Modified by Scott Blau firstname.lastname@example.org
As a continuation from my previous post, here are some fundamental questions to ask yourself - and others - as you embark on a distributed capture endeavor:
Is it “Usable?”
An intuitive user-interface is essential to facilitate distributed capture. Typically, the people receiving documents are customer-facing, not dedicated and trained capture operators. The solution should provide a clear and simple series of steps to that assure a legible document image…
Can it be “Read?”
A poor image quality or, worse, partially-captured document, will quickly undermine the benefits of distributed capture, especially downstream when it comes time to extract data with optical character recognition (OCR). This is where most mobile telephone cameras struggle to create high enough quality images to avoid laborious manual effort later in the process. For a step up in quality, select a portable scanner – some are no larger than a thick ruler – that attaches to a laptop or mobile device.
What document is it?
The first, most important, piece of information about any scan, is the identity of the document itself. Is it an application, a claim, a change-of-address, etc? That question might be answered by manual input from the person who scanned or took the picture of the document, but it also might be automated through automatic document classification. Remember, your mobile and distributed workforce are not trained capture professionals, so take a belt and suspenders strategy on this one…
Is it Accurate?
Determining the accuracy of content extracted from a document is of prime importance. Whether the extraction is manual, or automated with OCR, you need a set of checks and balances to assure users that the solution can be relied upon. For example, if the software is uncertain, how does it notify a user, and which user is it that gets notified?
Is it Safe?
The security of data is essential to consider, especially when handling customer or other sensitive data. Distributed capture must be considered moving capture into high-risk environments. Make sure you understand what the risk exposure is if a mobile device is lost or stolen in the field.
Is it Faster?
The speed at which the captured document is transferred from the mobile device to your repository or LOB system determines the speed at which it can be processed by the application. The old saying, “a chain is only as strong as its weakest link,” comes into play here. If there is, in fact, a bandwidth limitation for remote users, then the advantages of capturing remotely may be lost in the transfer.
Is it Capable of Handling Anything a User Throws at it?
There are always exceptions and how you manage them is the test of a capture system. Can you add attachments? Can you add a new document you weren’t expecting? Can you annotate a document or route it to a supervisor for review? The closer you are to the customer, the more exceptions you will encounter, so make sure you have the flexibility to handle the unexpected.
Will it work for me?
In most cases, a mobile capture solution will both archive the document images, and route them into a line of business system – as fast as possible for customer satisfaction. For example, an invoice, resume, or contract will be sent to the ERP system. An insurance claim will be forwarded for adjudication. A loan application may link to a case management system, where underwriters will review. A medical document will be appended to the patient’s electronic health record. Make sure your distributed capture system can connect to your business systems and deliver image and data seamlessly.
After all these years in the capture business, I thought things had settled down. People have been saying that document capture is a “mature” technology. And, of course, it is, but the world is changing around us, creating new opportunities. So don’t be shy: if you see a way to shorten the cycles, to deliver better customer service, to improve vendor relations, or to change just about any existing process by capturing documents sooner at distributed/remote locations, then take advantage of the opportunity. Just ask the right questions - and get credible answers – as you navigate to a successful implementation.
Note: An earlier version of this post appeared in April 2013 on John Mancini's Digital Landfill blog.
Follow me on Twitter @CaptureGuru
Modified by Gaye Watanabe email@example.com
Modified by Scott Blau firstname.lastname@example.org
It’s a given: the sooner you convert a paper document into an electronic image, the faster, more accurately, and less expensively you process it. Obvious though it may have been, over the 20+ years I’ve been in this business it’s not been an easy insight to act upon.
In the era of MFPs (multifunction peripherals), mobile phones and mobile data plans, it’s easy to forget how tentative data connectivity was even a short time ago. Even in a commercial setting, banks with branches, insurers with independent brokers, in fact, any organization with far-flung activities, all had big concerns about wide-area bandwidth. Scanning of documents and sending them “over the wire” from remote locations was seen as a luxury.
That perspective is changing – fast.
Converting a paper document to digital image as soon as the document is received, or even created, is a strategy now within reach of most organizations, in most parts of the world. It's called distributed document capture. It’s different from the old model of centralized capture, where everything is sent to a central processing center.
The good news is that there are now low-cost desktop scanners, mobile scanners, multi-function peripherals (MFPs), and more than a billion smart phones worldwide that can operate as a capture device. The bad news is that it’s not so simple as simply snapping a photo to be successful with distributed capture. Before you invest in a solution, you need to prepare yourself by asking some key questions... I'm putting some together to share with you in my next post.
Follow me on Twitter @CaptureGuru
Announcing availability of the first four courses out of five
planned for IBM Datacap V9.0
F220 IBM Datacap V9.0: Introduction*
This course introduces the features and components provided with IBM Datacap V9.0 :
IBM Datacap overview, Capture process, and architecture
Introduction to the tools to create, process, and monitor document batches
New features in the Datacap V9.0 release and migrating an application from previous releases
*Available as Instructor led training and Self-paced Virtual training.
F221 IBM Datacap V9.0: Application Builder with FastDoc*
In this course, you learn the skills that are required for:
Rapid application development
- Create an application from the Form template and configure the batch structure.
- Define page fingerprints and configure keyword look-up and field validation rulesets.
- Test rulesets with FastDoc test capability
- Export to IBM FileNet Content Manager.
Processing of the batches in FastDoc (Offline mode and Datacap Server (online) mode)
*Available as Instructor led training and Self-paced Virtual training.
F224 IBM Datacap V9.0: Configuration*
In this course, you learn the skills that are required to configure the following components:
Datacap Web Access and Datacap Web Server
Authentication modes and security groups
Datacap Server, Rulerunner, and Report Viewer
Web Client Upload Service and Datacap Maintenance Manager
*Available as Instructor led training and Self-paced Virtual training.
F225 IBM Datacap V9.0: Administration*
In this course, you learn the skills that are required to:
Configure store and queue by options, DB2 databases, and database connection parameters
Create shortcuts for Datacap Desktop and Web Client tasks
Monitor Datacap components with IBM System Dashboard and create reports
Do the system maintenance, disaster recovery, and configure event logs
*Available as Instructor led training and coming very soon as Self-paced Virtual training.
F222 IBM Datacap V9.0: Application Builder FastDoc and Datacap Studio
Coming very soon!
In this course, you learn the skills that are required to create and configure an application using FastDoc and then to enhance it using Datacap Studio. You will also learn to:
Configure a page match fingerprint and zones
Create a locate ruleset with RealZones and PopulateZNField and add it to a profile
Configure custom validation
Import a custom verify panel from an XML file
Configure a barcode to identify the page
Locate a field with a key list, key work locate, and intellocate.
Export to IBM FileNet Content Manager repository
Recognize fields using OCR and OMR
Configure Built-in Client to Run Batch Tasks
*We can assist you and your team members with your ECM training needs. Please send your class requests and ECM Education inquiries to WW ECM Education email@example.com.
Guest blog by Scott Blau
, WW Director of Document Capture, ECM, IBM
The word “engage” is, er, how can I put it? Engaging! It has many meanings. We engage
in thought and activities when we devote our attention. It can refer to hiring someone or renting an
apartment. Cars go forward because the
gears are engaged. And, unless you are commitment-phobic, you
get engaged and then you get married.
Engagement is central to any successful business. People buy products that are engaging, but
they stay customers with companies that engage with them. In the days of Main Street shopping,
engagement was as simple as a winning smile and the willingness to listen to
customers expand on the details of various ailments and gossip about
relatives. And, of course, it was about
customer service – responding to complaints before they were shared with others
down the street.
In today’s mobile and connected marketplace, engaging with
your customer – or with your suppliers, or patients, or even employees, is an act of defiance! Your customer may never walk in the door. Your marketing systems may not “speak” to
your order fulfillment system – and both may have nothing to do with customer
service. But to engage with your
customer, I mean really engage in the sense of knowing them like a Main Street
proprietor knows their daily walk-in customers – customer service, for example,
should know the communications preferences that the customer set on a web site
and were used in marketing.
The most successful businesses now are focusing on the last
frontier of automation: breaking down the barriers between their “automation”
systems so that they can re-engage with their customers: an effective ECM
system delivers efficiency – while improving customer acquisition, servicing,
Customer service can be just a matter of answering the
phone, but a customer interaction case management system that breaks barriers
between internal information silos and handles the randomness of human
interactions, engages with customers in the way they want to be engaged –
Good ECM tools will improve productivity… but more
importantly, and more relevantly to life at the speed of an iPad, they help
organizations engage with customers, with suppliers, with citizens, with you
and me – all in ways that make us feel like we are talking to the local news
agent who we visited every day for the last ten years.
Come hear Scott talk about ECM and Smarter Content at Information on Demand 2012, to know about ECM sessions download the ECM at IOD Agenda
. Or if you're already registered, use the SmartSite
to start planning your experience, scheduling sessions, and connecting with other attendees and speakers."
Guest post by David Jenness,
Market Segment Manager, ECM, Document Imaging and Capture, IBM
One of the
things that I like about my job is that I get to talk to IBM customers who have
automated their business processes with document capture and imaging software.
I ask them how much money they saved, how many errors eliminated, how much
faster they can process a claim or an invoice or a mortgage, and generally how
much “smarter” their organization is now that they have replaced a paper-based
always, our conversation focuses on process improvement and cost savings. We do
diagrams to show how much was streamlined and use special calculators to
determine how much money they saved. And then I write up a case study to
It’s not a
Or at least
it was, until recently, when I had a revelation thrust upon me by a customer in
the healthcare industry, who told me, “We didn’t buy the solution to save
money. We bought it to make our patients healthier.”
light dawned in the rock garden. Process improvement and cost savings are
important, sure, but there’s a bigger picture. There’s the person who is
receiving the product or the service and they too benefit from a smarter
organization. In fact, isn’t the whole point of the endeavor to improve the
experience had by the customer (or the patient or the citizen or the student)?
It may sound
obvious, but here I was, nearly wrenching my arm trying to pat myself on the
back about how much money is being saved. Sometimes, we become so accustomed to
focusing on the little picture, that we forget that there is a big picture. But
thanks to the document scanning manager of a major hospital network who scans
medical records so that a physician in the emergency room can access them to
treat a patient, I now understand that document capture and imaging is much
more than a way to trim costs, it can improve the lives of people.
See what's possible in Document Imaging and Capture in your industry. IBM's largest EXPO
you to experience products, services and solutions in action.
Guest Blog by David Jenness, Market Segment Manager, IBM Document Imaging & Capture
Since IBM acquired Datacap two years ago, there has been an enormous effort to globalize Datacap Taskmaster Capture, the intelligent document input solution, expanding its reach from English language capture to the world’s languages. With every new release, Taskmaster adds new languages, and today it supports nearly 30 languages worldwide.
Released in August, Datacap Taskmaster Capture v8.1 has added Cyrillic and Simplified Chinese to its list of supported languages. What makes these additions significant is that neither of these languages uses the standard 26 letter Latin alphabet.
Cyrillic script can be traced back to the Greek uncial script (with additions from the Glagolitic alphabet, in case you were curious). Cyrillic is one of the most-used writing systems in the world. It is the basis of alphabets used in all of Russia, as well as Serbia and Bulgaria. As of 2011, nearly 252 million people in Europe and Asia use it as the official alphabet for their national languages. About half of those people are in Russia.
Simplified Chinese characters are standardized characters that the government of the People’s Republic of China has promoted for use in printing since the 1950s. Today, these characters are officially used in mainland China and Singapore. Simplified character forms were created by decreasing the number of strokes and standardizing the forms of a sizable proportion of traditional Chinese characters. Is it an important language? Let’s see, only about, oh, 1,349,313,700 people are using simplified Chinese in print today.
Between the Latin alphabet, Cyrillic and simplified Chinese, Datacap Taskmaster Capture can recognize the alphabets used by 51% of the world’s population spread across every continent. Even at this writing, new languages are being added. But this process of globalization is fascinating, because not only does Taskmaster need to accommodate the wide variety of symbols that represent the world’s many languages, but around the world, people also use different formats for such things listing dates, telephone numbers, and currencies. This means that all the internal rules for formatting and for automated validations that Taskmaster performs to test the accuracy of data also need to be updated and adapted to each language.
For more information about the IBM Datacap Taskmaster Capture v8.1 Release go to the IBM Datacap Taskmaster Capture webpage
. Visit us at the Information OnDemand Conference 2012
for exciting sessions and product discussions around IBM Capture and Content Management solutions.
Modified by Scott Blau firstname.lastname@example.org
4 Non-Trivial Questions to Ask before Committing to Production Document Capture
In late 2009 and I got a call from the brother of a good friend. He was a researcher at IBM's Watson Labs - soon to became famous for the "Watson" artificial intelligence engine that spectacularly beat the top humans on the trivia game-show, Jeopardy!
My friend was trying to solve a problem and thought that my company, Datacap (the acquisition of Datacap by IBM was not even on the horizon at this point), could help, since we specialized in optical character recognition (OCR) and related document capture technologies.
I said, "great, let me ask you 3 or 4 questions about what you are trying to do:
1) What is the volume of documents/pages/images you need to process per day, week, month, or year?
2) What data do you need to extract from those pages, any special considerations to take into account?
3) Are the pages consistent in format, variable, something in between?"
He said he had 5000 pages. Clearly to him that was a big number, but he was a bit deflated when I asked, "is that per day?" In the production document capture business, it is definitely common that a volume like that may be literally processed "before breakfast."
But 5000 pages were all he had. Not every day or week, or even every month, just once. I was a little skeptical, but I wanted to learn more.
He needed to extract information from an English language pronunciation guide. He wanted to read the word to be pronounced, and then the linguistically precise definition of the pronunciation, including diacritical marks (accents) commonly used in those definitions. In other words, this was not just straight English language OCR. My skepticism increased.
I wasn't surprised when I next learned that the pages were not at all consistent, that the definitions for a specific word could wrap from one page to the next, or that the pages to be scanned were in bound books...
That was it. Did he really expect to use a production capture product to process - one time - 5000 pages with specialized text and words on them and no fixed format? Well, yes, he did. He had a real challenge and his expectation was not unreasonable... it just is not what production document capture is about.
Those three questions can help anyone quickly assess a document capture problem. In this case, the answer was simple, but perhaps wrong. I advised him that it would not be economically feasible for him to invest in production document capture, but in giving that answer I missed a great opportunity.
Turns out I should have asked a 4th question, "why do you need to read a pronunciation guide?"
I learned later that my friend was working on a major artificial intelligence project, one that would need a computer capable of blurting out words under extreme time pressure. He was, in fact, working on giving "Watson" a voice. It was that voice, having been trained to enunciate thousands of words, that went on prime time to beat the best human players at a live game of Jeopardy!
He eventually used a desktop OCR program and a lot of patience to translate the pronunciation guide from paper to something Watson could understand. Although my 3 questions helped me quickly assess the value of the opportunity, by skipping the 4th question, I missed the opportunity to brag how Datacap helped to give Watson a voice!
Is production document capture and imaging right for you? Click here to learn more on using capture solutions.
by David Jenness, Market Segment Manager, Document Imaging and Capture, IBM
After 15 years of looking after Datacap’s marketing
interests, I was pretty sure that I could no longer be surprised. When it comes
to document capture, it’s easy to feel like you’ve seen it all. Yet, IOD 2012 was filled with surprises – and
the good the kind. Since joining IBM’s
ECM division in 2010, the Datacap product – with its open, rules-driven
architecture – has inspired many, it seems, to extend its capabilities in all
kinds of directions. It was at IOD,
where the extent of all that extensibility became apparent to me.
I had the pleasure of hosting a luncheon at IOD 2012 called
“The Seven Secrets of Success for Capture Engagement.” The idea being that we would invite Datacap
users and prospects to a delicious lunch and then show off seven new things you
can do in the Datacap environment that help our customers delight their
customers. I started asking around about
new Datacap applications and, suddenly, I was wondering how to keep the list to
Within the IBM technical community, our developers had come
up with cool things like integrating Datacap into a Fujitsu network scanner so
that anyone could walk up, push a few buttons and start capturing documents
using the scanner’s touchscreen – even for verification of data. We also demonstrated
how to add new documents into the Datacap Entry-Level product with just a few
clicks – setting up sophisticated document ID and data validations in the
process. And Datacap co-founder and
software architect Noel Kropf acted out the part of a delivery driver –
complete with brown shirt and shorts - who saves his company time to bill by using
Datacap with an iPhone to capture signed delivery documents on the spot.
If demonstrating Mobile Capture was exciting – and it
certainly had our audience of 60 customers, business partners and IBMers
sitting up and taking notice – what got me revved up was seeing what our
business partners had done.
IBM partner Databank showed
an application they designed and installed at a bank to accelerate loan
approvals for customers, which integrated a Fujitsu network scanner, Parascript
advanced handprint recognition, and a real time workflow to enable a regional
manager to support a branch request in minutes.
EDAC Systems, which has
developed several applications with Datacap, demonstrated some enhancements they’ve
made with image processing to improve text recognition – even for handprint –
to enable correspondence tracking, among other uses.
European partner xft showed off its certified connector to SAP, which allows Datacap to “talk” to
SAP in real time – for PO line item reconciliation during the capture process
and facilitates a smooth handoff to SAP of captured data.
Imagine Solutions, IBM’s 2012 Excellence Award winner, showed a live demo of their solution for mortgage processing with Datacap that
leverages IBM Content Classification to correctly identify and classify mortgage
documents in a batch, which is as close to a David Copperfield magic trick as
we had in Las Vegas.
All in all, we showed off 8 solutions at our luncheon and
could have shown another 8 if we had the time. Tritek Solutions has built a
human resources capture solution, Miria Systems has a proven P2P solution, CM Mitchell Consulting has developed
capture solutions for Oracle, and CGI has built a complete
healthcare document management solution with Datacap and Production Imaging
Edition, called Sovera. Furthermore, Magic Lamp Software, Neocol, and R2K have enhancements of their own that would have fit nicely in our lineup of
solutions for “capture engagement.”
For me, the “Seven Secrets of Success” turned out to deliver
unexpected surprises about the creative and technical prowess of the new
“ecosystem” of partners who have taken Datacap in new and interesting
directions. I certainly did not list all the enhancements available in this
short report and I can only imagine what new solutions are being put together
But as they say, “surprise me.”
Modified by Deepthi Nagarajan DEEPTNAG@IN.IBM.COM
Blog Post by Scott Blau,WW Director of Document Capture,IBM ECM
Historians and anthropologists debate the topic of “when did intelligent life on earth start?” But I sometimes wonder just how intelligent we are when I see the nutty things that humans do. I certainly scratch my head at the way we sometimes make our lives so hard for ourselves in the way we structure our activities.
Is it really intelligent to pave over so much of the earth? Are we being smart not putting more effort into alternative energy sources? And on a much more immediate level, is it really so intelligent of us to continue to be swapping paper documents and filing them in filing cabinets, or even printing an email… so it can be sent down the hall to be scanned?
It is probably a “no” to each of those questions.
I’m not an expert on ecology or sustainability, but I’ve been around the document capture space for long enough to know that there still is a lot of room for us to get smarter. One of the ways of doing that is to stop thinking about document capture in isolation, separately from the storage and retrieval of images after they’ve been captured.
When I first started out in document capture in the late 1980s, it made some sense to think about scanning a document, extracting information from it and then forgetting about the image altogether. But with advances in network bandwidth, storage, and database technologies, it’s rare these days that anyone scans without saving images. And that’s smart.
But to squirrel away those images where they may not be easily found, are not properly indexed, or are unconnected to business processes, isn’t particularly clever either. And certainly processes which cause electronic documents to slip back to paper (through printing) only to be scanned again is on the dumb side of the scale.
Intelligent Imaging is about bringing to bear all the capabilities that have developed over the last 20 or 30 years to take documents, whether they are originally electronic or paper, extract information from them, make them available, and, finally, tie them into useful business processes.
Here’s a man-in-front-of-a-whiteboard video where I explain more about intelligent imaging – all in under seven minutes.