AIIM Study on Capture: Local, Central, Outsource – What’s Working Best?

AIIM (www.aiim.org) is the community that provides education, research, and best practices to help organizations find, control and optimize their information. For more than 60 years, AIIM has been the leading non-profit organization focused on helping users understand the challenges associated with managing documents, content, records and business processes.

This survey was taken by 882 individual members of the AIIM community between November 3rd and November 17th, 2009, using a Web-based tool. Invitations to take the survey were sent via e-mail to a selection of the 65,000 AIIM community members. information and records management professionals, IT staff and line of business executives. Here is a summery of some interesting findings from this survey.

– Centralized in-house scanning and mailroom scanning are set for a considerable growth in take up compared to outsourced scanning and capture.

– Distributed scanning on MFPs is set for some growth compared to desktop scanning.

– Also set for a considerable increase is automated recognition via OCR, ICR, etc and automated classification.

– Despite the long term preferred strategies, sales next year of dedicated scanning hardware is set to drop, with MFPs just holding their own. Capture software and modules are the only areas of spend set to rise.

– Knowledge management in the form of improved searchability of business documents is the highest driver for scanning, closely followed by compliance and business process improvement.

– 46% of users report ROIs within 12 months, with two-thirds seeing returns within 18 months. These are consistent across many types of content and process, with invoices, contracts and application forms being the most popular.

– Legal admissibility of scanned documents is still seen as an issue in over a quarter of businesses.

– 30% of the sample use outsourced services, citing “No staff management overheads” as the main benefit, along with cost per scan.

– Integrating the scanned files back into the internal system is a bigger outsourcing issue than security breaches or lost documents. Quality of indexing is an issue for 30%.

– 48% of respondents have a centralized, in-house scanning service, citing better indexing and closer integration with the process as the main benefits.

– Meeting demands for fast turnaround is given as the biggest issue with central scanning operations, followed by logistics and space problems.

– 78% of those surveyed have some form of distributed scanning via MFPs, desk top scanners or branch-office scanners. Ownership of the process by the line of business owners is given as the main advantage, as well as improved utilization of MFPs.

– The biggest drawback of distributed scanning is training staff to index properly and maintaining quality of indexing over time.

– Whilst 32% of organizations report that the consumption of paper and/or number of photocopies is still increasing, this is equally balanced by those who feel it is decreasing.

– 25% of scanned documents are photocopied prior to scanning. Only 31% of scanned documents are destroyed after scanning, with a further 32% being archived off-site.

– Only 38% of paper-originated records are scanned and archived electronically.

– 51% of scanned documents are 100% “born digital”, i.e., come direct from a printer.

– 37% of organizations are scanning over half of their incoming documents. 12% scan more than 80%.

– As regards accurate recognition and capture, on average 6.5% of scanned documents are rejected at QA or require intervention.

The Future of Information Governance

Information is the life blood of any modern-day business. Companies succeed or falter based on the reliability, availability, and security of their information. But are most companies properly governing how their information is used, shared, and analyzed? The Economist Intelligence Unit recently conducted a survey of senior executives around the world on the benefits, challenges, and risks associated with developing an enterprise-wide information governance strategy.

The information that companies are busily generating, collecting, and mining offers a wealth of potential benefits. However, its use carries substantial risks. As a result, some organizations are forming formal governance bodies to create strategies, policies, and procedures surrounding the distribution of information inside and outside the firm. This paper seeks to better understand how companies are creating crossfunctional governance bodies to create strategies and policies around corporate information.

Read the Report

Read the Press Release

SmartDigitalVault: Intelligence from Corporate Records

Strategic Legal Systems and Portford Solutions have combined IT and legal expertise to create the SmartDigitalVault (http://www.strategiclegalsystems.com/portford) for extracting critical business information from legal records and systematically organize it based on best practices for each business domain. The “smart,” secure repository finds the needed record and generates business reports from the extracted data.

As the “business logic” of the SmartDigitalVault, our SDV Solutions help customers to stay current with legal issues as they arise, while they strategically manage overall risks. For example, we offer targeted, solutions to manage information for these functional areas:

– Customer Contracts
– Vendor Contracts
– Properties and Facilities
– Human Resources
– Franchise Operations & Compliance
– Commercial Real Estate Workouts
– Corporate Governance
– Public Company Compliance
– Investor Relations
– Subsidiary Management
– Chief Financial Officer

The SmartDigitalVault is built on EMC Documentum’s ApplicationXtender document management software and Portford Solution’s award winning DocuNECT electronic capture platform. The SmartDigitalVault provides customers the legal expertise of a general counsel along with the technical expertise of a document management specialist all in a hosted solution.

For more information on the SmartDigitalVault, email Dan Segura @ dan.segura@portfordsolutions.com