Capture Trends 2009-2010 - AIIM research conducted during November 2009

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Full report available for free from aiim.org/research

The survey was taken by 882 individual members of the AIIM community.

Great Moments in Statistics Reasoning!

The Japanese eat very little fat and suffer fewer heart attacks than the British or the Americans.

On the other hand, the French eat a lot of fat and also suffer fewer heart attacks than the British or the Americans.

The Japanese drink very little red wine and suffer fewer heart attacks than the British or the Americans.

The Italians drink excessive amounts of red wine and also suffer fewer heart attacks than the British or the Americans.

Conclusion: Eat and drink whatever you like. It's speaking English that kills you.

Business Trends

#1 Reduce Costs

62% have seen revenue declines

41% report that the acceptable length of time to implement a project has been significantly cut

69% state that only those projects that can demonstrate positive hard dollar returns THIS YEAR are being approved

By 2011, the digital universe will be

10Xas big as it was in 2006

Source: IDC

Reduce Costs

#2 Improve Collaboration

18-30

>45

“It is easier to locate “knowledge” on the Web than it is to find it on our internal systems”

80%

73%

64%

31-45

Improve Collaboration

Which THREE of the following benefits would most likely justify a spend on collaboration tools within your organization?

10+ employees (656)

Enhanced team-work and knowledge sharing

Reduced time and effort to find information and documents

Improved efficiency of document or proposal creation process

Faster project delivery

Reduced travel costs and time

Fewer mistakes due to wrong versions or incorrect transcription of changes

Better relationships with partners and customers

Reduced storage of email attachments

Support of Green initiatives

Better innovation

Fewer cycles on sign-offs

My organization is unlikely to spend anything on these tools.

0% 10% 20% 30% 40% 50% 60% 70%

Improve Collaboration

For each type of content, evaluate the degree of control that exists in your organization in managing it?

#3 Improve Governance

Improve Governance

For each type of content, evaluate the degree of control that exists in your organization in managing it.

All respondents (462)

Corporate records

Paper correspondence

Paper forms

Computer reports

Marketing materials

Web content - current

Web content - archive

Faxes

E-mails

Instant messages

Office docs (Word, Excel, etc)

E-mail attachments

Blogs and Wikis

Pictures & Sound files 

SMS messages

0% 20% 40% 60% 80% 100%

Very well managed Well managed Managed Somewhat unmanaged Very unmanaged

FoundationBuilding a sustainable ECM environment requires strong foundation with a good understanding of the technologies and architectural design.

Tools and InstrumentsUsing the right tools is vital to the design’s construction.

FuturesThe best designs for an ECM environment includes a continuous improvement program with a vision of the future.

Conclusion: ECM is the foundation for business

Capture Trends

Key Benefits of Imaging

Dimension Imaging helps by…Reduced risk around document disclosure

• Enabling document-level protection of scanned material.• Eliminating possibility of loss, destruction, or deterioration of physical document.

Improved auditing efficiency • Providing faster retrieval and accounting of digital documents.• Enabling more sophisticated classification and remove access to documents.

Reduced paper costs • Lowering amount of physical storage space needed.• Lowering costs for paper procurement and management.

Increased employee efficiency • All levels of employees see efficiency gains.• Headcount can be reduced at the administrative level.Source: “The ROI Of Imaging” report,

Forrester, September 29, 2009

Improve searchability of business documents (knowledge management)

Records security and accessibility (compliance)

Improve process throughput (productivity)

Improve speed of access (customer service)

Reduce physical storage space (office costs)

Reduce usage of paper and copying (environmental)

Improve resilience to incidents (business continuity)

More options for re-location, outsource, etc. (organizational flexibility)

0% 10% 20% 30% 40% 50% 60% 70%

What are the strongest drivers for scanning and capture in your organization? Max. THREE.

Business Drivers

10+ employees ,Non-trade

(742)

Resistance to change

Justifying the investment - demonstrating ROI

Still thought of as scan-to-archive not scan-to-process

Logistics issues of where and who will capture documents

Perceptions about legal admissibility of electronic images

Investment costs of scanners and software

Existing solutions are "good enough"

Lack of trust in the reliability of automated decision-making

Difficulty of training users across departments and branches

Concerns about image quality or data inaccuracies

Perceptions about acceptability for audit

0% 10% 20% 30% 40% 50% 60%

What would you say are the biggest barriers to greater strategic adoption of scanning and capture in your organization? Max. THREE..

Barriers

10+ employees ,Non-trade

(742)

How would you rate the success (ROI, service improvement, etc) of the following processes/document types?

Business Processes

Invoices

Legal and contract

Application forms

Correspondence and mail

Checks/Cheques

Compliance/consent forms

Expense reports

Purchase/Sales Orders

HR forms and resumes

Claims

Remittances

Account opening forms

Order forms

Tax forms/returns

Medical forms and records

Delivery notes

Surveys and quality data

Citizen registers/census

0% 10% 20% 30% 40% 50% 60% 70% 80%

Excellent Good Average Poor

10+ employees,World (702)

Line length indicates “We don’t do this”

What payback period would you say you have achieved, or are on track to achieve, from your scanning and capture investments?

ROI

6 months or less

9 months

12 months

18 months

2 years

3 years

More than 3 years

0% 5% 10% 15% 20% 25% 30%

10+ employees ,Non-trade

(618)

ROI

On average, more than 15% of floor space in offices is taken up by filing cabinets: the research shows that the introduction of a DM system is likely to reduce this by 35%.

The average time per day spent looking for paper documents, document files, emails, intranet, and web pages is 51 minutes. How much do we save by reducing this by 25% or 50%?

A DM system can reduce routine copying and filing activities in an HR department by 25%

Invoice Automation can halve the time taken to approve and process payments and reduce the number of lost invoices by 66%

Introducing a formal workflow system in accounts receivable can cut late payments by 50%

Electronic processing of delivery documentation can reduce the time taken chasing and sorting documents by 46%, and halve the number of lost documents.

Capture Strategy

What should you capture?

Documents that users: Access often Access simultaneously Require quick access to

Just documents, or: Documents with metadata All metadata? Handwritten, printed text, forms, barcodes and/or tick boxes?

Complete backfile or just partial backfile conversion? Day-forward or day-forward with on-demand conversion?

Do you use outsourced, centralized and/or distributed scanning (distributed is eg. MFPs, desk-top scanners, branch office scanning, field scanning)?

Outsourced/Central/Distributed

10+ employees ,Non-trade, non bureau

(746)

Outsource

Centralized

Distributed

0% 10% 20% 30% 40% 50% 60% 70% 80%

Centralized Distributed Outsourced Benefits • Better process

knowledge for entry and indexing• More assured security

• Ownership by local process owners• Utilizes existing MFPs

• No staff management overheads• Cost per scan

Issues • Demands for faster turnaround• Storage space and logistical requirements• Physical transportation of documents

• Training staff to index properly• Persuading staff to index• Maintaining quality

• Integration back into electronic archive• Physical transportation of documents• Turnaround time lag

10+ employees , Non-trade, non bureau (225-528)

Outsourced/Central/Distributed

Centralized scanning facility

Outsource scanning provider

Offshore scanning provider

Distributed workplace scanning — dedicated mid-volume scanners

Distributed/ad hoc workplace scanning — multi-function devices (MFPs)

Distributed/ad hoc workplace scanning — desktop scanners

Branch-office scanning with desktops/MFPs

Central scanning of all incoming mail

Series1 Do less Continue as now

How would you characterize your Scanning strategy?

Capture Strategy

10+ employees ,(790)

“We don’t do this” shortens the line

Centralized resource

Outsource service provider (BPO) onshore

Offshore service provider

Distributed to point of use/line of business

Automated - recognition (OCR, ICR, IDR, etc)

Automated - auto-clasification

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

xxx Do less Continue as now

How would you characterize your Capture/Data-Indexing strategy?

“We don’t do this” shortens the line

10+ employees ,(790)

Capture Strategy

Deployment Trends

Desk top or low volume scanners

Mid-volume scanners

High volume scanners

Mobile scanners

MFP/MFDs

Capture software or modules

Storage servers

Outsourcing - onshore

Outsourcing - offshore

Consultancy services

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Series1 Much less Less Same More

How will your spending on the following Capture components in the next 12 months compare with the last 12 months?

Spend

Line length indicates those who spend in this category, not the amount they spend

10+ employees ,Non-trade

(570)

In general, what proportion of your scanned documents are rejected at QA or require intervention?

If you use automatic classification for archive, what proportion of your documents require intervention?

What proportion of the documents that you scan would you say are destroyed after scanning?

7%

13%

31%

Who is the decision maker for your scanning strategy?

IT manager/director/Head of IT

Individual Line of Business managers/directors

Head of records/document management

CEO/Head of site

Document production manager/director

Head of finance

Facilities manager/director

We don’t have an identifiable decision maker

0% 5% 10% 15% 20% 25% 30% 35%

10+ employees ,Non-trade

(728)

Capture is becoming part of the IT Infrastructure

WebIM

Meta Data Management

Records Management

Shared Drives

E-mail Data

ID Extraction

Enterprise Digital Rights

Mgmt

BPM/Workflow

Digital Asset Management

ContextualFiltering

Authentication

Portal/Web

Content Analytics

Search

Taxonomy/Facets

DocumentManagement

Visualization

Collaboration

Social Network Analysis

Capture/

Imaging

Information Architecture

Multimedia

Capture is an important component of ECM

SharePoint

10+ employees ,World (665)

Only 15% of organizations index and store a significant number of scanned images in SharePoint, but this is expected to double

What are the most important criteria's for choosing a new product?

Ease of use58%

46% Ease of integration with other enterprise systemsEase of implementation42%

Easy of Use

Easy of Implementation

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Plan the future – be proactive!

Thank You!Atle SkjekkelandVice PresidentAIIMEmail: askjekkeland@aiim.orgTwitter: Skjekkeland