Shows a sample of our online "Document Imaging-101" course for anyone getting into document scanning or imaging.

1. CDIA+ Training, Phase II
“Document Imaging-101”
_______________________________________________________
Written and developed by: DataVault, Inc.
110 Long Hill Rd., West Brookfield, MA 01585 (877) 798-3282
www.DataVault.com www.ECMInstitute.com
101 Presentation v4.0

2. About the Instructor
Byron B. Aulick, CDIA+ (author)
 Co-founder and CTO of DataVault, Inc.
 Subject Matter Expert to CompTIA
 Author of the materials you are about to use
 I have based my career on DM/DI systems, and have spent the
last 23 years …
□ Consulting with clients
□ Designing systems (small to large DOD systems)
□ Installing hardware and software
□ Supporting installations
□ Training on the use of such systems
This is what I do, and imaging is my passion!
101 Presentation v4.0 Slide # 2

3. Day 1, course agenda
 Imaging-101
□ 1. Concepts, Motivation & Objectives
□ 2. The Capture Process
□ 3. Scanners
□ 4. Indexing Methods
□ 5. Storage
□ 6. Communications
□ 7. Display / Output
□ 8. Document Management & Workflow
This is primarily a “refresher” of the [online] Document
Imaging-101 training you completed.
101 Presentation v4.0 Slide # 3

4. Upon completion you will know:
 How imaging acts as a cost containment measure
 How corporate management views imaging
 How to calculate the scanned file size of a given
document
 How color-dropout works
 Definitions for imaging terms (such as de-speckle,
de-skew and OMR )
 Typical uses for standard file formats
101 Presentation v4.0 Slide # 4

5. Upon completion you will know:
 How resolution impacts the network
 What a Work Breakdown Structure is
 Basics of working with compressed images
 Terms such as: Watermark, Private/Public-key
Data Encryption, Firewall and SSL
 How to properly size an EDM system
101 Presentation v4.0 Slide # 5

6. Class Times
“A” “B”
 8:00 start  9:00 start
 9:30-9:45 break  10:30-10:45 break
 11:45-12:45 lunch  12:00-1:00 lunch
 1:30-1:45 break  2:00-2:15 break
 3:00 dismiss  4:00 dismiss
101 Presentation v4.0 Slide # 6

7. Any questions before we start?
 What to expect?
 Who am I?
 Class times?
 Where are the
bathrooms??
101 Presentation v4.0 Slide # 7

8. Begin:
Document Imaging Concepts
101 Presentation v4.0 8

9. Concepts:
Purposes of Document Imaging
 DM/DI as a central repository
 DM/DI for meeting compliance
 DM/DI as cost containment
 DM/DI as security enhancement
 DM/DI as data integrity enhancement
101 Presentation v4.0 Slide # 9

10. Advantages of Document Imaging
 Faster retrieval than paper or microfilm
 Improved management of documents
 Simultaneous multiple-person access
 Transaction time greatly reduced
 Images never lost or out-of-file
 Easily transmitted to remote locations
 Savings on floor space
101 Presentation v4.0 Slide # 10

11. Potential Objections !
 Time intensive:
□ preparation, capture, and index
 What if the images are not readable?
 New standards constantly arriving.
 Storage media failures?
 Current systems costs?
101 Presentation v4.0 Slide # 11

12. Be thinking from the
VAR’s Perspective..
$350,000.00 saved per year
-100,000.00 proposed system cost
__________
$250,000.00 SAVINGS per year
101 Presentation v4.0 Slide # 12

13. The Capture Process
101 Presentation v4.0 13

14. Document Preparation (doc-prep)
Definition
 Make paper files ready to be fed through
a mechanical scanner
□ Sort by:
– Size, color, paper thickness,
document type (need big tables)
 *Staff needs to have good manual
dexterity, strong organizational skills
□ Garbage-in = Garbage-out
101 Presentation v4.0 Slide # 14

15. The Imaging Cycle:
A Picture is Worth a Thousand Words
To: Robert Cary
From: Executive
Subj: Workflow
We have determined that
the
traditional paper document
is too
slow and creates
unnecessary
expense. We need to
reduce the
cost of traditional
document
management. We have
electronic
systems which can be used
to cut
the time down to process
transactions.
Begin now!
To: Robert Cary
From: Executive
Subj: Workflow
We have determined that
the
traditional paper document
is too
slow and creates
unnecessary
expense. We need to
reduce the
cost of traditional
document
management. We have
electronic
systems which can be used
to cut
the time down to process
transactions.
Begin now!
101 Presentation v4.0 Slide # 15

16. Understanding Units of Measure (recap)
Definitions
 Binary (bits then Bytes)
□ (up /8, down x 8)
 Kilo-, Mega-, Giga-
□ (up /1024, down x 1024)
101 Presentation v4.0 Slide # 16

17. <Your Turn>
 72b = ____ B
 128B = _____b
 2KB = _______ B
 16GB = _____ MB
 .014GB = ______ KB
 1,048,576B = ________ MB
 1KB = _______ b
 1,024B x 1 / 8 x 8 = ___ KB
101 Presentation v4.0 Slide # 17

18. Capture: Resolution
In imaging technology, resolution is
expressed in terms of dpi (dots per inch).
Resolutions can range from 100 dpi to 4000
dpi.
Document imaging for the business world is
generally acceptable in the range of 200 to
400 dpi.
The higher the dpi, larger the file, and
the slower the scanner speed.
101 Presentation v4.0 Slide # 18

19. What is DPI?
Dots Per Square Inch > 1 In.
1 In.
160,000
200,000
90,000
Dots
40,000
10,000
0
400
300
200
100 Resolution in DPI
101 Presentation v4.0 Slide # 19

20. Compression: Digitized Document Size
Uncompressed Image Size
dpi x image size (= total bits) divided by 8 (convert bits
to Bytes) = uncompressed size in Bytes
(200 dpi x 8.5”) x (200 dpi x 11”) = 3,740,000b
divided by 8 (bits) = 467,500B/1024= 456.5KBytes
Compressed Image Size
TIF Group III averages 10:1
TIF Group IV averages 20:1
TIF G-4 at 200DPI = 22.8KB [compressed]
TIF G-4 at 300DPI = 51.36KB [compressed]
101 Presentation v4.0 Slide # 20

21. Compression: File Formats
 TIFF - .TIF: Tagged Image File Format
Industry standard for document images. Both display device and operating
system independent. TIFF files can easily be move from one system to
another. Loss-less compression!
□ *Multipage TIFF, Single page TIFF
□ G-4 (20:1) G-3 (10:1)
 JPEG - .JPG: Joint Photographic Expert Group
Standard for color images of high resolution 100:1 compression. Lossy
compression!
 PDF - .PDF: Portable Document Format
New ISO standard ‘PDF/A’ (archive). Great for maintaining document layout.
Many types –Image-only, Hidden-text, etc. Self contained security and audit.
101 Presentation v4.0 Slide # 21

22. Scanners
101 Presentation v4.0 Slide # 22

23. Getting Connected
Hardware Software Drivers
 Video  TWAIN
 SCSI  ISIS
 USB
101 Presentation v4.0 Slide # 23

24. And finally, the ‘Human Factor’
 Listen Carefully
 Implement technology from
bottom up
 Instill ownership in those who
must make it work
 Make changes in increments
 Training must be part of the
process
 Intuitive systems are easier to
assimilate
101 Presentation v4.0 Slide # 24

25. Congratulations!
You have completed the Document
Imaging-101 class.
Tomorrow morning we begin
CDIA+ Phase III
“Come expecting!”
(Homework tonight!!)
101 Presentation v4.0 Slide # 25