Imaging and Workflow

Print Version

Market Trends & Options by Doug Nichols
Document scanning technology in the construction industry is entering a new era. Introduced about ten years ago, the technology was a stand-alone system with loosely formed interfaces to accounting applications. Early adopters were quick to see benefits through improved efficiency in invoice approval, access to stored documents, and productivity in producing billing backup (no more afternoons at the copier with a manila folder full of invoices.)

As these applications, such as Construction Imaging Systems, matured, the interfaces improved. But the industry was slow to adopt the technology because it was expensive. Eventually, accounting/job cost software vendors realized that they had to provide this functionality natively in their applications to leverage the considerable amount of related data maintained in their systems. This eliminated the issue of maintaining an interface with another application. However, these vendors have a considerable way to go to catch up with stand-alone vendors in terms of functionality.

In many ways, the issues are similar to those of project management software: should you choose best-of-breed software vs. a vendor-integrated solution? Both options have advantages. Typically, imaging software developers offer a more mature, feature-rich offering whereas construction industry ERP software vendors offer less mature, more basic functionality, but with the important merit of integration. Below are the pros and cons of each:

Integrated Application

    Pros
  • Imaging file attachment feature is easily accessed and integrated within the software
  • Workflow applications can use existing system architecture to simplify processing
  • A single system to support and maintain
  • Typically are significantly less expensive than imaging vendor systems

    Cons
  • May not support documents outside software application
  • May not support viewing all file types
  • File management typically depends on external links that may change
  • Security of files is limited and typically dependent on network
  • Document legality may be an issue

Imaging Vendor Application (best-in-class)
    Pros
  • Provides central repository for all document filing and management
  • Advanced features, such as full text search and OCR
  • Robust security provides better protection
  • Easier to manage and view multiple images simultaneously
  • A single system for managing images across multiple software applications

    Cons
  • Typically significantly more expensive than vendor-integrated modules
  • Integration with accounting/job cost software not as robust or seamless
  • Must keep integration synchronized when changes to either software occur
  • Vendors may lack construction industry knowledge

If your company is currently using an entirely paper-based filing system, electronic document management will significantly improve efficiency and productivity. The challenge, as always, is to identify features and functions that maximize efficiency and reduce the cost of your existing filing systems and processes.

For more information on document imaging software and integrating solutions, contact Doug Nichols at (847) 236-0865.