Capture: Choosing the right tool for the job

By Bob Larrivee posted 03-31-2011 15:14


Last week I attended the AIIM/info360 conference in Washington, DC and as always, found it to be interesting and challenging, especially when it comes to hardware. Not that I have a hard time understanding how it works, I have been at this over thirty years. What I have trouble understanding is how someone can go to a vendor with a specific scanner in mind, when they really don’t know what their requirements are. That would be like going to Home Depot and buying a sledge hammer to do finish work tacking in molding. Wrong tool!

In order to choose the right tool, you need to understand the job requirements. You have to ask questions and gather information like:

  • What is the daily volume?
  • What type of documents will you be scanning?
  • How quickly will the scan function need to be completed?
  • Do you have double-sided documents and if so, what is the percentage?
  • What size documents do you have? Are they all 8 ½ “x 11” or are there other sizes?
  • Do you need to capture color documents or documents with graphics and photos?
  • What is the work volume and are there peak periods?

 These are but a few of the questions I feel are essential in making the right choice and often are often overlooked.

 In my view, capture is one of the essential elements of success for an ECM environment and one of the key drivers in unlocking paper-based information from a silo, into a more accessible state where it can be shared by the organization as a whole, simultaneously. If information is no accessible, it has limited value and capture help increase the value of information that is shared. If you are ready to move forward with capture but are not sure where to begin or what to do next, seek professional assistance and/or training to get you started. The next step is yours.

 What say you? Do you have a story to tell? What are your thoughts on this topic? What is on your mind? Do you have a topic of interest you would like discussed in this forum? Let me know.


Bob Larrivee, Director and Industry Advisor – AIIM

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