Transcript Tower Product Update

Document Solutions
Document Solutions
Top 10 Things You Should Know about
Today’s Document Management Solutions
William Zastrow
President, CEO
FileMark Corporation
May 8, 2008
Document Solutions
Startling Facts
….. elimination of inefficient paper
processes allows more work to be
done faster, with fewer people, and
less cost
The Inefficiencies of Paper
Document Solutions
• The typical office worker spends 6 weeks a year looking for
documents
• It takes 7 minutes to find a paper file, but only 2-4 seconds to find a
file electronically
• Each file retrieval costs $1.40 vs. $ .01 for a 3 second electronic
retrieval (@ $12/hr)
• Cost to find a misfiled document: $120
• Cost to recreate a lost document: $250
Source: AIIM and ARMA
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Application Fit
….. great demo, but will it solve
our business problems?
What are your Business Problems?
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Eliminate paper-based filing, retrieval, copying and routing costs?
Transition from paper to electronic documents, processes,
distribution and storage?
Get instant access to documents from anywhere, from any type of
application?
Process documents faster with paperless workflow automation?
Fulfill legal and regulatory compliance mandates?
Capture, distribute and archive computer output reports?
Archive corporate eMail?
Automate forms processing for data entry?
Create and edit Office documents?
Publish and update websites?
Provide a self-service web portal?
Document Solutions
Don’t Confuse Collaboration with
Archiving and Transaction Processing
….. a square peg will never fit
a round hole
Document Solutions
Collaborative EDM
Transactional/Archival EDM
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Revisable content
Word, Excel, PowerPoint
Web content
Contracts, agreements, reports,
memos, documentation
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Fixed content
Images, forms, fax, eMail, computer
output reports
Invoices, statements, checks, proof of
deliveries, bills of lading
Evidentiary business records
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Group editing, approval routing,
check in/out, versions
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Transaction processing workflow, e.g.
accounts payable, accounts receivable
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Content search
Many casual users
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Index queries, LoB app integration
Few production workers
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Law, Pharmaceuticals, Government,
Engineering, Consulting,
Advertising, Publishing
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Manufacturing, Distribution, Healthcare,
Financial Services, Transportation,
Education
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Focus on Capture Technology
….. the most labor-intensive component
of Document Management
Document Capture Technologies
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Zone OCR (Optical Character Recognition) for fixed forms
High volume Forms Processing and Data Collection
Point and Shoot OCR for freeform
Intelligent OCR with attribute matching and dictionary lookups
Auto-Indexing with database lookups, screen scraping and defaults
Full page OCR for text search
Barcode Recognition
Optical Mark Reading
Distributed Indexing
Computer Output Capture (COLD)
Bulk eMail Archiving for compliance
Save directly from MS Office and Outlook
The universal filing basket
Batch Import
SimpleIndex
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Automatic Zone OCR
Document Solutions
When Workflow Doesn’t Work
….. it happens more often than you think
Why Workflow Doesn’t Work
Document Solutions
• For most applications, the concept of traditional rules-based
workflow is fundamentally flawed
• Too complex to build and inflexible in use
• Too expensive and time consuming to deploy, maintain, change
and/or grow
• Most workflow deployments try to do too much
BPE is Daunting
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“Business Process
Re-Engineering”
Rules-Free Workflow
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• Paperless ad hoc document routing – for approvals, transaction
processing, collaboration or automatic distribution
• Simple configuration – like instant messaging for documents with a
buddy list
• Automates existing business processes, no rules, users still make
most decisions, no BPR
• Includes ad hoc routing, secure work queues, running case notes,
eForms, notification, deadlines, escalation, audit trails
• Out-of-box deployment can resolve over 80% of process
inefficiencies – paperless and instantaneous
• Rapid implementation = quick ROI = success
• Knowledge worker empowerment, not rigid
rules enforcement
Workflow
View
Administration
Windows
Help
Case Notes
Accounting
Shipping/Receiving
Supervisor
√ Accounts Payable
Complete
Pend
Canel
NA
Clear
Document Solutions
Case Notes
Accounting
Shipping / Receiving
Supervisor
√ Accounts Payable
Complete
Case Notes
Pend
Cancel
NA
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Application Integration
….. access information in context
directly from your business applications
Screen OCR
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Auto-Find
Copy / Paste
OCR
XYZ100
OCR
Auto-Fill
Invoice Type
Copy / Paste
$16.50
Invoice Amount
Auto-Fill
Auto-Index
Host Application Integration
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Desktop Application Integration
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Document Solutions
Plan Ahead for Records Management
….. its not just about regulatory
compliance
Records Management (RM) Definition
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• Policies, practices, technologies and management controls to
protect legal interests and comply with regulations
• Information lifecycle management – retention, disposition rules
• Complete audit trails
• Authentic, permanent, unalterable records
• Systematic controls to ensure record authenticity, security and
process consistency
Examples of Industry Regulations
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Regulation
SarbanesOxley*
Finance
Insurance
Banking
Healthcare
Pharmaceutical
Manufacturing
Notes
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* Affects all public
companies
HIPAA*
SEC 17A-4
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* Affects benefits
dept of all
companies, and
schools
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21 CFR Part 11
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Basel II
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California SB
1386 *
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US Patriot Act
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Gramm-LeachBliley
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Affects any
business doing
business with a CA
resident
Sarbanes/Oxley RM Compliance
Simplified
• Capture all business transactions, eMails and
correspondence – no exceptions
• Store it twice – keep one copy on non-erasable media
• Validate records as genuine
• Enforce prescribed 7-year retention period
• Provide fast, easy access to records for first 2 years
• Keep information secure
• Delete systematically, and then only according to official
retention rules
• Maintain accurate, detailed audit trails
Source: IBM
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What’s Needed For RM?
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• File plans
• Classification
• Universal record capture and indexing
• Declaration
• Rules-based record retention, disposition, migration and disposal
schedules, holds
• Activity logs and reporting
• Support for non-rewriteable, non-erasable
document storage
• User/group document access control
Automated Bulk eMail Archiving
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Receive
Auto-Index
Database
Server
Send
Archive
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Software Licensing Options
….. the world has changed
Software Licensing Models
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• Named users
• Concurrent users
• Site licenses
• Open Source software
• Shareware
• Freeware
• Software as a Service
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New uses for
Computer Output Reports
….. COLD is still hot
COLD/ERM
Document Solutions
• Computer Output to Low-cost Disk / Enterprise Report Management
• Automated computer output capture and archiving
• Eliminates printing and manual distribution of internal reports
• Saves the cost of printing, paper, ink, microfilm, copies, multi-part
forms and postage
• Instant access to exact replicas of printed reports, statements and
invoices from anywhere
• Data mining, reports from reports
Automated Computer Output Archiving
Document Solutions
Host
Print
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Capture 
Print Streams
Reports, Invoices,
Statements
Database
Server
What’s New with COLD/ERM?
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Automatic report indexing – metadata and full text
Automatic report distribution – workflow, eMail, remote print
Exact replicas – embedded formatting, form overlays
Embedded barcode generation – PODs, remittances
eStatements – eMail links, secure web access
Data mining – custom reports, data extraction, sorting, calculations,
graphs and charts
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Report reformatting for efficiency – format compression, custom
filtering, faxing, remote printing
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Support for graphical print formats – AFP, Metacode, DJDE, PCL,
Postscript, PDF, XML, EDI, eMail
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Data conversion – PDF, XML, HTML, XLS, CSV, easy web access,
long term archiving standards, full text search, application compatibility
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Out with the Old, In with the New
….. you can get there from here
Legacy System Documents
Document Solutions
• Day-forward document capture – forget the old
• Backfile conversion – migrate the old
• Live legacy system link – remote access to the old when
needed
• Live content integration – coexist with the old
OLD
NEW
FileMark Corporation
Document Solutions
• Software developer, professional services provider,
direct sales and technical support
• Technology Focus – affordable document capture and
archiving, transactional document processing, records
management
• Founded in 1989, based in Millbury MA
Document Solutions
Document Solutions
Transforming Business Documents into
Web-enabled, Integrated Information Assets
www.filemark.com
508-865-4844