DOCUMENT - 2013 Summer - (Page 10)

COlUMN Why Is InfORmAtIOn CAptuRE sO hARd? COuLd BE yOuR COnsIstEnCy. by Bob Larrivee apture is the first step in the electronic document management system (EDMS) life cycle, and yet, it’s the most commonly overlooked or forgotten process. This is due in large part to the number of ways we can capture information. The question then becomes: Is there a consistent manner in which information is captured, metadata and security controls are applied and the general structure in which they are managed? The most common point of reference in the capture of documents is scanning. This, of course, is when we prep the paper documents, scan them, index and store them within a repository of some type. In many cases, there is no documented process for this step in the EDMS life cycle, but it is one that should be documented, consistent and repeatable, as this is also the step where many organizations are allowed to destroy the originals once a digital image is created. Regardless of the type of device you are using, an overall approach should be implemented and monitored to establish and maintain consistency and repeatability in your scanning process, which also means lower risk and increasing defensibility of your scanning process. The first, and most tedious, step in this process is document prep. In this step, you should be addressing areas that include but are not limited to: logging the documents before scanning; removing staples, paper clips and sticky notes; smooth wrinkled sheets for better pass through and image quality; batch similar sizes, colors, two-sided documents; batch documents with similar indexing fields; and insert separator sheets and attached barcodes, if appropriate. The second step, the act of scanning, is, in fact, where you place the documents into the scanner, multifunction device or other device type you have chosen and, in essence, take the picture. Once this is complete, you may use recognition technology to extract data from the scanned image for purposes of streamlining the third step, indexing. This is also an area where you should have processes in place to 10 summer.2013 ensure quality of the image and accuracy of the extracted data for your indexing operation. The final step in the scanning process is release. This is where you store captured information in the repository, using the index information to manage and find information when you need it. Many organizations tie this step to a workflow application, where, at the point of release, a workflow process is triggered to begin a review or action cycle on the newly captured information. Another form of capture is through programmatic interfaces, allowing users to capture digitally born information into the EDMS directly from their word processing, spreadsheet, presentation, report writers and other office productivity applications. Many of the EDMS vendors have taken the initiative to do the integration work, meaning that once the system is all installed and made available to the users, the capture process could be as simple as drag and drop from an email inbox or a menu selection from a toolbar in the spreadsheet application. Again, I present the challenge of consistency and repeatability in that you should have this process configured to capture those metadata elements automatically, when possible, and limit the number of choices for the user, perhaps providing a list of recommended terms from a controlled vocabulary. Your capture strategy should help define content to be captured and its value, the process in which it will be captured based on its characteristics, like physical versus digitally born, and the manner in which it will be monitored for quality purposes. O BOB LARRIVEE is an internationally recognized thought leader with over 30 years of experience in document imaging, content management, records management, the application of advanced technologies and process improvement. He is director of the AIIM Learning Center where he works to identify, develop and deliver specialized training in best practices, technology and methodologies. Mr. Larrivee can be reached at Full column:

Table of Contents for the Digital Edition of DOCUMENT - 2013 Summer

DOCUMENT - 2013 Summer
Table of Contents
What’s New
Social Conversation
Editor’s View
Why Is Information Capture So Hard? Could Be Your Consistency.
Two Years Later, QR Codes Are Still Going Strong
The NSA and the Itch That Won’t Go Away
Five Trends Reshaping Records Management As You Know It
More Is Better
Crawford Technologies
Paloma Print Products
ISIS Papyrus Software
Diversified Information Technologies
Snowbound Software

DOCUMENT - 2013 Summer