101 Presentation v4.0
_______________________________________________________ Written and developed by: DataVault, Inc. 110 Long Hill Rd., West Brookfield, MA 01585 (877) 798-3282 www.DataVault.com www.ECMInstitute.com
CDIA+ Training, Phase II
“Document Imaging-101”
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About the Instructor Byron B. Aulick, CDIA+ (author) Co-founder and CTO of DataVault, Inc. Subject Matter Expert to CompTIA Author of the materials you are about to use I have based my career on DM/DI systems, and have spent the
last 23 years … □ Consulting with clients □ Designing systems (small to large DOD systems) □ Installing hardware and software □ Supporting installations □ Training on the use of such systems
This is what I do, and imaging is my passion!
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Day 1, course agenda Imaging-101
□ 1. Concepts, Motivation & Objectives □ 2. The Capture Process □ 3. Scanners □ 4. Indexing Methods □ 5. Storage □ 6. Communications □ 7. Display / Output □ 8. Document Management & Workflow
This is primarily a “refresher” of the [online] Document Imaging-101 training you completed.
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Upon completion you will know:
How imaging acts as a cost containment measure
How corporate management views imaging
How to calculate the scanned file size of a given document
How color-dropout works
Definitions for imaging terms (such as de-speckle, de-skew and OMR )
Typical uses for standard file formats
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Upon completion you will know:
How resolution impacts the network
What a Work Breakdown Structure is
Basics of working with compressed images
Terms such as: Watermark, Private/Public-key Data Encryption, Firewall and SSL
How to properly size an EDM system
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Class Times
“A” 8:00 start 9:30-9:45 break 11:45-12:45 lunch 1:30-1:45 break 3:00 dismiss
“B” 9:00 start 10:30-10:45 break 12:00-1:00 lunch 2:00-2:15 break 4:00 dismiss
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Any questions before we start?
What to expect?
Who am I?
Class times?
Where are the bathrooms??
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Begin: Document Imaging Concepts
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Concepts: Purposes of Document Imaging
DM/DI as a central repository DM/DI for meeting compliance DM/DI as cost containment DM/DI as security enhancement DM/DI as data integrity enhancement
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Faster retrieval than paper or microfilm Improved management of documents Simultaneous multiple-person access Transaction time greatly reduced Images never lost or out-of-file Easily transmitted to remote locations Savings on floor space
Advantages of Document Imaging
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Potential Objections !
Time intensive: □ preparation, capture, and index
What if the images are not readable? New standards constantly arriving. Storage media failures? Current systems costs?
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Be thinking from the VAR’s Perspective..
$350,000.00 saved per year
-100,000.00 proposed system cost
__________
$250,000.00 SAVINGS per year
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The Capture Process
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Document Preparation (doc-prep)
Definition
Make paper files ready to be fed through a mechanical scanner
□ Sort by:
– Size, color, paper thickness, document type (need big tables)
*Staff needs to have good manual dexterity, strong organizational skills
□ Garbage-in = Garbage-out
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To: Robert Cary From: Executive Subj: Workflow
We have determined that the traditional paper document is too slow and creates unnecessary expense. We need to reduce the cost of traditional document management. We have electronic systems which can be used to cut the time down to process transactions.
Begin now!
To: Robert Cary From: Executive Subj: Workflow
We have determined that the traditional paper document is too slow and creates unnecessary expense. We need to reduce the cost of traditional document management. We have electronic systems which can be used to cut the time down to process transactions.
Begin now!
The Imaging Cycle: A Picture is Worth a Thousand Words
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Understanding Units of Measure (recap)
Definitions
Binary (bits then Bytes)
□ (up /8, down x 8)
Kilo-, Mega-, Giga-
□ (up /1024, down x 1024)
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<Your Turn> 72b = ____ B 128B = _____b 2KB = _______ B 16GB = _____ MB .014GB = ______ KB 1,048,576B = ________ MB 1KB = _______ b 1,024B x 1 / 8 x 8 = ___ KB
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Capture: Resolution
In imaging technology, resolution is expressed in terms of dpi (dots per inch).
Resolutions can range from 100 dpi to 4000 dpi.
Document imaging for the business world is generally acceptable in the range of 200 to 400 dpi.
The higher the dpi, larger the file, and the slower the scanner speed.
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What is DPI?
1 In.
1 In.
100 200 300 400
Dots
160,000 90,000
40,000 10,000
0
Resolution in DPI
Dots Per Square Inch >
200,000
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Compression: Digitized Document Size
Uncompressed Image Size dpi x image size (= total bits) divided by 8 (convert bits
to Bytes) = uncompressed size in Bytes
(200 dpi x 8.5”) x (200 dpi x 11”) = 3,740,000b divided by 8 (bits) = 467,500B/1024= 456.5KBytes
Compressed Image Size TIF Group III averages 10:1 TIF Group IV averages 20:1
TIF G-4 at 200DPI = 22.8KB [compressed]
TIF G-4 at 300DPI = 51.36KB [compressed]
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Compression: File Formats
TIFF - .TIF: Tagged Image File Format
Industry standard for document images. Both display device and operating system independent. TIFF files can easily be move from one system to another. Loss-less compression!
□ *Multipage TIFF, Single page TIFF
□ G-4 (20:1) G-3 (10:1)
JPEG - .JPG: Joint Photographic Expert Group
Standard for color images of high resolution 100:1 compression. Lossy compression!
PDF - .PDF: Portable Document Format
New ISO standard ‘PDF/A’ (archive). Great for maintaining document layout. Many types –Image-only, Hidden-text, etc. Self contained security and audit.
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Scanners
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Getting Connected
Hardware Video SCSI USB
Software Drivers TWAIN ISIS
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And finally, the ‘Human Factor’
Listen Carefully Implement technology from
bottom up Instill ownership in those who
must make it work Make changes in increments Training must be part of the
process Intuitive systems are easier to
assimilate
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Congratulations! You have completed the Document
Imaging-101 class.
Tomorrow morning we begin CDIA+ Phase III
“Come expecting!”
(Homework tonight!!)