In-Process Capture… Centralized Production Scanning… De-Centralized Distributed Capture… the discussions on which strategy is best for a company when addressing their document capture needs can have interesting outcomes.
There seems to be no “right” answer, the technology choices for capture are continuously growing and changing and a company’s Enterprise Content Management (ECM) needs can be very specific. A recent research study by AIIM produced some surprising results when they reviewed the issues and potential benefits of different approaches to document capture. Document capture encompasses document scanning, image correction, recognition of text, barcodes, form fields etc. and output to an appropriate format for subsequent processing or archive storage. One surprising and interesting outcome that AIIM states in their introduction of the report;
“The report concludes that there is a move back to centralized scanning operations, along with a greater investment in capture and recognition software to automate date capture and indexing processes.”
At ImageSource, we have also seen an increase in companies utilizing the newer model of “distributed scanning” – at the local level to office staff processing the capture documents. The value of capturing something at point of origination and placed into an imaging business process earlier does save time and money.
Allow your business needs to dictate they type of capture solution that makes business sense for your organization. This may include multiple avenues. Many of our customers utilize both centralized and de-centralized capture – depending on their specific business needs. We have also seen companies move towards an increase in distributed/ de-centralized capture for their 3 – 5 year strategic ECM plan.
So how do you work out what is the best approach for your needs? And it can vary from department to department within the company! This is one of the greatest challenges the C-Level and IT staff come across when developing an ECM strategic technology plan. As an independent ECM Integrator, ImageSource is uniquely qualified to help discover the ideal mix of Capture technology to conquer business challenges. We help chart a strategic course, whether the business requires in-process capture, production scanning, distributed capture or mailroom solutions.
One other surprising result of the AIIM study was the statistics that shows a very strong return on investment (ROI) and compelling case for scanning and capture investments. Capture is an enabling process that is a combination of improved user access to information and reduced costs. The study showed that ROI for capture was reported within 12 months to 18 months! That is a significant and impressive return! Yet the study shows that justifying ROI is still a huge impediment to adoption -one that many of our customers face when presenting the case to change “how things have been done”.
The greatest benefit of research is that it stimulates all the interested parties into discussion and planning mode. So what ECM strategies will your company implement – centralized, de-centralized/distributed capture or outsource it!