A Document Management Solution Joe Axne IT-GURU LLC jaxne@it-gugur.net 303-570-1557

A Document Management Solution

Joe AxneIT-GURU LLC

jaxne@it-gugur.net303-570-1557

The average office:• Makes 19 copies of each document.• Spends $20 on labor to file each document.• Loses 1 out of 20 office documents.• Spends $120 searching for every misfiled

document.• Spends $250 recreating each lost

document.• Spends $25,000 to fill a four-drawer file

cabinet and $2,000 annually to maintain it.

Go Paperless by implementing a Document Management Solution

A way to Store, Retrive, and Distribute Documents and Folders in Electronic form rather than paper form

A centralized, single repository for all of your documentation (students, instructors, admin staff, vendors)

Documents/Folders that are indexed for easy and rapid retrieval

Documents and Information that is secured and accessible only to specific individual or groups

• Manage millions of documents and retrieve the right one in seconds.

• Share documents with colleagues while protecting confidential information.

• E-mail and fax files instantly.• Access documents while traveling.• Publish documents to CD, DVD or the

Web, as appropriate.• Back up files and records for disaster

recovery.

Eliminate time locating a folder Allow multiple individual to access the

same document or folders Create manageable distribution of paper

documentation via CD Reduce storage cost of paper folders on

site. Create a disaster back-up of your

student data. Rapid Return on Investment Improve Customer Service by locating

documentation rapidly

A workflow solution allows your organization to:• Design rules-based routing systems to streamline

document-handling procedures.• Copy and move documents using routing

services and your computer network.• Automatically notify staff and supervisors when

certain events take place.• Monitor user activity, guaranteeing efficiency and

project completion while enabling enhanced staff efficiency reporting.

Most offices can be trained in less than a day

Organization of electronic folders can be just like you do do it today

Most systems require very little administrative support

The user interface to those systems can be very similar to Windows

• Existing computer network. • Document Management Package that is

accessible to your network• Scanner(s), centralized, sheet feeding• Storage both local and off-site• Outsource back-file of existing

documentation• Dual Monitors

Backups Routine maintenance of your scanner

device Adding new users and groups to the

system Modifying security roles and access Management of servers and desktops

Business Size $500,000In annual revenue

$1,000,000In annual revenue

$4,000,000In annual revenue

TechnologyInvestment

1.4% of revenue($7,000)

2% of revenue($20,000)

1% of revenues($40,000)

Staff Savings 1000 hours (0.4 of a full-time employee

1500 hours (0.6 of a full-l time employee

6000 hours (2.4 full-time employee)

Overhead Savings 8.6% of revenues($43,000)

8.9% of revenues($89,000)

8.6% of revenues($342,000)

Profit Increase 41.2% 55.9% 40%

Business ValueIncrease

$216,000 $626,000 $3,421,000

What do you expect a document management system to do for you?

What problems do you need to solve? How do you plan on using the system? Do you need the system to interface with

current business-critical applications? Which ones?

Fax to email service Outbound Faxing Print to PDF

Joe AxneIT GURU LLC

jaxne@it-guru.net303-520-3733 ext. 9010