Transcript Presentation – Benefits of document conversion

Benefits of Digital Archiving
An Overview
1
Index
• Those old drawings and
documents are like GOLD!!
“Seen it somewhere, but need it now”
syndrome.
Those old drawings and documents are like
GOLD!!
“Seen it somewhere, but need it now” syndrome.
• and they're making a hole in
the corporate wallet!!
Bulging filing cabinets. Costly office
space. Slow data retrieval. Lost and
damaged data.
• What use is Information
Technology if it’s not driven by
Information?
Internet / Intranet / Extranet. ERP. Data
Warehousing / Data Mining. Business
Intelligence. Knowledge Management.
e- Commerce.
• Digital Archiving: The Simple
and Cost Effective Solution
Are we missing the trees for the paper?
Unfortunately, yes.
Most companies know the value of their old data in the form of drawings and
reports, which represent thousands of mandays of work. Most of this data is reusable and needs to be preserved. Particularly for large projects whose lifespans
are measured in decades. Such as powerplants, hospitals, ships, town plans. Etc.
Yet the management of this valuable resource is often seen as a problem and
gets the least attention and priority.
Information is seen and handled for a short while before it is filed and (all too
often) forgotten. After that retrieval of data is slow and cumbersome and usually
depends on the memory of individuals.
But even office "legends" who remember everything and can find the required
document / drawing / policy letter / report in minutes can’t cope with the mountains
of information handled in today’s fast paced corporate environment.
• The Archiving Process:
Options and Strategies
Data infrastructure creation. Project
planning.
2
Index
• Those old drawings and
documents are like GOLD!!
“Seen it somewhere, but need it now”
syndrome.
• and they're making a hole in
......and they're making a hole in the corporate
wallet!!
Bulging filing cabinets. Costly office space. Slow data retrieval.
Lost and damaged data.
the corporate wallet!!
Bulging filing cabinets. Costly office
space. Slow data retrieval. Lost and
damaged data.
• What use is Information
Technology if it’s not driven by
Information?
Internet / Intranet / Extranet. ERP. Data
Warehousing / Data Mining. Business
Intelligence. Knowledge Management.
e- Commerce.
• Digital Archiving: The Simple
and Cost Effective Solution
Handling paper based data is becoming increasingly costly. Drawings are
misplaced and have to be re-drawn or re-traced several times during their lifetime
usually to incorporate minor changes. Reports are xeroxed and distributed only to
add to the mountains of existing records.
How often has the cost of handling paper really been calculated? Do we ever work
out the cost of floor space taken by filing cabinets at the commercial rate of
property? The loss when paper based data is damaged or destroyed by damp,
insects, or rodents? Or calculate the manhours wasted in re-creating drawings /
reports most of which are available “somewhere”?
Are we missing the trees for the paper?
Unfortunately, yes.
• The Archiving Process:
Options and Strategies
Data infrastructure creation. Project
planning.
3
Index
• Those old drawings and
documents are like GOLD!!
What use is Information Technology if it’s not
driven by Information?
“Seen it somewhere, but need it now”
syndrome.
Internet / Intranet / Extranet. ERP. Data Warehousing / Data Mining. Business
Intelligence. Knowledge Management. e- Commerce.
• and they're making a hole in
The new corporate paradigms. The way the world works is rapidly changing.
the corporate wallet!!
Bulging filing cabinets. Costly office
space. Slow data retrieval. Lost and
damaged data.
• What use is Information
Technology if it’s not driven by
Information?
Internet / Intranet / Extranet. ERP. Data
Warehousing / Data Mining. Business
Intelligence. Knowledge Management.
e- Commerce.
• Digital Archiving: The Simple
and Cost Effective Solution
Are we missing the trees for the paper?
Unfortunately, yes.
• The Archiving Process:
Options and Strategies
Data infrastructure creation. Project
planning.
Corporate investment in computer hardware and software is already huge and growing
at a phenomenal rate. Surprisingly some companies are not even aware of exactly
how many computers they own.
Networked computing environments provide powerful data analysis capabilities. And
business critical information can instantly flow across hitherto near watertight interdepartmental barriers.Sadly most of this computing horsepower remains grossly
under-utilised. Information is the system’s real “fuel” and knowledge management is
key to business success (& survival).Why talk of Information Technology when the bulk
of the Information is locked up in pre-digital age, paper based, legacy data (estimated
to represent anywhere between 75% - 90% of corporate information)?.
This non-digital data co-exists uneasily with the current data created in digital formats
with word processors and spreadsheets. Office systems using both digital and paper
based data only encourage inefficiency in the system. Even worse is that it
discourages the usage of the paper based data, in effect amounting to a near total loss
of this valuable data. The pace at which digital work environments are growing
demands that paper based data be de-materialised / digitised and integrated with the
computer based work processes. Preferably sooner rather than later.
To put the real I into IT.
4
Index
• Those old drawings and
documents are like GOLD!!
“Seen it somewhere, but need it now”
syndrome.
• and they're making a hole in
the corporate wallet!!
Bulging filing cabinets. Costly office
space. Slow data retrieval. Lost and
damaged data.
• What use is Information
Technology if it’s not driven by
Information?
Internet / Intranet / Extranet. ERP. Data
Warehousing / Data Mining. Business
Intelligence. Knowledge Management.
e- Commerce.
• Digital Archiving: The
Simple and Cost Effective
Solution
Are we missing the trees for the paper?
Unfortunately, yes.
• The Archiving Process:
Digital Archiving: The Simple and Cost
Effective Solution
Are we missing the trees for the paper? Unfortunately, yes.
The “paperless” office is still some where in the future, but the move towards it is
now definitely noticeable. And unstoppable.Converting data to a digital format
drastically reduces paper consumption and improves office efficiencies. (And saves
trees).
Data Warehousing concepts and information management systems are easy to use
and rapidly gaining acceptance. At the same time the “de-materialising” technology
for converting data from paper to digital formats is simple, available, and cost
effective.
Unlike microfilming, popular a decade or so ago, digital archiving truly dematerialises paper based data and brings it directly into the computing
environment. And it requires no additional investment in special readers / printers.
The benefits of digital archiving are immediate: easy storage, retrieval, sharing,
editing, re-using, handling, and transmission of data.
The scanning process can also help retrieve and improve valuable data on old and
physically damaged drawings. (See images below)
Options and Strategies
Data infrastructure creation. Project
planning.
5
Index
• Those old drawings and
The Archiving Process: Options and Strategies
documents are like GOLD!!
“Seen it somewhere, but need it now”
syndrome.
• and they're making a hole in
the corporate wallet!!
Bulging filing cabinets. Costly office
space. Slow data retrieval. Lost and
damaged data.
Data infrastructure creation. Project planning.
The benefits which accrue from converting paper to digital formats exceed the cost
of conversion. Working with digital formats also facilitates implementation of
Electronic Document Management (EDM) or Product Data Management (PDM)
environments which enhance the business process and provide other benefits such
as ISO 9000 support.
• What use is Information
Technology if it’s not driven by
Information?
It is also an essential pre-requisite in the move to e-business / e-commerce
environments.
Internet / Intranet / Extranet. ERP. Data
Warehousing / Data Mining. Business
Intelligence. Knowledge Management.
e- Commerce.
A phased approach is the recommended strategy for migration from paper to digital
environments.
• Digital Archiving: The Simple
and Cost Effective Solution
Are we missing the trees for the paper?
Unfortunately, yes.
Scanning and archiving of data in the raster format is recommended as the
important first step as it provides immediate benefits of the digital format.
In the next phase, the need to vectorise (selectively or in bulk) can be evaluated and
the vector formats decided on.
• The Archiving Process:
Options and Strategies
Data infrastructure creation. Project
planning.
Contd …
6
Index
• Those old drawings and
Contd …
documents are like GOLD!!
“Seen it somewhere, but need it now”
syndrome.
• and they're making a hole in
the corporate wallet!!
In any case scanning is an essential first step for vectorisation. Scanned
data can be selectively converted as and when the need arises. For
legacy data, vectorisation may be necessary only in a small percentage
of data. Breaking up the conversion process into two phases allows for :
Bulging filing cabinets. Costly office
space. Slow data retrieval. Lost and
damaged data.
• What use is Information
Technology if it’s not driven by
Information?
Internet / Intranet / Extranet. ERP. Data
Warehousing / Data Mining. Business
Intelligence. Knowledge Management.
e- Commerce.
•
•
•
•
•
creation of a first level data management system
learning process within the organisation
methodical evaluation of needs regarding vector formats, etc
spread of expenditure and control of costs
simpler and more systematic project implementation
• Digital Archiving: The Simple
and Cost Effective Solution
Are we missing the trees for the paper?
Unfortunately, yes.
• The Archiving Process:
Options and Strategies
Data infrastructure creation. Project
planning.
7
Index
• Those old drawings and
documents are like GOLD!!
“Seen it somewhere, but need it now”
syndrome.
• and they're making a hole in
the corporate wallet!!
Bulging filing cabinets. Costly office
space. Slow data retrieval. Lost and
damaged data.
• What use is Information
Technology if it’s not driven by
Information?
Internet / Intranet / Extranet. ERP. Data
Warehousing / Data Mining. Business
Intelligence. Knowledge Management.
e- Commerce.
• Digital Archiving: The Simple
and Cost Effective Solution
Are we missing the trees for the paper?
Unfortunately, yes.
• The Archiving Process:
Options and Strategies
Data infrastructure creation. Project
planning.
8