Where and how does an Enterprise Capture
Solution fit in your overall Content
Management Strategy?
Paul E. Szemplinski
917 West Hawthorn Drive
Itasca, IL 60143
Phone: 630-875-1100
Fax: 630-875-1101
www.idt-inc.com
www.idtconsulting.com
Agenda
Trends in Document Capture for Oracle Content
Management (Universal Content Management
and Image Process Management)
• About IDT
• Makeup of the Capture Software
Landscape & Why Should I Care?
• Distributed vs. Centralized Capture
Debate
• All-in-One Capture Solutions
• Where does the MFP fit within my
organization’s ECM strategy?
• Q&A
IDT’s Mission
Provide integrated ECM, ERP & CRM solutions that…
• Organize, memorialize & secure your company’s
most valued content:
- Paper & Electronic Records
- Financial Reports
- E-Mail
- Web Content/Web Forms
- Any Universal Content
• Automate manual business processes
• Reduce the Total Cost of Ownership of ECM,
ERP & CRM Solutions
• Maximize your Organization’s Profitability
• Mitigates Organizational Risk
IDT Thanks Our Valued Clients!
Companies in various industries who trust IDT:
What’s the big deal about Capture
and why should I care?
• Can be very people
intensive, thus most
expensive component of
your ECM project.
• Doc Prep/Assembly/De-prep
• Production Document
Scanning
• Automated data extraction
• Key from Image or
Automated Indexing
• QA
• Intelligent Forms
Processing/Document
Sorting & Classification
• Business / Process Rules
Evaluations
• Batch Processing vs. AdHoc
Classic Capture Process
Document Conversion Process
Document Bundling
The documents
are bundled and
turned over for
processing
Step 1: Receiving
The documents are
received and
catalogued
Step 5: Disk/SAN/WORM
Step 2: Preparation
Business Rule Evaluations
Quality Assurance Document Tracking
Integration with ERP
IDT archives the content
into Content Repository
and inserts metadata
into SQL database
Step 4: Index Match/Merge
Matches the index
data with the barcode
index and merges it
into one index using
an automated process
Step 3: Scanning
IDT scans the
documents in a format
that is compatible with
desire formats and
resolutions
The documents
are readied for
scanning and
barcode targets
are inserted
Classic Capture Process
Collect
Transform
Enhance
Extract
Scan paper documents
Clean up images
Import faxes
Document capture
Validate
Validate and
correct data
Key from image
Data capture
Forms processing
Look up data from
databases and
other sources
Deliver
Archive images
Export data to
database, workflow
or document
management
system
Image Enhancement
Document Capture
Several others…
Content Management
Integrated ECM & ERP
Microsoft Dynamics™ GP
Production Capture Market
Landscape
Remainder,
16%
DICOM/Kofax,
40%
Next 5, 11%
BancTec, 3%
IRIS, 4%
IBM/FileNet,
6%
EMC/Captiva,
20%
© Harvey Spencer Associates Inc. 2007
Capture Software Landscape
(Several others…)
Q: How is Capture relevant to my overall Oracle ECM
Strategy, Implementation & Rollout?
Q: Should I buy or build (try) a better mousetrap?
Q: Which Capture partner & product is best suited for my
organization? Web or production client?
Q: Should I look at centralized or decentralized strategy?
Q: Should we create a Document Scanning/Indexing/QA
Department/cost center?
Q: Does my content originate in paper, fax, electronic, etc.?
Q: Is our content transactional, dynamic, static, etc.?
Q: Should I use MFP’s, All-in-Ones or document scanners?
Overall Objective with your
Capture Strategy
• Select an Open, Scalable, Extensible Architecture
• Design Capture Processes that “backs-the-bus” up
to closest point of origin (eliminates duplicate
handling, copying costs, shipping, etc.)
• Identify every possible means in which you
Automate the Capture & Indexing process, thus
reducing the overall labor, key from image costs.
• Carefully evaluate pros/cons of Centralized vs. Decentralized.
Centralized approach will inevitably create a new cost center for the
business.
• If possible, include business rules in the up front capture process as
opposed to the backend CM solution. Cost per seat for CM is typically
more expensive than Capture Software.
• Design your Capture Solution to do the heavy lifting…Include as much
intelligence in your initial document creation as possible (2D/3D bar
codes, patch codes, unique document identifiers, validation, etc.)…
Following these suggested guidelines will help you lower the TCO
of your ECM solution.
The Face of Data Entry has
Changed…
The Face of Data Entry has
Changed…
Pearl of Wisdom
• Don’t try and build it yourself!
"Like a lot of people, we started off developing a
home-grown CMS," recalls Greg Perry, manager of
the company's Content Systems Group. "Basically, it
was an utter failure. It had no workflow and no
stability, and it required custom development for
everything."
Source: PCWorld
Ask yourself, “Are we in the ECM software business or the
________ business?
Centralized, Decentralized or
Hybrid Approach?
Centralized Pros:
• Arguably Tighter Capture Process Controls
• Dedicated team with manager/supervisor
• Production, High-Volume Operation
• Scalable Operation using shifts especially during
peaks/valleys or seasonable business
Centralized Cons:
• Create a new department w/overhead/cost center
• Equipment and software license costs
• Ongoing maintenance costs
• People costs
• Facility (ping, power and pipe) costs
• Single point of failure
Centralized, Decentralized or
Hybrid Approach?
De-Centralized Pros:
• Lower cost desktop devices (sub $1,500.00)
• Client software costs are generally much lower than
production, sometimes even free
• Labor costs are shifted back to the document custodian,
originating department, customer & supply chain
• Leverage the WWW as the pipeline into the internal
ECM infrastructure, even in low bandwidth situations
• Still can take advantage of capture process controls,
data extraction, QA, validation, DB lookups, advanced
forms recognition, etc.
De-Centralized Cons:
• Requires a deep-dive analysis into document origination/capture
process
• Documents or forms redesign may be required
• May or may not be widely accepted by the organization’s management,
its customers and supply chain
• You *will* meet resistance from the “Dark Side” or the “Nay-Sayers”
Pearl of Wisdom
Maximize ROI and Minimize Risk
Risk
Efficiency
Cost
Project Timeline
Phased Methodology
Cost
Cost
Traditional (Big Bang) Approach
Phase I Phase II Phase III
Efficiency
Risk
Risk
Risk
Cost
Project Timeline
Proposed European Oracle Architecture, Global system.
SQL Server
All IBPM Services
IBPM Web
1U
1U
Test
European DC LAN
Production
1U
1U
DSMS
Filer
Info Broker
Request Broker
Security
1U
1U
IBPM Web
Export
Process Broker
Process Injector
SMTP Tool
Storage
1U
Ascent Capture 7.5
ACIS
Storage Frame
Storage
Repository
SQL Server
Current US Capture WAN
Datacenter
Houses Oracle
And
Ascent Capture
Houses the Oracle ECM system
The ACIS Central server
All SQL DBs
Image Storage
MPLS Cloud
Aircraft Manufacturing Facility
Houses Ascent Capture
Remote site server for scanning
Helicopter Manufacturing Facility
Houses Ascent Capture
Remote site server for scanning
Financial Services Facility
Houses Ascent Capture
Remote site server for scanning
Datacenter
(Europe)
Houses Oracle
And
Ascent Capture
Houses the Oracle ECM system
The ACIS Central server
All SQL DBs
Image Storage
Gear Manufacturing
Houses Ascent Capture
Remote site server for scanning
MPLS Cloud
Tool & Die Facility
Houses Ascent Capture
Remote site server for scanning
Hydraulics Manufacturing Facility
Houses Ascent Capture
Remote site server for scanning
Injection Molding Facility
Houses Ascent Capture
Remote site server for scanning
One Button “Executive” Scan
Solutions
Automatic Document Feeder
Special Document Feeder
Color, Grayscale or Blackand-white images
Duplex, 25ppm, A4/Letter,
Capture
Network Connectivity
Works within your existing office
network, no need to purchase
additional hardware or software
Eliminates mailing, faxing and
filing of paper
Captures Both Sides of
Documents in a Single Pass
Scans documents in color, blackand-white or grayscale at speeds up
to 50 images per minute
USB Port
(3 drives included)
On-screen color preview for realtime confirmation of image capture
and transfer
One Button “Executive” Scan
Solutions
• A4 Duplex Compact Network
Scanner
• Color Scanning Speed : 25ppm /
50ipm
• Monochrome Scanning Speed :
25ppm / 50ipm
• Large color liquid-crystal touch
display and built-in keyboard
• Easy operation
• Loaded with automatic time saving
functions
• Remote operation and network
confirmation management
Automatic processing makes scanning easy!





Automatic Deskew
Automatic Size Detection
Automatic Orientation
Automatic Color Detection
Automatic Blank Page Removal
Value Proposition for All-inOne’s
• Completely eliminate or significantly reduce the following
costs or burdens:
Personal computer, Windows operating system license,
monitor, SCSI or firewire cards, cables, document scanning
software licensing costs, indexing software (maybe),
re-occurring software maintenance costs, internally loaded IT
cost center charges for maintaining PC, operating systems,
applications, hot-fixes, patches, service packs, etc.
• User training is similar to that of a copy machine
• Network security/authentication can comply with
corporate IT standards and practices (LDAP, AD, etc.)
• Quickly deploy and remotely manage on a volume basis
• These are designed for document scanning and
incorporate high resolution cameras, high speed
transports, include advanced image processing and
image cleanup technology found only in the document
scanner market (not MFP’s)
Where do MFP’s fit in?
•
•
•
•
Ad hoc, low volume, low quality scanning
Be prepared for low user adoption rate
User Interfaces are generally clumsy
They don’t include the level of image
quality enhancements that are included
in real document scanners
• Would you consider using your snorkel
gear to go scuba diving?
Questions?