Interesting. And thanks to all who have added to my understanding with
your comments.
Gus Harris
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Brent Reid
Sent: Friday, February 23, 2007 8:25 AM
To: [log in to unmask]
Subject: Re: [RM] another comment regarding Document Management Systems
Gus,
I can give you some rough numbers from a project that I managed about 5
years ago.
Initial situation:
Data entry clerks typed in information regarding Immunization Consent
Forms
into the City's mainframe. Paper forms were kept for 7 years then
destroyed.
Solution:
An Imaging system was implemented that scanned the forms, performed OCR
and
ICR on the form data, the forms were then QA'd to ensure data was
recognized
properly, then the forms were saved into a EDRM system and the data sent
to
the mainframe.
The Health dept went from 12 data entry clerks to 4 QA staffers.
ROI for the project was about 4 months.
I'm a bit rushed today, but could share additional info if you're
interested.
Brent Reid
[log in to unmask]
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf
Of Gus Harris
Sent: Friday, February 23, 2007 9:15 AM
To: [log in to unmask]
Subject: Re: another comment regarding Document Management Systems
How can only making documents available in electronic form do this in
any case? Can you be more specific. Perhaps you're right but I can't
see any major benefit that would support the cost of indexing and the
software and upgrade costs of such. Why is making documents available
in electronic form, even simultaneously, that more significant than
making them available in hardcopy basically at the same time to
individuals? The latter "may" take more time...but are the cost
savings, improvements in service, etc. enough to support the financial
investment?
I'd like to hear some real world examples from any of you who are simply
imaging without any workflow software involved...and real figures of
concrete efficiencies.
Gus
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Roach, Bill
Sent: Thursday, February 22, 2007 4:21 PM
To: [log in to unmask]
Subject: Re: [RM] another comment regarding Document Management Systems
>>To clarify, making paper documents available in electronic form by
scanning....in and of itself...does not really necessarily provide any
efficiencies.<<
But then again, making paper documents available in electronic form by
scanning...in and of itself...can make for some really significant
efficiencies, especially if the records are very active and used by a
large number of individuals.
Many of the business cases I have developed for workflow would have
failed had not the historical files of paper documents been scanned and
indexed. At the same time, forgoing the workflow and providing
employees electronic access to the reference files while they worked
incoming paper documents would have resulted in significant savings and
increased productivity.
As others have said before, each application requires its own business
case.
Bill R
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