Imaging Projects and Activities

Bill RothCITA

Nov 20,2008

Agenda

• What is Imaging?• Current and future imaging projects.• Imaging system’s evolution.

Document Imaging Vs Document Management

Document Imaging• scanning, • indexing, • retrieval,• and control of paper

document

Document Management• Document check-in/check-

out (file locking).• Version control.• Document-level security

(permissions).• Attribute and full-text

indexing, search and retrieval for all documents.

Imaging in Business Context

• Used to support business processes• As a front end collection method for

document and content management• As a front end to Business Intelligence systems

• Scanning devices• Storage and retrieval systems• Indexing and access control

Primary Drivers of Imaging

o Agency efficiencyo Paper reductiono Reduce filing cabinets and floor spaceo Business partner efficiency/process supporto To increase accessibility to informationo To provide better indexing of documentso To protect critical data from loss, theft, and

unauthorized changeo To improve the management of existing and future

documents

KITA Version 11 References

Chapter 12 - Digital Asset Management12.1 Content ManagementContent Authoring, Content Review and Approval, Tagging and Aggregation, Content Publishing

and Delivery, Syndication Management 12.2 Document Management Document Imaging and OCR, Document Referencing, Document Revisions, Library / Storage,

document Review and Approval, Document Conversion, Indexing, Classification

12.3 Knowledge ManagementInformation Retrieval, Information Mapping / Taxonomy, Information Sharing, Categorization,

Knowledge Engineering, Knowledge Capture, Knowledge Distribution and Delivery, Smart Documents

12.4 Records ManagementRecords Linking / Association, Document Classification, Document Retirement, Digital Rights

Management

KITA Imaging TargetsChapter 12. Digital Asset Services

SRM Component group

TARGET

12.2.1 Document Imaging and OCR

Document Imaging ANSI/AIIM MS53-199AIIM/TR 19-1993AIIM/TR 29-1993

OCR ISO 1073/1-1976ISO 1073/2-1976FIPS PUB 32-1ANSI X3.93M-1981 (R1989)ANSI X3.99-1983 9 (R1991)

Strategic Information Management Plan Alignment

• Improve Processes• Share Enterprise Information• Improve Collaboration• Enhance Workforce Efficiency

Usual Problems

• Training• Document meta-tagging• Signature • Building documents into automated processes• Lifecycle management

Document Imaging Remains a Key Technology as Organizations Look to Go 'Paperless'

o Document imaging technology has proven its business value repeatedly since the mid-1980s, and demand for it remains high.

o Scanned images are crucial for content-enabled vertical applications

o Document imaging is often the starting point for broader enterprise content management (ECM) initiatives

o Don't assume that scanners are all you need to go "paperless." Document imaging technology has two main components: a capture solution and a repository where images are stored to await further action.

Nearly 75% of orgs will invest in document management in 2008

“In which types of enterprise content management (ECM) software are you likely to invest in 2008?” (Multiple responses accepted; does not include “Don’t know” responses)

Source: Enterprise And SMB Software Survey, North America And Europe, Q3 2007Forrester Research

Base: 214 software decision-makers at North American and European enterprises

42%

51%

60%

62%

64%

66%

74%

Digital asset management

Records management

Enterprise content management platform

Web content management

Document imaging

Content and email archiving

Document management

Agencies Involved in Document Management and/or Document Imaging

System in Production• Board of Nursing• Racing and Gaming• SRS• Department of Commerce• Emporia State• Pittsburg State• Conservation Commission• KDHE• Department of Agriculture• Bank Commissioner• Real Estate Commission• Court of Tax Appeals• Secretary of State• Corporations Commission• Kansas State University• Highway Patrol

Production System with a Planned or Current Upgrade• KU• Health Policy Authority• Department of Transportation• Veterans Affairs• Sentencing Commission• Human Rights Commission• Department of Labor• Legislative Research Department• Legislature• Revisor of Statutes• Wichita State• KU Medical Center• Department of Corrections• KBI• Attorney General• Insurance Department• Department of Revenue• Department on Aging • Judicial Branch• KPERS(Red = KITO Quarterly Reportable projects)

Examples of Agency Business Usage

• Accident records• License renewals with

documents• Tax records• Business filings• Investigative documents• Document collaboration• Meeting and hearing

notes

• Procurement and payments

• Human Resources• Contracts and

Attachments• Certificates (birth, ect)• Case files• Form approvals• Lab tests• Applications

Document Repositories in Use

• IBM Filenet-3– Transportation– Health and Environment– Revenue

• Microsoft SharePoint-6– Attorney General– Administration– Labor– Corporation Commission– Board of Tax Appeals– Commerce

• Others– Image now - 4– Stellant(oracle) - 3– Paradocs - 1– Captivation - 1– IBM content Mgr - 2– Onbase - 1– Docushare - 1

Cross Agency Usage

Provider User agency/ groups

Corrections KBI, KSC, Future plans all KCJIS participants

Transportation KDOR, TRS, KHP, Insurance co

Highway Patrol KBI

Judicial Local courts

Aging Auditors, CMS Center medicaid Medicare

Cross Agency Information Sharing will become a major driver for new system investments and system enhancements

General Metrics on Document Management Systems

• Server Platforms:– Windows - 14– Linux/Aix - 3

• Document Count – Smallest: 12,000 documents– Largest: 112,000,000 documents– Total: 142,000,000 documents

Where All of this is Leading

o Integrated Business Processes with imaging, document, and content managemento Unstructured data — such as email, documents,

scanned images, faxes, Web copy, audio and video, blogs and wikis — makes up the majority of information that fuels operations within any enterprise.

o Enterprises achieve high business value when supporting business processes with imaging

Integrated solutions Why?

o Protect the enterprise/agency from risk, while embracing the ways business people work

o Drive content into business processes to improve efficiency or business optimization

o Make content easily accessible and shareable within employee collaboration efforts

o Deliver content in more targeted and dynamic ways to improve the customer experience

But … Not Everyone Needs This

o Lightweight Document Managemento distributed captureo need for more-efficient document management

solutionso users can save time and money in directing,

securing and processing their documents with greater ease

Summary

• Demand for and amount of content keeps growing• Newer technologies integrate and scale better• Cross Line of Business requirements for sharing information will

drive some investments• Hosted solutions could support small-med agencies in the future• KITA just established target last year, May need to look at

product based architecture in some areas• Lightweight document management is viable for many agencies• Kansas Electronic Records and Information Management

(KERIM) could encourage changes to current Imaging, document, records and archiving makeup