What’s ERM/EDM? EDM or ERM is centered on the way that we handle processes that involve forms. As computer systems have evolved through the years, many people believed that the number of paperwork would be substantially reduced, perhaps even leading to the paperless office. Indeed, in a few cases it’s proved correct and My business is led to believe that some organisations have was able to go paperless, however, I am yet to find one of these organisations. In fact, what seems to possess occurred is that despite an inferior percentage of data dealing in the printer, the overall volume of data continues to grow so much that the overall amount of printed material has additionally risen.
Much of this printed data does not need to be kept as it will exist in electronic format. However, some items cannot simply be discarded. Organisations will always employ a need to keep hold of certain documents for legal or regulatory reasons. The type of docs and the time they are to be kept (your Retention Period) will change from industry to sector. However, many of these documents might be kept in an electronic digital format, scanned and made available on your pc systems.
Using the latest EDM/ERM remedies, many documents can now be scanned into a digital format, this can be done in a way that allows the document to be legally compliant, even to the extent that this digital copy will always be admissible in court – provided that the proper procedures are followed. Once scanned to a digital format, this paperwork no longer occupies valuable office space none does it necessarily must be stored in off-site repository. Furthermore, it can be accessed instantly by any authorised person inside your organisation and shared electronically with the click of a computer mouse button. Very often, by making the information widely available within the organisation, further efficiencies are found function as de-duplication of tasks.
In short, through the digitisation involving paper based records, organisations can benefit coming from extra space, the freedom of information to become accessed around the organisation or maybe routed automatically through set up business processes – workflow solutions.
Key EDM/ERM terms
Prep / Pre Have a look at Preparation Documents arrive for scanning in a variety of formats. Sometimes there are just reams of A4 web pages neatly organised in bins. More often however, the documents are contained within files, often stapled and un-structured. The prep process was created to organise these documents set for scanning. This will involve removing all folders, staples and paperclips, the unfolding of folded pages along with the repair of damaged docs. This process allows the documents to become scanned in an useful manner.
Document Separator Pages Even though this is strictly part of the Prep and or Indexing process it is best explained separately. Document separators can be as simple like a page with a certain pattern that tells the scanner software that your new document has started or even more complicated sheets that use barcodes for the automatic capture of catalog data. These barcodes can generally be incorporated into widely used documents to reduce the indexing costs.
Substitution Sheets Substitution sheets are used where mixed page sizes occur just a document. Mixed page sizes may mean that different document scanners have to scan one document. Often, large format items will probably be removed from the document and replaced having a substitution sheet. These large items might be processed through large format scanners with the remaining document being scanned on more conventional devices. The software then marries the two resulting sets of output images into one full set.
Scanning / Capture This can be a process of digitisation. Digitisation can be via a lower priced low volume scanner or via more complex technology capable of scanning 10’s or maybe 100’s of thousands of pages everyday. Document scanners are competent to scan in full colour, black and white or greyscale and varying levels of quality using the required resolution. Scanners can often scan both sides of each and every sheet in one go, automatically removing blank pages while they are found
Indexing / Data Capture In this process, key information is compiled about a document that was scanned. It is this key information that’s then used to retrieve the document only when it’s required or to lead to an automated process. The quality of these details is paramount and as such it is usually keyed on the scanned image. Sometimes, where the data is very important it is double keyed, by separate operators as well as the software flags up any miss-matches inside the keyed data. Software can also be used for this purpose, see Optical Character Acknowledgement (OCR) and also Forms Recognition. Furthermore, document separators can be created which contain this data for automatic capture with the use of bar codes (see above).
Quality Control (QC) Quality Control could be the next stage at the same time. Random samples are selected and when compared to original, both the scanned image along with the index data can be QC’d in this way. The level of QC would depend on the budget, the complexity of the project and also the value of the final data a great organisation.
Scan-on-Demand Scan-on-Demand is any hybrid of traditional archive storage and EDM/ERM options. Where a high level of paper based documents are produced that only have to be retained for a relatively short time frame, scan on demand generally is a very cost effective solution. Documents are stored in off-site archive so when a document is required a request is created, the document is positioned, scanned and delivered in an electronic form.
Retrieval Systems Retrieval programs allow scanned information being recalled for storage. Regardless of where the particular scanned information is stored, be it on optical drive, a server in a cubicle or more commonly hosted off-site contained in the service, a system is needed to access this information. Usually, documents are located through the use of search terms which will return a list of matches. The correct document is then selected and displayed on screen. Retrieval systems will then allow the user many options, the ability to mail, annotate, add notes, add pages etc. to the document. Changes should always be tracked with the system and the original be accessible. Retrieval systems may provide a method of adding new documents towards store and workflow efficiency.
Workflow Workflow refers to what is usually a complex process of which there are a number of steps or actions required. A rules based system allows a few rules to be created that relate with a particular document type and will determine where this document is routed from the organisation. For example, an invoice will become routed around an company for approval finally dealing with the accounts payable division, authorised for payment. Dynamic rules provide further possibility for documents, for example, low value documents may only need to be authorised by a junior member of staff whereas higher value account need the authorisation of two members of senior management. The routing can possibly be to specific individuals so they can departments. Workflow has many applications not restricted to the Accounts Payable section. Customer complaints, holiday requests, training requests etc all gain from automated processes
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