rising above the mark william penn aiim meeting december 5, 2001
TRANSCRIPT
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Rising Above the MarkWilliam Penn AIIM Meeting December 5, 2001
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William Penn AIIM Meeting December 5th, 2001
Standards and Best Practices in Centralized Document Capture
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Central Intake Facility
A Centralized Facility for the electronic capture and routing of all incoming business documents and other media that are critical to the operation of the business.
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CentralCentral
Single receiving point for all client / customer correspondence
Receive mail and other incoming items Convert incoming documents into work for
processing Provide a mechanism to route documents to
the appropriate people or processes Provide for the storage and disposition of
paper documents and other items
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PAP E
RL
ES S
Electronic Format
IntakeIntake
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Capture Mail
Receive mail Open and extract documents Pre-sort Prep / Sort / Batch documents for scanning Index documents / work items Commit documents to imaging / workflow
system
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Facility
Secure Facility- Customer documents- Employee documents
Containment of mail and other items Disposition of original documents and other
items
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Benefits
Efficiency Security Controls
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Benefits
Efficiency- Accessibility - Timely delivery- Consistent processing of incoming work
Security- Document security- Security for checks and other sensitive items- Safety
Controls- Metrics- Audit
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Implementing Imaging and Workflow
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Off-SiteStorage Co.
Distribute
Document ManagementDepartment
Processing
Current Manual Process
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Distribute
Document ManagementDepartment
Users
Implementing Imaging
Imaging Center
Off-SiteStorage Co.
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Off-SiteStorage Co.
Distribute
Document ManagementDepartment
Imaging Center
Users
Implementing Workflow
Mail room
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Off-SiteStorage Co.
Imaging Center
Users
Implementing a CIF
Document ManagementDepartment
Mail room
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Obstacles
Financial Lack of political will Lack of resources Exception processing Institutional inertia Nature of the documents
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Implementing a CIF
Strategies
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Project Team
Management Sponsors Department Heads User Community Mail Room Document Management Training Facilities Change Management IT
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What do you get How do you get it When does it come Where does it come from
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Documents
Document Control Process Analysis - Examine the current document intake, distribution,
processing, retention and disposition procedures.
Document Analysis - Examine incoming document volumes, categories,
characteristics and associated their processes.
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Documents
DeptDocument
NameProcess
Docs / month
Pages / Doc
Sides / page
Image? (Y/N)
SizeQuality G
F PPeak
PeriodPeak
VolumeIncoming/
Outgoing BothCreation
ApplicationRetention
Period
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Research
Regulatory / Statutory requirements- Imaged documents- Retention requirements
Contractual requirements- Document retention- Hard copy retention- Special services
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Facilitate Efficient Identification and Capture
Forms redesign Mailing addresses BRE envelopes Personal mail Interoffice mail
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Other Mail
Non scannable items- Non scannable documents- Checks- Photographs - Electronic media- Packages
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Mail Opening and Extraction
Mail opening machines Open manually Envelopes
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Document Prep
Unfold Copy if necessary Use of Auto Indexing tools
- Patch Codes- Bar Codes- Forms
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Document Sorting
Keep it simple
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Handling Non-Scannable Items
Checks Magnetic Media Photographs Packages Large Format
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Non Scannable Items
Tape
D ocum ents
D ata C enter
+
Barcode
Sorting B in
M edia G roup
Fullfillm ent
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Envelopes
Prin ter
D ocum ents
BarcodeR eader
Sorting B in+
Barcode
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Staffing
Mail Room Document Management Business units
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Process Modeling
5:30 Start 8 Indexers
0
5
10
15
20
5:30-6:30
6:30-7:30
7:30-8:30
8:30-9:30
9:30-10:30
10:30-11:30
11:30-12:30
12:30-1:30
1:30-2:30
2:30-3:30
3:30-4:30
4:30-5:30
Sts
ff
Prep/Sort/Batch
Scan
Index
Total
6:30 Start 8 Indexers
0
5
10
15
20
25
30
5:30-6:30
6:30-7:30
7:30-8:30
8:30-9:30
9:30-10:30
10:30-11:30
11:30-12:30
12:30-1:30
1:30-2:30
2:30-3:30
3:30-4:30
4:30-5:30
5:30-6:30
Sta
ff
Prep/Sort/Batch
Scan
Index
Total
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Process Modeling
Mail Delivery With 8 Indexers
9:0010:0011:0012:0013:0014:0015:0016:0017:0018:0019:0020:00
Mail Run
De
liv
ery
Tim
e
5:30 Start6:30 Start7:30 Start
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Training
Train with business units Business units bring expertise to CIF Formal training in business processes Dry runs
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Facility
Find the appropriate space for your facility- Secure- Easy access mail delivery- Sufficient space
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Facility
Secure- Checks- Sensitive documents- Employee documents- Other items
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Capture and
Route
Facility
UsersElectronic documents
CIF Users
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Facility
Easy access mail delivery Sufficient Space for
Peak document volumes Growth Carry over functions Document Storage
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Facility
Segregation of mail from other processes
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Facility
Capture
CIF CIF
Indexing and other carryover functions
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Facility
CIF
Presort
Open Prep / Sort
Batch
Scan
Mail Documents
Indexing
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Systems
Open systems Scalable Flexible
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Contingency Plan
Disaster Recovery- Systems- Users- CIF
Business Continuity- Minimal disruption of business- Sort / Prep / Batch ------> deliver- Recall for scanning?
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Other Factors
Communicate- Involve users and customers from the
beginning Seek input from the users to develop new
processes Training
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Questions
Contact Information Phone 610 892-8920
Scott Belles IDM Consultant [email protected]
Srini Raghavan IDM Delivery Manager [email protected]