Isn’t all Information Digital Already? Well…Not Quite.

Author: Ryan Sullivan, Sr. Solution Specialist with Aurionpro Sena

In today’s create-and-share mindset, the production of digital content is nothing short of second nature for most of us. Snapping a photo and sharing it through Instagram. Sending a personal update through Twitter. Publishing a restaurant review on Yelp. On the flip side, a large portion of the business world doesn’t work that way yet. “Old school” processes and industry regulations often dictate that much of our business information still needs to exist (at last for part of its lifecycle) in a non-digital format. Material safety data sheets are often printed and placed on manufacturing floors. Invoices are still faxed to clients. Purchase receipts are commonly attached to paper-based expense reports.

Over the last decade, many enterprises have been trying to handle the management and processing of these non-digital pieces of content more effectively. Many have done a great job doing so, but surprisingly, many are not even close yet. So how would a company approach such a challenge? The first phase of this type of initiative focuses on planning out the process for digitizing non-digital content. For many of the world’s largest corporations, these projects start with Oracle’s WebCenter Enterprise Capture 11g.

After implementing WebCenter Enterprise Capture dozens of times, we find ourselves explaining the tool’s most basic components time and time again. Here’s how we typically break it down:

Oracle’s WebCenter Enterprise Capture is a single, thin-client entity with a separation between the admin “console” and the user “client”. The “console” provides access to all of the security, metadata, classification, capture, processing, and commit configurations while the “client” handles the actual scanning and indexing.

Configuring Capture is quite straightforward, once you understand the constructs. Workspaces are the components used to define commit configurations, metadata, security, users, etc. Multiple workspaces can be defined, and each can be cloned and migrated through dev/test/production environments, which help greatly during the implementation process. Within workspaces live different categories of “processors”. The “import processor” usually starts the process by completing an import from email, folders, and list files. Next, the “document conversion processor” exposes the Outside In Technology (OIT), which actually performs the digital transformation, followed by the “recognition processor”, which provides automated bar code recognition, document separation, and indexing for image documents in a Capture workspace. Finally, the “commit processor” completes the processing and converts the output into TIFF, PDF Image-only, or Searchable PDF formats.

Many of the processing configurations have a “post-processing” option available for configuration of the next processor, and three levels of customization are provided to enable the development of feature extensions. These customizations are written in JavaScript and can be implemented in the “client”, the “import processor”, and the “recognition processor”.

With a little bit of training, and some guidance from Imaging experts, the first step of transforming manual-intensive paper-based activities to efficient and automated processes can be easily accomplished with Oracle WebCenter Enterprise Capture. For more information on WebCenter Enterprise Capture, or any aspect of a WebCenter project, feel free to contact ryan.sullivan@aurionpro.com.

About the Author:
Ryan Sullivan is a Sr. Solution Specialist with Aurionpro Sena, and an expert across the Oracle WebCenter suite of products. Ryan has focused his entire career on architecting, developing, customizing, and supporting content-centric applications, during which time he has led more than a dozen WebCenter implementations. You can follow Ryan on Sena's WebCenter blog at http://senasystems.blogspot.com and can find him presenting session #261 on the topic of Oracle WebCenter Capture at the upcoming COLLABORATE14 event in Las Vegas on Fri, April 11th at 11am.
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