Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls
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Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls discusses key factors for a successful document imaging program. It emphasizes managing paper records, charting workflow, studying end users, writing an imaging plan, indexing documents, and partnering with IT. The document provides tips such as starting small, building on successes, and avoiding information overload. It also covers important issues like formats, resolution, long-term storage, and questions for vendors.
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Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls
- 1. Beginning an Imaging Program: Achieving Success and Avoiding the Pitfalls Raymond K. Cunningham, Jr. CRM, CA, MIT Manager of Records Services University of Illinois Foundation http://www.staff.uiuc.edu/~rcunning/imag.ppt
- 2. Document Imaging Success or Failure depends on factors that you can control
- 3. Document Imaging Success or Failure depends on factors that you can control Document imaging is a part of an overall document management program that includes electronic records, microforms and paper
- 4. Document Imaging is for Document Distribution Document imaging is not for long term archival storage
- 5. Document Imaging is for Document Distribution Document imaging is not for long term archival storage Retention schedules must be implemented on images, just as they are implemented on paper
- 6. Document Imaging is for Document Distribution Document imaging is not for long term archival storage Retention schedules must be implemented on images, just as they are implemented on paper Document imaging must enhance workflow, not impede it
- 7. Document Imaging is for Document Distribution Document imaging is not for long term archival storage Retention schedules must be implemented on images, just as they are implemented on paper Document imaging must enhance workflow, not impede it Document imaging is not the electronic equivalent of microfilm
- 8. Elements for a Successful Document Imaging Program Manage the Paper Chart the Workflow Study the End Users Write a Document Imaging Plan Image what you want Retrieved Start Small - Build on Success Indexing, Staffing and Scalability Partner with your IT department
- 9. Manage the Paper The best imaging projects begin with well managed paper records
- 10. Manage the Paper The best imaging projects begin with well managed paper records If you cannot find documents in your paper records, you will unlikely find your documents in an imaging environment
- 11. Manage the Paper The best imaging projects begin with well managed paper records If you cannot find documents in your paper records, you will unlikely find your documents in an imaging environment Implementation of Records Retention Schedules
- 12. Chart the Workflow Chart the work flow of the information
- 13. Chart the Workflow Chart the work flow of the information Implement changes in the workflow such as forms management before you image
- 14. Chart the Workflow Chart the work flow of the information Implement changes in the workflow such as forms management before you image USE DOCUMENT IMAGING TO REENGINEER THE BUSINESS PROCESS
- 15. Study the End Users Are your end users up to the task?
- 16. Are your end users up to the task? Do you need a User Survey?? What is the end user skills set? Can they use the internet? E-mail? Is this an office exclusively using paper?
- 17. Study the End Users Are your end users up to the task? Is the equipment up to the specifications needed for a good document imaging program?
- 18. Is the equipment up to the task? Monitors – 17” minimum for input – consider dual monitor schemes Retrieval 15” is usable but not preferable Flat screen The workstation is not as important as the servers and the network wiring Retrieval times can be important Operating system upgrades Consider standardization across the workplace
- 19. Study the End Users Are your end users up to the task? Is the equipment up to the specifications needed for a good document imaging program? What are the requirements the end users demand of document imaging?
- 20. Study the End Users Are your end users up to the task? Is the equipment up to the specifications needed for a good document imaging program? What are the requirements the end users demand of document imaging? Always keep the users in mind
- 21. Write a Document Imaging Plan Create a document imaging plan for management
- 22. Write a Document Imaging Plan Create a document imaging plan Incorporate your observations on work flow, retention schedules of the records series to be converted and the technical specifications for your imaging system
- 23. Image what you want Retrieved Find out exactly what information is to be retrieved within the record series
- 24. Image what you want Retrieved Find out exactly what information is to be retrieved within the record series Do not image documents that are not necessary
- 25. Signal To Noise Ratio Consider the Internet as a model If you image “Everything” and your actual retrieval rate is low, how efficient is your imaging system? Imaging large files - retrieval Know what is being retrieved by your end users
- 26. Image what you want Retrieved Find out exactly what information is to be retrieved within the record series Do not image documents that are not necessary Remember – the idea is to avoid information overload
- 27. Image what you want Retrieved Find out exactly what information is to be retrieved within the record series Do not image documents that are not necessary Remember – the idea is to avoid information overload Just because we have the technology to image everything does not mean we must
- 28. Start Small – Build on Success Choose a records series to image that is in demand and would really impact work flow
- 29. Start Small – Build on Success Choose a records series to image that is in demand and would really impact work flow Start slow, perhaps day forward offering the images on line.
- 30. Start Small – Build on Success Choose a records series to image that is in demand and would really impact work flow Start slow, perhaps day forward offering the images on line. Make adjustments as necessary
- 31. Start Small – Build on Success Choose a records series to image that is in demand and would really impact work flow Start slow, perhaps day forward offering the images on line. Make adjustments as necessary Introduce your end users to the world of imaging vs. paper
- 32. Indexing, Staffing and Scalability Create your indexes with end user input Do not over index Be sure to budget the staffing required for any imaging project – or outsource QC - Quality Control Scalability – the system works fine with 50,000 images but crashes when loaded with 1,000,000 images
- 33. Partner with your IT department Make very good friends with those in the organization that manage the technology If you are a stand alone shop, partner with the vendors and/or a service bureau Educate yourself on your options – Ask questions!
- 34. Avoiding the Pitfalls Develop a Strategy Plan Ahead – Lifecycle Management Stick to the Basics Questions for the Vendors
- 35. Strategies for Document Imaging Day forward imaging Scan on demand Backfile conversion Outsourcing as an option Input centrally vs. Distributed input Integrate Document imaging with your photocopying Web based distribution of images
- 36. Plan Ahead – Lifecycle Management Where do you see your imaging system in five years? What will your paper load be in five years? How will you be integrating EDMS into your overall document management system? Plan today to evolve away from imaging
- 37. Important Issues in Document Imaging Formats - Most document imaging systems are based on Tagged Image Format File or TIFF
- 38. Image Formats TIFF - Tagged Image Format File
- 39. Image Formats TIFF - Tagged Image Format File What Resolution do I scan?
- 40. Resolution This is for bi-tonal scanning. For grayscale documents this increases. For color document scanning can increase as much as 16 or 32 times 160,000 400 400 90,000 300 300 40,000 200 200 Total Dots per Square Inch Vertical dpi Horizontal dpi
- 41. Image Standards OhioLINK Digital Media Center – 300 dpi for text Colorado Digitization Program– 300 dpi for text Library of Congress – 200 to 400 dpi depending on document size Indiana University Digital Library Program – 300 dpi for text All of these are for MASTER file, not for the ACCESS file
- 42. Image Formats TIFF - Tagged Image Format File What Resolution do I scan? PDF – Portable Document Format
- 43. Image Formats TIFF - Tagged Image Format File What Resolution do I scan? PDF – Portable Document Format Think beyond image formats – think NATIVE formats
- 44. Important Issues in Document Imaging Formats - Most document imaging systems are based on Tagged Image Format File or TIFF Most end users desire a browser based retrieval scheme What provisions are you making for long term storage of vital records?
- 45. Browser Based Retrieval Internet Explorer, Netscape, Opera Most users have experience with the Internet
- 46. Long Term Storage Data Migration issues Retention Schedules Microfilm – Dual Scanning/Filming products Canon DR—5060-F Output to Microform
- 47. Questions for the Vendors Is this software ODBC and SQL compatible? What format will my images/documents be stored in? Can I export the indexes of my images? Can I use web base distribution for my images? Can I add or delete columns in the database? Can I use any device for image input? Can I migrate these images to another storage media? (portability)
- 48. Document Management Document Imaging is one part of the entire document management realm – paper, images, electronic records 98% of all information is created electronically Capture and store electronic documents in their native format
- 49. Moving to EDMS Capture at creation Web based retrieval Limit available formats Migration issues Have a Strategy for Long Term Storage
- 50. Resources DIRKS Manual State Records New South Wales http://www.records.nsw.gov.au/publicsector/DIRKS/final/downloadable/introproj.htm http://www.dlapr.lib.az.us/records/pdf/Imaging_Tech.pdf Document Imaging Technology – Arizona State Archives & Library, 2002 Cornell Digital Imaging Tutorial, 2000-2001 http://www.library.cornell.edu/preservation/tutorial/tutorial_English.pdf
- 51. Comparison of Records Systems Activity Paper System Microfilm Imaging Lowest Lower High Loss Potential Seconds HoursMinutes Hours Distribution Workstation view print Find roll and print refile Physical retrieval refile Retrieval Computer Indexing Paper or computer Copies made placed in files Index and cross-filing Images are Scanned Filmed with a camera Cabinets and File folders Document Capture
- 52. Comparison of Records Systems Activity Paper System Microfilm Imaging Capital: Moderate to High Operations: Moderate Labor: lower Capital: Moderate Operations: High Labor: moderate Capital: Moderate Operations: High Labor: High Storage Costs High – possible reengineering Moderate None Impact on systems Potentially High Small None Impact on Infrastructure
- 56. Thank You Any Questions? [email_address]