Foreword
Today, to be competitive in the global markets of the world, it is important that data businesses and governments reduce the cost and increase the productivity of their operations. One of the most labor intensive activities in business and government today is the creating, transmitting, processing, storing and retrieval of information stored on paper media. This information is essential for the survival of the enterprise. This information must be current and in many cases is needed by many people at the same time. It needs to be accurate and storable. However, when stored it must be able to be accurately retrieved. Handling physical documents (paper) is very onerous, expensive, and time consuming. Often more time is spent looking for a misfiled or misplaced document than in creating and sending it in the first place.
What is the solution to this problem of paper intensiveness, which is becoming larger and more complex with each passing year? The solution is Electronic Document Management Systems utilizing current Information Technologies. These modern but proven technologies include electronic imaging, automatic indexing, digital storage, telecommunications, networking, and optical character recognition (OCR). These Information Technologies are the system enablers that allow users to automate their enterprise work processes and optimize the workflow. If the business system is re-engineered (i.e. the work process modified or optimized) then significant reductions in operating costs and large improvements in productivity can be expected. Through the use of current Electronic Document Management Systems, (EDMS) the problem of processing forms is eliminated or greatly minimized as indexed electronic images are moved about the users operation at the speed of light. These images can be accurately retrieved and used by several people simultaneously and they contain all of the information that was delineated on the paper.
EDMS are successfully applied to many work-processes today. These work-processes include: forms processing, remittance processing, check processing, archiving, records management, and information warehousing. are installed and operating in banks, service bureaus, insurance companies, giros, federal and local governments, libraries, health care, law enforcement and litigation support. For example in all cases where they are successful, the initial work-processes were modified, optimized, and enabled by Information Technologies. That is the essence of this book by Ken Megill and Herb Schantz. It addresses the definition and application of Imaging Technologies to automate the workprocesses of your applications. And your application can be in government, industry, or services. The principles apply to all.
I have had the pleasure of knowing both of these authors for many years. Herb Schantz is an acclaimed international consultant in the field of EDMS and OCR. He has been a colleague and good friend as well as an active member of the Board of Directors at Star Technologies Inc. He is a teacher, writer, and author and well respected in his chosen field.
Dr. Megill is a highly respected professor and professional in his field of library science, records management, and human dynamics. He is uniquely qualified to work with Herb as he understands and applies human engineering to the electronic solutions provided by his partner better than anyone I know. The result is this book. A book, which addresses not only the application of information technologies to workprocesses but also how and why the operators and users need to be considered and included in the design and implementation of changes to the work process.
This latter factor (the human dynamics) is the essential ingredient for a successful EDMS. If the system is not accepted and understood by the users and operators, the results will be less than expected and the system will be perceived as a failure. In this book, the authors have defined these concepts and explained how the Electronic Document Management System you design and install will not only process your work more efficiently but will also provide you and your associates with a sense of sharing in the success that you all will achieve.
This book is an accurate description of Electronic Document Management in the dynamic and turbulent global markets and third wave environment as one enters the next millennium. This book is a bridge on this super highway into the Information Age.
Robert C. Compton,
President, CEO,Chairman
Star Technologies Inc.