Tired of all the time wasted in looking for one information, in 100 papers ... but afraid of the costs of data capture? We take stock for you.
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A return on investment (ROI), in layman’s terms, means to "weigh the profits of something to the amount invested into it". In the case of data capture projects – projects where you recognize, analyse and/ or extract data – the ROI may seem hard to define. So let us guide you through it systematically, looking at both sides: what it takes to create and implement a capture process – and what the organisation will eventually gain from it.
The most common workflows within a capture project are:
Analyse the current situation
Pinpoint problems/ bottlenecks caused by physical paper flows
Configure needed software
Implement the software
Create and test the implementations
Train (key) users
Optional after care to make sure everything runs smoothly.
Every part of the capture project gets documented. Here at Amplexor, we share our documentation within the client organization and use techniques such as risk matrix and impact analysis. The software we implement is usually part of the OpenText software suite.
2. General yield
Let’s look at the general profits that come with almost every implementation of a capture solution:
Productivity improvements: - Automating manual actions - Making data easier accessible - Creating a feedback loop - Shorter project timescales
More office space available as less paper storage is needed
Easier and faster analyzing of the documents
Improved quality of documents.
3. Change as return
While the exact financial return differs, of course, by our experience, the change is always impressive:
From processing 3 to 5 documents per 10 minutes to 100 documents per 10 minutes
From filling in 6 fields per manual user input to none
Connecting 4.000+ users, working over 3.000+ branches
Automating 15.000 manual actions during one project
Saving ½ FTE per day.
Setting up a capture project is not simple and will take some time. However, the return is a more productive and efficient work environment. Any company profits from the digitalization of paper, as data storage is growing exponentially. A good capture project keeps the data secure, manageable, easy to understand and accessible – making it a valuable addition to any organization's structure.
Jerry Rosenau is a Junior Business Consultant at Amplexor, based in Eindhoven, The Netherlands. Having had an internship in the content capture team after college graduation, Jerry now focuses on business process analysis and supporting the sales team on advising customers about the best possible capture solutions.