1. 1 Technology Services Group, Inc. Scanning Solutions Utilizing Documentum and the Web September 5, 2003

2. 2 Confidential – Property of TSG Agenda  Who we are  Key Considerations for Imaging Solutions  Relevant client case studies Distributed scanning Centralized scanning Drop-off scanning  Q & A

3. 3 Confidential – Property of TSG Who we are….. TSG is a Chicago based consulting firm that designs and implements web based content and knowledge management solutions for Fortune 500 companies

4. 4 Confidential – Property of TSG Documentum Imaging Experience  Centralized Image Capture Corporate Engineering Image Processing System Resulted in 400% growth in user base over a single year Won a divisional IT award - in production 4 years and counting Case Report Form Tracking System Leveraged existing image processing infrastructure In production 1 year – worldwide rollout planned for next year  Distributed Image Capture Web-based Clinical Document Capture International roll-out in a validated environment In production for 2+ years Fax Integration Connectsite.com

5. 5 Confidential – Property of TSG Key Considerations for Imaging Solutions  What scanning hardware and software will be used to build the solution?  What scanning process will be implemented in the solution?  What indexing process will be implemented in the solution?

6. 6 Confidential – Property of TSG Scanning Hardware  Hardware Considerations Manufacturer characteristics Pages per minute Feeder Barcode recognition  Document Considerations Size Stock “Reality” – stains, folds, tears, staples What will prep time requirements be?

7. 7 Confidential – Property of TSG Scanning Software  Software Considerations Integration Requirements Pulling from other systems Automation of Attributing (OCR, ICR, Barcode) Interoperability with Scanner Document Quality Enhancement Deskew Despeckle Removal of Holes

8. 8 Confidential – Property of TSG Typical Software Choices  Client/Server InputAccel - Kofax Multiple Clients High Volume Centralized Scanning  Web-based Image Basic – Pixel Translations Web Based Scanning Decentralized Can support high-volume scanners as well

9. 9 Confidential – Property of TSG The Scanning Process  Scanning Process Considerations Total number of pages per day Location of the paper Turnaround-time for image availability Resource requirements Support requirements

10. 10 Confidential – Property of TSG The Indexing Process  Indexing Process Considerations How will we populate attributes? Best done by Subject Matter Experts? Can we minimize manual input?  Use Barcodes, OCR, etc.  Pull data from other systems automatically based on key fields Which attributes do we need? No optional attributes! Determine the essential set required for retrieval

11. 11 Confidential – Property of TSG Scanning and Indexing Process  Typical Choices Centralized Scanning and Indexing Typically involves implementation of a scan center Distributed Scanning and Indexing Documents captured and indexed at point of receipt Hybrid Approach Drop-off scanning with distributed indexing

12. 12 Confidential – Property of TSG Reaching a Decision…  Proof-of-Concept Sets expectations for quality of “real” documents Tests assumptions regarding capture software and scanning/indexing process Allows forecasting of operational requirements Gets the users involved

13. 13 Confidential – Property of TSG …Reaching a Decision  Typical Proof-of-Concept Findings Document quality driven by scanner hardware, not scanner software Prep time is always more then initially thought Use of barcodes and separator pages fairly common Hardware degradation after heavy use Maintenance is always required Accuracy rate of recognition software Will not improve in production

14. 14 Confidential – Property of TSG Web Based Image Capture Case Studies  Case Study #1 Distributed Scanning Model  Case Study #2 Centralized Scanning Model  Case Study #3 Drop-off Scanning Model

15. 15 Case Study #1 Distributed Scanning Model

16. 16 Confidential – Property of TSG Pain Points and Issues  Client required a global application 300 Locations Around the World  Client could not justify the costs of purchasing high-end scanners  Client did not want to sacrifice the time required for locations to send in documents for centralized scanning  Volume was minimal per location 100 pages per day

17. 17 Confidential – Property of TSG Solution  Custom Web based image capture application ASP/VB COM application Utilizing Hummingbird ImageBasic ActiveX controls Both TWAIN and ISIS drivers supported  Purchase low-end scanning hardware Brother MFC 9600 (TWAIN) HP Scanjet 7450c (TWAIN & ISIS)

18. 18 Confidential – Property of TSG Scanners Used Brother MFC 9600 HP Scanjet 7450c

19. 19 Confidential – Property of TSG Solution continued…  Each user has a scanner at their workstation  Fires up the application by hitting the URL in web browser  Scans pages through custom web interface  After image is satisfactory, user indexes the document and then saves in Docbase  Available imaging actions include re-scan, insert pages, replace pages

20. 20 Confidential – Property of TSG Screen Shot – Scan Options

21. 21 Confidential – Property of TSG Screen Shot – Pre-Scan

22. 22 Confidential – Property of TSG Screen Shot - Scanning

23. 23 Confidential – Property of TSG Screen Shot - Indexing

24. 24 Confidential – Property of TSG Screen Shot - Distribution

25. 25 Confidential – Property of TSG Screen Shot – Distribution

26. 26 Confidential – Property of TSG Key Benefits  Documents can be scanned and indexed at the source of receipt  Scanner use and purchase decisions can vary based on location and volume  Subject matter experts can complete the indexing of documents directly over the web  Images are stored securely in a centralized Documentum repository for distribution  Consistency of development platforms (Microsoft) between scanning, indexing, and retrieval applications allows for better application support than traditional scanning approaches that introduce additional development tools

27. 27 Case Study #2 Centralized Scanning Model

28. 28 Confidential – Property of TSG Pain Points and Issues  Accounts Payable department is storing documents on microfilm, after entering into AP system  Microfilm system is… Costly Tedious and time consuming – in particular on the retrieval side Inconsistent with bad image quality Inefficient to print from  Users desire access to electronic images rather than microfilm for invoices and expense reports  Ultimate goal is to open up the system to allow direct access for managers to look up invoices and expense reports themselves (secure self-service)

29. 29 Confidential – Property of TSG Solution  Centralized Accounts Payable processing allowed for a centralized scanning model  TSG developed… Proof-of-concept application And performed scanner evaluation for client

30. 30 Confidential – Property of TSG Proof-of-Concept  Custom Web based image capture application ASP application Utilizing Hummingbird ImageBasic ActiveX controls  Indexing completed in AP system from paper prior to scanning, minimal indexing required during scanning Purchase Order Bar Code stuck to actual invoice/expense report Barcode recognition software used to leverage this barcode for initial index, and then later match with AP system data send down from mainframe

31. 31 Confidential – Property of TSG Application Flow

32. 32 Confidential – Property of TSG Proof-of-Concept Results  Efficiency and ease of use of the custom interface became most important With centralized scanning, scanner operator needs to spend minimal time on verifying image quality and indexing  Order of documents in a scan batch drives indexing Support documents follow the invoice or expense report  Custom indexing screen needed To capture scanning order requirements  Integration with AP mainframe system needed for attribute population  Success of barcode recognition is software dependent

33. 33 Confidential – Property of TSG Screen Shot – Task Screen

34. 34 Confidential – Property of TSG Screen Shot – Initial Index

35. 35 Confidential – Property of TSG Screen Shot – Scan Results

36. 36 Confidential – Property of TSG Screen Shot – Error Pages

37. 37 Confidential – Property of TSG Screen Shot – No Barcode View

38. 38 Confidential – Property of TSG Screen Shot – Barcode Error Correction

39. 39 Confidential – Property of TSG Screen Shot – De-skew

40. 40 Confidential – Property of TSG Screen Shot – De-skew (refresh)

41. 41 Confidential – Property of TSG Screen Shot – Attribute Search

42. 42 Confidential – Property of TSG Screen Shot – Voucher Search

43. 43 Confidential – Property of TSG Screen Shot – Search Results

44. 44 Confidential – Property of TSG Screen Shot – Merge Files

45. 45 Confidential – Property of TSG Screen Shot – Indexing Resolution

46. 46 Confidential – Property of TSG Scanner Evaluation  Since centralized scanning model, high-end scanners were evaluated Bell+Howell 8080D Fujitsu M4099D  “High-end” criteria Advertised throughput of 80 PPM or greater Daily duty cycles of 50,000 pages or greater Duplex scanning Support of multiple document sizes Automatic double-feed detection

47. 47 Confidential – Property of TSG Scanners Evaluated Fujitsu M4099DBell+Howell 8080D

48. 48 Confidential – Property of TSG Scanner Evaluation Tests  Paper Jam Test Multiple batches fed through scanner and each incident of paper jams recorded  Non Standard Paper Size and Type Test Multiple batches of documents in different sizes and paper types, each incident of paper jams and double-feeds recorded  Speed Test Scanner was run for 60 seconds on two different DPI settings  Image Quality and File Size Test Subjective evaluation of image quality, and objective recording of resulting file size  Overall Batch Processing Running batches through from prep to scanning completion

49. 49 Confidential – Property of TSG Scanner Evaluation Test Results…  Paper Jam Test Both scanners were not prone to paper jams and handled all test batches well  Non Standard Paper Size and Type Test No paper jams occurred, but one double-feed incident was observed on Fujitsu Overall it seemed that the Bell+Howell roller was more precise at pulling separate sheets from a tight stack of papers  Speed Test 200 DPI: Fujitsu = 85 pages; B+H = 56 pages 300 DPI: Fujitsu = 41 pages; B+H = 37 pages

50. 50 Confidential – Property of TSG …Scanner Evaluation Test Results  Image Quality and File Size Test Bell+Howell details Yielded good usable images right out of the box – no adjustments to image settings were required Image quality was good with all different types of test documents – yellow and green carbon paper, various type of receipts, highlighted text Files sizes were reasonable Fujitsu details Did not scan legible images out of the box – many adjustments needed to image settings Image quality good for most document types, but had trouble with dropping out background colors (i.e. dark areas on carbon paper, highlighted text) File sizes always larger than B+H

51. 51 Confidential – Property of TSG …Scanner Evaluation Test Results  Overall Batch Processing Actual scan time was good with both high-end scanners Errors in barcode reading was tolerable Prep-time was the big key Took 38 minutes to process 7 batches Out of that 38 minutes, 26 minutes was spent on prep

52. 52 Confidential – Property of TSG Scanner Evaluation Final Pick  Bell+Howell 8080D Excellent feed mechanism (roller was very precise) Not as fast throughput as Fujitsu, but fast enough Better Image Quality Smaller file sizes Comparable price

53. 53 Confidential – Property of TSG Summary of Findings  Centralized process meets the business needs Large volume ~ 6,000 pages per day Leverages barcode numbers to complete indexing  Web interface introduces self-service AP personnel no longer need to handle requests  Process will require additional resources to work

54. 54 Case Study #3 Drop-off Scanning Model

55. 55 Confidential – Property of TSG Pain Points and Issues  No central repository for storing existing documents  Many different document types – each with different indexing requirements  Wanted to leverage existing scanning software (InputAccel)  Validated environment

56. 56 Confidential – Property of TSG Solution  Drop-Off Scanning Built as a configurable system Wide variety of Document types supported Files could be attached as either images or electronic Indexing Done on Documentum – no content attached Bar Code Document Printed as Cover Cover Page attached to Scanned Document  Attach Content  Cover Page used to file Document

57. 57 Confidential – Property of TSG Difference in Configuration Approach  Add new Document Type User or System Administrator Need to add a document type to Documentum Need to add attributes Need to add values in Data Dictionary User or System Administrator Configures new index screen Configures search screen Does not need to retest or document change for adding all of the above

58. 58 Confidential – Property of TSG Screen Shot - Create Document Type

59. 59 Confidential – Property of TSG Screen Shot - Add Document

60. 60 Confidential – Property of TSG Screen Shot – Create Barcode Cover Page

61. 61 Confidential – Property of TSG Screen Shot – Print Barcode Cover Page

62. 62 Confidential – Property of TSG Screen Shot – Attach Electronic File

63. 63 Confidential – Property of TSG Screen Shot - Search

64. 64 Confidential – Property of TSG Key Benefits  Configuration functionality provides flexibility to support future document types without additional coding. Dynamic Index Screens and Search Screens New document types added as new departments come online  Documentum provides central repository (Vault functionality)  Subject matter experts can complete the indexing of documents directly over the web.  Leverage existing investment in centralized scanning center and software

65. 65 Confidential – Property of TSG Question and Answer

66. 66 Confidential – Property of TSG For Even More Information… Upcoming Webinar on Imaging Best Practices Hosted by TSG October 2, 2003 Please leave a business card with us today and we will sign you up! Jonathan Paetsch jonathanp@tsgrp.com (312) 372-7777 x 262 Ed Lee elee@tsgrp.com (312) 372-7777 x234