Document Image ProcessingKeys to a successful imaging implementation

PresenterEric Labiak, Image Processing

Systems

AIIMGSC Education Event

April 28, 2005

OverviewOverview

Image Processing Basics

Six Sigma Quality Control

Industry Trends

Case Studies

Q & A

Image Processing BasicsImage Processing Basics

Paper, Film, Fiche

Image to Image - Legacy Images

Data - COLD, Email, EDI

Video, Phone Mail, Music

First Decision - Inputs?

Image Processing BasicsImage Processing Basics

Backfile - Archive

FileForward - Day Forward, Ongoing

Image On Demand

ImageMailbox™ - Digital Mailroom

In House, Outsource, Managed Service, Hybrid

Next Question - Type?

Image Processing BasicsImage Processing Basics

On-Site™ - Centralized, Distributed

Off-Site™ - Centralized

Off-Shore - Hybrid Processing

Location?

Six Sigma Quality ControlSix Sigma Quality Control

Disciplined Project Methodology

Comprehensive Document Control

100% Quality Control

3.4 Errors Per Million Requires:

Six Sigma Quality ControlSix Sigma Quality Control

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)

Four Phase Project Methodology

Design and ReviewDesign 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

Scan

Scan

Superv

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Pre

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/Box

Sta

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ile/B

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IndexingScan Q/CScan Q/C

ServerIn

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Copier

Image Processing Center

System Development and Testing 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 UpRamp Up

“Dress Rehearsal”

Acclimate client staff to the conversion processes

Fine tune conversion process workflows

Increase scanning to full production

ImplementationImplementation

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 ControlDocument Control

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

ImageTrack

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

ImageAudit TM

TM

Quality AssuranceQuality Assurance

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

100% Page for Page Scan Q/C

Quality AssuranceQuality Assurance

Quality AssuranceQuality Assurance

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

100% Index Q/C

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 AssuranceQuality Assurance

Prep QCPrep QC

Scan QCScan QC

ReportingReporting

Check-in & Assignment

Folder Prep & Pre-Index

ScanningIndexing

Folder Completion

Folder Check-out

Archiving

Index QCIndex QC

Processing Industry TrendsProcessing 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

ApplicationsApplications

Accounting & Finance(A/P, T&E, Treasury…)

Client Documentation (Case Files, New Accounts, Contracts, Correspondence, Account Changes…)

Human Resources(Employee, Pension, Retirement, Group Insurance, Benefits…)

Insurance (Applications, Policies,

Claims…)

Legal(Contracts, Leases,

Royalties, Litigation…)

Image-to-Image

(IBM, FileNet, ViewStar, Eastman,

Wang…)

Engineering(Large Format, Technical

Manuals, Process Sheets…)

Case StudyCase Study

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

State Teachers Retirement System

Case StudyCase Study

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.

Life Insurance Company

Case StudyCase Study

Large Advertising Agency Accounts

Payable 1. Improve current turnaround2. Lower Costs3. Front-End Processing4. Double-Key Data Capture Accuracy 99.95%

Case StudyCase Study

Image A/P™ Workflow1. Mail Receipt2. Preparation3. Scanning4. Coding5. Off-Shore Data Extraction6. Upload for Payment Approvals7. Archiving & Retrieval

Questions & AnswersQuestions & Answers

Image Processing Basics.

Six Sigma Quality

Case Studies

IPS’ Business

Other

Please ask about

ClosingClosing

Thanks for your time!