Document Image Processing
Keys to a successful imaging implementation
AIIMGSC Education Event
April 28, 2005
Presenter
Eric Labiak, Image Processing Systems
Overview
Image Processing Basics
Six Sigma Quality Control
Industry Trends
Case Studies
Q&A
Image Processing Basics
First Decision - Inputs?
Paper, Film, Fiche
Image to Image - Legacy Images
Data - COLD, Email, EDI
Video, Phone Mail, Music
Image Processing Basics
Next Question - Type?
Backfile - Archive
FileForward - Day Forward, Ongoing
Image On Demand
ImageMailbox™ - Digital Mailroom
In House, Outsource, Managed
Service, Hybrid
Image Processing Basics
Location?
On-Site™ - Centralized, Distributed
Off-Site™ - Centralized
Off-Shore - Hybrid Processing
Six Sigma Quality Control
3.4 Errors Per Million Requires:
Disciplined Project Methodology
Comprehensive Document Control
100% Quality Control
Six Sigma Quality Control
Four Phase Project Methodology
Phase 1 - Design and Review (1 day - 2 weeks)
Phase 2 - System Development and Testing (1 day -3
weeks)
Phase 3 - Ramp-up (1 day -3 weeks)
Phase 4 - Implementation (days – years)
Design and Review
Use “real world” metrics for each operation and don’t
fall prey to the “all you gotta do club”!
“Measure twice - cut once”
Project Management, Change Management
Specification and Design of Conversion Software,
process flows and Conversion Subsystem
Test and Project Plan
Image Processing Center
Scan Q/C Scan Q/C Indexing
File/Box Staging
Scan
Indexing/
Export
Prep
Copier
File/Box Staging
Scan
Supervisor
Server
System Development and Testing
DOCUMENT CONVERSION TESTING: All Conversion
Programs will be tested on the conversion subsystem.
INTEGRATION TESTING: The documents converted,
during the test, will also be loaded onto the Content
Management system and displayed.
Ramp Up
“Dress Rehearsal”
Acclimate client staff to the conversion processes
Fine tune conversion process workflows
Increase scanning to full production
Implementation
Document receipt via file clerk, courier or P.O. Box.
The documents are checked into Image Track™
organized, scheduled and staged for conversion.
The documents are prepped, scanned, indexed, quality
control tested*, and outputted for client acceptance.
Each transfer is supported by Image Track™ with
comprehensive inventory and processing reports.
Upon acceptance of images by client, the paper
documents are packed in boxes and returned to client,
storage or destroyed.
Document Control
TM
ImageTrack
Automated control system for the imaging process
Tracks workflow from receipt to delivery
Records time, date and operator at each step
Enables in-process check-out of documents
TM
ImageAudit
Database-driven reporting system
Ensures that all documents or folders have been successfully
processed
Ensures that any missing documents are reported in a timely
fashion
Quality Assurance
100% Page for Page Scan Q/C
Conduct page-for-page visual check of every image and
compares to original
Verifies all images are scanned
Adds any missing images
Reprocesses poorly scanned images
Needed to comply with State of NJ, NY….
Find problems prior to Data Capture and Indexing
Quality Assurance
Quality Assurance
100% Index Q/C
Database Matching
Matches scanned documents to client-supplied data
Eliminates keying errors
Ability to point many records to one document and many
documents to one record
Index Q/C
100% inspection of Indices
Double-Key Verification
Two independent operators key the same data
Computer compares output
Third party resolves inconsistencies
Quality Assurance
Check-in & Folder Prep
Assignment & Pre-Index Prep QC
Indexing Scan QC Scanning
Folder
Folder Check-out
Index QC
Completion
Archiving
Reporting
Processing Industry Trends
Backfile budgets are back
Fileforward is becoming increasingly integrated
including multiple data feeds between systems
More “Front-End” projects
Capture tools are improved - OCR, Forms Recognition,
Workflow
Off-Shore processing is exploding - Caribbean, Mexico,
India now - China next.
Compliance is driving some Off-Site back to On-Site
Applications
Engineering Accounting & Finance
(Large Format, Technical (A/P, T&E, Treasury…)
Manuals, Process Sheets…)
Image-to-Image
(IBM, FileNet, ViewStar,
Eastman, Wang…)
Legal
(Contracts, Leases, Client
Royalties, Litigation…) Documentation
(Case Files, New
Accounts, Contracts,
Insurance Correspondence, Account
(Applications, Policies, Claims…) Changes…)
Human Resources
(Employee, Pension, Retirement, Group
Insurance, Benefits…)
Case Study
State Teachers Retirement System
Processed critical Member and Retiree files
Initial 4 million images over 6 months, then 15 million
more over three years and counting
Several additional projects ensued over the past four
years - Board Minutes, Pension Records, etc
Currently assisting STRS and with fileforward prep &
indexing services
Case Study
Life Insurance Company
Surrender, Agent, Case and Contract files
Six million images converted in four projects over 18
months
Three hundred different document types identified and
sorted for one job
Off-Site™ processing
Project lead to a recent On-Site™ contract for Vital
Records - 60 people over 2 shifts.
Case Study
Large Advertising Agency
Accounts Payable
1. Improve current turnaround
2. Lower Costs
3. Front-End Processing
4. Double-Key Data Capture
Accuracy 99.95%
Case Study
Image A/P™ Workflow
1. Mail Receipt
2. Preparation
3. Scanning
4. Coding
5. Off-Shore Data Extraction
6. Upload for Payment Approvals
7. Archiving & Retrieval
Questions & Answers
Please ask about
Image Processing Basics.
Six Sigma Quality
Case Studies
IPS’ Business
Other
Closing
Thanks for your time!