Questions For Selecting A Data Capture System

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You are writing a Request For Proposal (RFP) for a capture system to automate data entry on a large volume of documents. But what should you ask from your capture vendor? The following is a list of some questions you may wish to include:

Installing the System

What's involved in getting started? How much training is required for users to become fluent on the system? Will there be development required before the software can do what your organization needs?  If so, how much?  What are the system requirements? Will you have to purchase new hardware to run the system? Does the software install from one CD?  Has it been tested to work on your operating system? Does the vendor have a Project Management plan to guide you during installation and set-up?

Tuning the System

Once the system is installed, how will you optimize the system for your specific documents and data? Is the software flexible enough to allow you to make refinements? Do changes, such as new document types, added users, etc. involve expensive programmers?

Measuring the System

How do you gauge recognition results? How do you track the productivity of users? Can you filter the system to measure the productivity of individual stations or operators? Can you create custom reports? Can the system be made to automatically notify you if a problem arises within the workflow?

Extending the System

What is involved to adding new document types to the system? Can the system easily scale up to accomodate higher volumes? What happens when additional departments want to leverage the system for their needs? How easy is it to add new workflows? Can you add remote scanning or verification over the Internet?

Supporting the System

Who provides Tech Support? What is the annual maintenance cost? How responsive is Tech Support? Are they easy to reach? If you need to speak with a Tech Support person, can they be reached by telephone?

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