard DPI (e.g., 300 DPI).
• Choose the best color option (Bi-tonal, Grayscale, Color).
• Create better images.
Document
Scanning
Improve Quality

17. •Capture metadata from context when possible.
•Leverage auto-classification tools.
•Consider double-key metadata entry.
Indexing
•Send directly to the right repository.
•Send exceptions to a queue.
•Avoid transferring via physical media where possible.
Storage and
transfer
•Use imprinting/endorsing (Bates stamping).
•Perform scanning verification and image quality checks.
•Perform text searches to verify OCR results.
Verification and
quality control
Avoid Issues

18. • Scanning equipment: Document feeders, Duplex scanning, Simultaneous color
and b/w scanning, Imprinting/endorsing
• Scanning software: Scanning SME vs. LOB staff UX, APIs and SDKs
• Recognition software: OCR, ICR, OMR, MICR, 1-D and 2-D barcodes, APIs and
SDKs
• Auto-classification and indexing software: Database lookups, Zonal recognition,
Drag-and-drop indexing, APIs and SDKs
• Workflow and routing software: APIs and SDKs
Leverage the Right Tools for the Job

19. Practice Continuous Improvement
Leverage
Plan/Do/Check/Act,
Lean Six Sigma, or
similar improvement
method.

20. • Docs are stored in their SPOT (Single Point Of Truth) without duplication.
• LOB apps or specialized doc viewers can present docs to authorized people.
• Specific pieces of sensitive data or entire sections of documents can be
redacted for specific groups of authorized viewers.
• Original file should remain unaltered.
• Digital Signatures can be leveraged.
Better Collaboration on Captured Documents

21. All Organization Sizes Need Smarter Capture
 Whether 10 or 10,000 staff,
smarter capture brings great
improvements in efficiency,
cost, insights, and impact.
 For larger orgs, scanning should
not be left up to each individual
office or department. CIOs
should provide a flexible
capture platform for each LOB.

22. Old Way vs. New Way of Working

23. • Practice good Information Governance and Cybersecurity from start to finish.
• Unlock the data in your documents.
• Control who can access what information.
• Streamline processes.
• Provide a much better employee and customer experience.
Bottom Line: Business Transformation

24. Kevin Parker, CEO
Twitter: @JKevinParker
LinkedIn: JKevinParker
Information & Technology Consulting
www.kwestix.com
info@kwestix.com

25. Baris Esici
Sr. Consultant,
Document & Data Services
Accusoft
Introducing our Speaker

26. Improving the Digital Process
Document and
Form Capture
• Clean up
• Multiple file
formats
• OCR and data
recognition

27. Increase Processing Times
Automated
Processing in
a Service
• Automated
routing
• Workflow

28. Work More Effectively
REST API for
Document
Viewing and
Mark-Up
• In application viewing
• Collaboration
• Viewing on any device

29. Use Case #1
National insurance company using tools for capture
and viewing

30. Use Case #2
National bank using viewer for ECM and Contract
Lifecycle Management

31. Download our Guide
Digitizing Documents in Your
Applications: A Guide

32. Thank You!
Baris Esici
800-875-7575 x3028
besici@accusoft.com
Visit us at www.accusoft.com