Document capture is the launch point from where all content (paper documents, electronic documents, etc.) should be ingested into an enterprise content management (ECM) system. The Association for Image and Information Management (AIIM) defines “capture” as “covering the combined processes of document scanning, image correction, recognition of text, barcodes, form fields and output to an appropriate format for subsequent processing or archive storage.”
The AIIM white paper “Find, Control, and Optimize Your Information” notes that, “nearly half of organizations (surveyed) have achieved savings of 40 percent or more in storage costs by converting paper documents to digital.” If you factor in productivity gains, the aforementioned paper cites, “42 percent of organizations have increased productivity by 50 percent from their capture investment.” From a cost savings and a productivity standpoint, document capture has an immensely positive impact on the bottom line.
M-Files Capture: Making Document Capture Easy AND Powerful
As some of you know, we recently announced the availability of M-Files Capture, a powerful new production scanning and document classification solution.
Many of you who read our blog regularly know that one of the fundamental principles that drives our product development is ease of use. With M-Files Capture, our customers are now equipped with a best-in-class scanning solution as well as an easy way to ensure that scanned documents can be easily designated for pre-determined workflows and access privileges, and that they are easy to find yet securely stored in the repository. M-Files Capture consists of four distinct operations:
Scanning – The “scan” is the entry point of the capture process. Scanning refers to both scanning paper documents and importing electronic documents from network folders. Scanned images can be cleaned-up and further processed by despeckling, rotating, cropping, adding stamps, etc. Since scanning page by page can be painfully time consuming, batch scanning speeds up the process by automatically splitting and merging scanned pages into logical documents. M Files Capture even recognizes different document types within batches based on different document layouts.
Extraction – M-Files Capture automates data entry by capturing index fields in the scanned documents and allowing you to store them as metadata attributes in M-Files. Any extractable information can be saved as metadata.
Validation – Validation ensures that the data extracted from the document is accurate. For example, a phone number field can be set to a limit of 11 characters that can only be digits. When data is extracted, anything that breaks this rule (i.e. having a letter in the field) will be brought to the attention of the scanner operator who can take appropriate action and/or correction. Another example is a validation against a predefined list where the system can ensure an identified customer name is correct by cross-referencing it to a CRM system.
Export – Captured documents and their metadata are saved directly to the M-Files repository and then the full-magnitude of M-Files ECM platform can be used to set automatic permissions and workflow for the documents. Scanned documents are quickly and easily discoverable via metadata-driven dynamic views — and can be accessed via your PC, tablet or phone.
We see M-Files Capture as the primary choice for document scanning into M-Files. Its purpose built for high-volume scanning and scalable at the enterprise level. We hope you’ll choose it as your on-ramp to ECM.
Stay tuned for Part Two of this post where I’ll discuss how our intelligent metadata approach ensures that the documents you’ve captured can be integrated with structured data in other business systems, providing content in context.