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Paul E. Szemplinski
917 West Hawthorn DriveItasca, IL 60143
Phone: 630-875-1100Fax: 630-875-1101
www.idt-inc.comwww.idtconsulting.com
Where and how does an Enterprise Capture Solution fit in your overall Content
Management Strategy?
• About IDT• Makeup of the Capture Software
Landscape & Why Should I Care?• Distributed vs. Centralized Capture
Debate• All-in-One Capture Solutions• Where does the MFP fit within my
organization’s ECM strategy?• Q & A
Agenda
Trends in Document Capture for Oracle Content Management (Universal Content Management and Image Process Management)
IDT’s MissionProvide integrated ECM, ERP & CRM solutions that…
• Organize, memorialize & secure your company’s most valued content: - Paper & Electronic Records - Financial Reports - E-Mail - Web Content/Web Forms - Any Universal Content
• Automate manual business processes• Reduce the Total Cost of Ownership of ECM,
ERP & CRM Solutions
• Maximize your Organization’s Profitability
• Mitigates Organizational Risk
Companies in various industries who trust IDT:
IDT Thanks Our Valued Clients!
What’s the big deal about Capture and why should I care?
• Can be very people intensive, thus most expensive component of your ECM project.
• Doc Prep/Assembly/De-prep• Production Document
Scanning• Automated data extraction • Key from Image or
Automated Indexing • QA• Intelligent Forms
Processing/Document Sorting & Classification
• Business / Process Rules Evaluations
• Batch Processing vs. Ad-Hoc
Classic Capture Process
Document Conversion Process
Step 3: ScanningStep 3: Scanning
Step 5: Disk/SAN/WORMStep 5: Disk/SAN/WORM
Step 4: Index Match/MergeStep 4: Index Match/Merge
Step 2: PreparationStep 2: Preparation
Step 1: ReceivingStep 1: Receiving
Quality Assurance Document Tracking
Matches the index data with the barcode index and merges it into one index using an automated process
The documentsare bundled and turned over forprocessing
The documents are received and catalogued
The documents are readied for scanning and barcode targets are inserted
IDT scans the documents in a format that is compatible with desire formats and resolutions
IDT archives the content into Content Repository and inserts metadata into SQL database
Business Rule Evaluations
Integration with ERP
Document BundlingDocument Bundling
Classic Capture Process
Collect Deliver
Scan paper documents
Import faxes
Clean up images
Document capture
Data capture
Forms processing
Validate andcorrect data
Key from image
Look up data from databases and other sources
Archive images
Export data todatabase, workflow
or documentmanagement
system
TransformEnhance Extract Validate
Image Enhancement
Document Capture
Content Management
Integrated ECM & ERP
Microsoft Dynamics™ GP
Several others…
EMC/ Captiva, 20%
IBM/ FileNet, 6%
IRIS, 4%
BancTec, 3%
Remainder, 16%
Next 5, 11%
DICOM/ Kofax, 40%
Production Capture Market Landscape
© Harvey Spencer Associates Inc. 2007
Capture Software Landscape
(Several others…)
Q: How is Capture relevant to my overall Oracle ECM Strategy, Implementation & Rollout?
Q: Which Capture partner & product is best suited for my organization? Web or production client?
Q: Should I look at centralized or decentralized strategy?
Q: Does my content originate in paper, fax, electronic, etc.?
Q: Is our content transactional, dynamic, static, etc.?
Q: Should I buy or build (try) a better mousetrap?
Q: Should I use MFP’s, All-in-Ones or document scanners?
Q: Should we create a Document Scanning/Indexing/QA Department/cost center?
• Select an Open, Scalable, Extensible Architecture• Design Capture Processes that “backs-the-bus” up
to closest point of origin (eliminates duplicate handling, copying costs, shipping, etc.)
• Identify every possible means in which you Automate the Capture & Indexing process, thus reducing the overall labor, key from image costs.
Overall Objective with your Capture Strategy
Following these suggested guidelines will help you lower the TCO of your ECM solution.
• Carefully evaluate pros/cons of Centralized vs. Decentralized. Centralized approach will inevitably create a new cost center for the business.
• If possible, include business rules in the up front capture process as opposed to the backend CM solution. Cost per seat for CM is typically more expensive than Capture Software.
• Design your Capture Solution to do the heavy lifting…Include as much intelligence in your initial document creation as possible (2D/3D bar codes, patch codes, unique document identifiers, validation, etc.)…
The Face of Data Entry has Changed…
The Face of Data Entry has Changed…
Pearl of Wisdom
• Don’t try and build it yourself!
"Like a lot of people, we started off developing a home-grown CMS," recalls Greg Perry, manager of the company's Content Systems Group. "Basically, it was an utter failure. It had no workflow and no stability, and it required custom development for everything."
Ask yourself, “Are we in the ECM software business or the ________ business?
Source: PCWorld
Centralized Pros:• Arguably Tighter Capture Process Controls• Dedicated team with manager/supervisor• Production, High-Volume Operation• Scalable Operation using shifts especially during
peaks/valleys or seasonable business
Centralized Cons:• Create a new department w/overhead/cost center• Equipment and software license costs • Ongoing maintenance costs• People costs• Facility (ping, power and pipe) costs• Single point of failure
Centralized, Decentralized or Hybrid Approach?
Centralized, Decentralized or Hybrid Approach?De-Centralized Pros:• Lower cost desktop devices (sub $1,500.00)• Client software costs are generally much lower than
production, sometimes even free• Labor costs are shifted back to the document custodian,
originating department, customer & supply chain• Leverage the WWW as the pipeline into the internal
ECM infrastructure, even in low bandwidth situations• Still can take advantage of capture process controls,
data extraction, QA, validation, DB lookups, advanced forms recognition, etc.
De-Centralized Cons:• Requires a deep-dive analysis into document origination/capture
process• Documents or forms redesign may be required• May or may not be widely accepted by the organization’s management,
its customers and supply chain• You *will* meet resistance from the “Dark Side” or the “Nay-Sayers”
Traditional (Big Bang) Approach
Cost
Project Timeline
Efficiency
CostRisk
Risk
Phased Methodology
Project Timeline
Cost
Phase I Phase II Phase III
Cost
Efficiency
RiskRisk
Maximize ROI and Minimize Risk
Pearl of Wisdom
Proposed European Oracle Architecture, Global system.
Test
Production
European DC LAN
1 U
IBPM Web
1 U
SQL ServerAll IBPM Services
1 U
ExportProcess BrokerProcess Injector
SMTP ToolStorage
1 U
SQL Server
1 U
IBPM Web
1 U
DSMSFiler
Info BrokerRequest Broker
Security
1 U
Ascent Capture 7.5ACIS
Storage FrameStorage
Repository
MPLS Cloud
DatacenterHouses Oracle
AndAscent Capture
Houses the Oracle ECM systemThe ACIS Central server
All SQL DBsImage Storage
Financial Services FacilityHouses Ascent Capture
Remote site server for scanning
Helicopter Manufacturing FacilityHouses Ascent Capture
Remote site server for scanning
Aircraft Manufacturing FacilityHouses Ascent Capture
Remote site server for scanning
Current US Capture WAN
MPLS Cloud
Datacenter(Europe)
Houses OracleAnd
Ascent CaptureHouses the Oracle ECM system
The ACIS Central serverAll SQL DBs
Image Storage
Hydraulics Manufacturing FacilityHouses Ascent Capture
Remote site server for scanning
Gear ManufacturingHouses Ascent Capture
Remote site server for scanning
Injection Molding FacilityHouses Ascent Capture
Remote site server for scanning
Tool & Die FacilityHouses Ascent Capture
Remote site server for scanning
One Button “Executive” Scan Solutions
USB Port(3 drives included)
Color, Grayscale or Black-and-white images
Captures Both Sides of Documents in a Single Pass
Network Connectivity
Duplex, 25ppm, A4/Letter, Capture
Automatic Document FeederSpecial Document Feeder
Works within your existing office network, no need to purchase additional hardware or software
Eliminates mailing, faxing and filing of paper
Scans documents in color, black-and-white or grayscale at speeds up to 50 images per minute
On-screen color preview for real-time confirmation of image capture and transfer
One Button “Executive” Scan Solutions
• A4 Duplex Compact Network Scanner
• Color Scanning Speed : 25ppm / 50ipm
• Monochrome Scanning Speed : 25ppm / 50ipm
• Large color liquid-crystal touch display and built-in keyboard
• Easy operation • Loaded with automatic time saving
functions • Remote operation and network
confirmation management
Automatic processing makes scanning easy!
Automatic Deskew Automatic Size Detection Automatic Orientation Automatic Color Detection Automatic Blank Page Removal
Value Proposition for All-in-One’s
• Completely eliminate or significantly reduce the following costs or burdens:
Personal computer, Windows operating system license, monitor, SCSI or firewire cards, cables, document scanning software licensing costs, indexing software (maybe),
re-occurring software maintenance costs, internally loaded IT cost center charges for maintaining PC, operating systems, applications, hot-fixes, patches, service packs, etc.
• User training is similar to that of a copy machine• Network security/authentication can comply with
corporate IT standards and practices (LDAP, AD, etc.)• Quickly deploy and remotely manage on a volume basis• These are designed for document scanning and
incorporate high resolution cameras, high speed transports, include advanced image processing and image cleanup technology found only in the document scanner market (not MFP’s)
Where do MFP’s fit in?
• Ad hoc, low volume, low quality scanning
• Be prepared for low user adoption rate
• User Interfaces are generally clumsy
• They don’t include the level of image quality enhancements that are included in real document scanners
• Would you consider using your snorkel gear to go scuba diving?
Questions?