Imaging and Workflow

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By Doug Nichols

Most companies have a good reference point for evaluating the functionality of new accounting packages. They can simply base evaluation criteria on their existing system, and on the new functionality they know they need.

Not so for choosing the right imaging and workflow solution, which can be confusing and difficult, especially since most companies are buying such software for the first time. Information on the software’s functionality is typically provided only by vendors selling it, and because of this, it is difficult to know whether key capabilities you need or want are available.

To provide a point of reference that many lack, BCG decided to summarize key functions you should consider when reviewing imaging and workflow solutions. Though by no means complete, our list provides a good starting point for discussion.

Document/Image Capture
Images need to be “captured” so they can be filed and accessed electronically. Paper-based images are converted to digital format via scanning, usually being processed into the imaging software in batch. Either optical character recognition (OCR) or image character recognition (ICR) is performed on the saved images. Digital files such as Excel spreadsheets or Word documents can also be imported in a batch in much the same way. The software should manage the items in the batch, and should allow for creating “documents” by attaching multiple pages. Where necessary, it should also delete items from the batch as they are processed.

Electronic Filing, Search, & Retrieval
Finding images once they are filed electronically is critical to system functionality. Like any successful method for filing physical documents, the key to electronic filing is being able to later search for and retrieve them. This means creating “look-up” values, or what are generally referred to as index values. The software should let you establish multiple lookup or index values for each document and should also let you create drop-down boxes or pick lists for these index values to aid in standardizing values for each index. It should also allow you to establish search criteria (e.g., < value, > value, = value, list values, etc.) on multiple index values and obtain a list of all documents meeting your search criteria. You may also want full text-search capabilities within the imaging system. Once obtained, you should be able to print, fax, attach to an email, or export to a CD.

Email Capture
Given its value in business today, being able to file email in your imaging file cabinets is especially important. So, though they are already electronic, capturing email files deserve special consideration. The available functionality may include drag-and-drop from your email client to a cabinet or “printing” the email to an image file and then filing electronically.

Image Editing
Annotating images, much like making notes on paper documents, is an important means of communication on electronic documents. The software should allow notations that are separate from the images themselves and reside in a separate layer of software so as not to alter the original image.

Viewing
Another important consideration-especially if you are storing and sharing a large number of file types-is allowing people without the native application on their PC to view images from various file types (e.g., standalone “viewer” software). Having a viewer for users without the native application may be important.

Image Security
Properly securing images from unauthorized viewing and alteration is another important area. Document security should be available by user, filing application (i.e., AP Invoices, Payroll, etc.), and document type. Additionally, the ability to specify which users may add, change, or delete documents, annotations, or index values should be considered as well.

Workflow
Imaging software workflow modules allow you re-engineer paper processes to systematically move documents for review, approval, comment, and coding electronically from user to user. Features may include the ability to route documents based on a pre-defined routing list (such as job number), based on criteria (such as dollar amount), and ad hoc routing from user to user. Reporting the status of the document in the workflow process is an important feature. Audit trails of document activity and document history reporting are also important functions that deserve consideration.

Integration
If your document imaging solution is a module of your main accounting and job-cost system, it is likely already integrated with the other applications in the package. If you are considering a third-party package, you should discuss integration touchpoints, which may include obtaining index values directly from documents or software screens, obtaining index values for the imaging system directly from other application databases, and automatically updating indexes when they change in the databases you are integrating with. Another important feature is the ability to view the images inside your application at the appropriate preview report or inquiry screen.

As more companies embrace imaging and workflow technology to improve efficiency, the marketplace for these products continues to develop. Understanding what functions are available and their benefits to your company are important prerequisites for selecting the proper solution. We hope this list of key items is helpful in your review. For more detailed discussion of imaging solutions, call Doug Nichols or Angus Frost at (630) 510-1875.

Angus Frost assisted with this article.