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Document Scanning and Capture: Local and Central or why not Outsource?

The term "capture" covers the combined processes of document scanning, image correction, recognition of text, indexing and finally, output to an appropriate file format for subsequent processing or archive storage. For 10 years or more, capture has been the entry point for document store-and-retrieve systems.

Traditionally, scanning and capture has been considered technically challenging. Achieving high throughput at minimum cost has required specialised machinery and skilled staff, hence the prevalence of service bureaus and professional outsource companies. There has in the past been some reluctance to invest in capture technology, particularly where manual keying costs have been prohibitively high.

The more reliable and capable scanners, more automated capture processes, and in particular, the availability of a multifunction scanner/printer (MFP) in almost every office, has led over the last five or six years to a new model of distributed scanning, local to the office staff processing the documents. In some scan-to-archive applications, particularly in professional services or healthcare, a scanner-per-desk policy has been implemented. The main problem with this scenario is that due to legal reasons the documents still have to be kept as they have not been scanned with BIP0008 compliance.

In this document, we look at the issues and potential benefits of these different approaches, and consider the potential Return on Investment (ROI) across the more popular application areas. We measure the adoption levels of different approaches to scanning and capture, as well as the levels of success in automated indexing and metadata capture.

Key Findings

Centralized in-house scanning are set for steady growth, outsourced scanning and capture is set to increase considerably over the next five years due to the lower cost of continued service.

Distributed scanning on MFPs is set for some growth but considered not appropriate for large volume archive scanning. Equipment failure, queuing, file size and speed are the main issues.

Also set for a considerable increase is automated recognition via OCR, ICR, etc., and automated classification. Outsourced mailroom is the key area of increase in this sector.

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 spending set to rise. This again backs up outsourcing increases as these establishments already have the equipment and software needed.

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.

 

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