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NOTIONDOCNm

noTIonmoBpowered byYour Greener Oce Solution

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Introduction Overthepastfewdecades,almosteveryofceintheworldhasexperiencedproblemsmanagingtheirdocuments.AccordingtotheNationalAssociationofPro -fessionalOrganizers,anaverageof8hoursofmanpoweraweekisneededtoeither

searchfordocumentsororganizeallofcepaperwork.Ifthisnumberisnotcon-

vincingenoughtoshowthatthisisindeedaproblem,PriceWaterhouseCoopersresearchhasshownthat$20inlaborisneededtoleapaperdocument,afurther$120isneededtondamisleddocumentandittakes$220toreproducealostdocument.About7.5%ofalldocumentsgetlostand3%getmisled.Mostofthesedocumentsareprocessedmanuallyovertheyears;amounting tocostsof 74% to89%higher comparedtousingautomated technologicalmethods.Sincewehavethetechnologyathand,weshouldutilizetheInternetandndasolutionforourproblems.ThisisespeciallyrelevantforSMEcompaniesthatwishtoconcentrate

moreontheirproductsandsalesratherthanspendingresourcesondocumentation,invoices,receipts,andlingwork.

SohowcanweusetheInternettosolvethiseverexistingproblem?ThisiswhenNotionMobcomesin.Weprovideasolutionbyhelpingyouconvertyourpaperdocumentsintodigitaldocuments.Wewillprovideaweb-basedplatformthaten -ablesyoutoretrieveyourdocumentsaslongasyouhaveaccesstoaninternetcon-nection.Digitaldocumentsnotonlyhelpyougetorganized;itenablesyoutowork

efcientlyandeffectively,savetime,space,andmostimportantly,money.

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Problems WithConventional OfcesFiles,documents,andallotherpaperworkwillslowlyincreaseandpileupatyour

ofce.Yourstaffwillneedtodevotemoretimetosortinglesinsteadoffocusingontheirjob.Inthenearfuture,allthepaperworkwilleatintoyourofcespace,caus -ingyoutohavetoengageanexternalsourceforyourpaperstorage.Belowaresomeofthescenariosthatmighthappen,orcouldbealreadyhappeningatyourofce:

Yourstaffsefciencywilldecreasebecausetheyendupwastingthemajorityoftheirworkhourslookingforlesanddocumentsinsteadofdoingtheir job.Thiswillcostwastageinworkinghoursandadropinyourcompanyskeyperformanceindicator(KPI).Thinkabouthowallthistimethatcouldbeusedtobringinmorevalueforthecompanyisinsteadbeingwastedlookingfordocumentswritinguppaperwork.

Yourofcewillsoonbeladenwithpilesofpapersaseverythingslowlyaccumu -lates.Limitedofcespacewillsoonforceyoutoengageanexternalsourcetostoreallyourdocuments;thusleadingtotheinevitabilityofyouhavingtoincreaseyourcompanysspending.Secondly,whenemployeeswanttoretrievethedocuments,there ishassle inobtaining thedocuments fromyouroutsidesource.Slowlybutsurely,thecostofadministrationwillincreaseastheyearsgobyandyourbusinessexpands.

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Decisionmakingonalllevelswillbeslower.Employeesareusedtomakingdeci-sionsbasedonsupportingdocumentsthatarekeptinlesandfolders.Someofthesedocumentsmightbeoldandalotoftimewillbewastedlocatingthem;wast-ingtimethatcouldbeusedforstaffanalysisanddecision-making.

Yourisklosingvaluableinformationpermanently!Asthemajorityofinformationisstoredonpaper,theremightbeascenariowherebydocumentscouldbemisplaced,stolen,ordestroyedinadisaster.Canyouaffordtoloseallthisvaluableinforma-tion?

Inthisdayandage,thegeneralpublicisbecomingmoreandmoreenvironmentallyaware. People arenowmore interested in investing inenvironmentally friendlyproductsandtechnologiesthaneverbefore.Yourcompanywillfailtobepartofthisgreenrevolutionifitstillsupportspaperintensivepractices.Statisticallyspeak -

ing,onaverage,asingleemployeewilluse30,000sheetsofpapersperyear.Itisastaggeringnumberthatwillbedetrimentaltoourenvironment.

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How can we help?

Digital scanningPapersarepilingupandyourofceiscrampedwithcabinetsfullofles.Beforeyouknowit,yourtablewillbenothingbutastackofinvoices,receipts,deliveryor-ders,andmuchmore.Youcaneliminatethisentirepaperhazardbystoringallyourpaperdocumentsonline.Forastart,youwillneedtodigitalizeallyourdocuments.WeprovideextensivescanningservicestohelpyouconvertallyourdocumentsintosearchablePDFles.Regardlessofhowmanypaperlesyouhave,wewillstillbeabletohelpyoutransformyourworkplaceintoapaperlessofce.

OCROptical character recognition, usually abbreviated toOCR, is themechanical or

electronictranslationofscannedimagesofhandwritten,typewrittenorprintedtextintomachine-encodedtext.ThismeansthatallofyourscanneddocumentswillbeconvertedintosearchablePDFles,allowingyoutoaccessallyourlesatthepointofyourngertips.

Online StorageAfter the documents are scanned andOCRed,allthedigitalleswillbeupload -edtoouronlinestorage.Itwillbemadeavailable toyou anytime, anywhere, aslongasyouhaveanInternetconnection.Inthefuture,youwillevenbeabletoac-

cessallyourlesonyoursmartphonesand other smart devices like Blackber-ries,iPhones,oreveniPads.

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Why do you need us?

Affordable

Regardlessofwhetheryourpaperworkissinglesidedordoublesided,thecostofscanning,indexing,andOCR-ingyourdocumentswillonlycostyoufromaslowas20centsperpiece!Wecanarrangetopickupallyourdocumentsatyourofceforyourconvenience.

Organized StorageAll the scanneddocumentswillbestored intoyoursecuredNotionDocaccount.Sincethisisawebstorage,youcanaccessyourleaslongasthereisinternetcover -agearoundyou.Youcanevenaccessyourlefromyoursmartphone!

Optimize your office spacesItisalwaysaneyesoretoseestacksofpaperalloveryourofce.Worrynomorewhenyouhaveallyourdocumentsdigitized.Youcanhaveusshredyourdocu-mentsafterwescanthem,oryoucandothisonyourown.Allthedocumentswillbekeptsecurelyforamonthuntilitissentforshredding.

Easy retrievalDonotspendafewhourslookingforadocumentdatedin1985.Justlogontoyouraccountandsearchforthedocumentbytypingspecickeywordsinthesearchbox.Takesyouonlyaminuteatmost!

Need a backup?YoucanrequesttohaveabackupcopyofallyourdocumentsintheformofDVD,USBdriveorexternalharddrive.Allyourdocumentswillbekeptinahighlycon -dentialenvironment.

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Save the environment!Withtheeverincreasingusageofpapersaroundtheworld,loggingforpaperpro -ductionisbecominglessandlesssustainable.Basedonstatistics,asingledocument

is, on averagebeingduplicated 19 timesusingall sortsofcopyingmethods; allusingpaper.Withdigitaldocuments,youcanviewallyourdocumentsusinganydigitaldevice,thuseliminatingtheneedforphysicalcopies.

Provide good customer serviceWhenacustomerorclientgivesyouacall,usingtheconventionalmethodtostoredocuments,youwouldneedtopulloutthelefromyourcabinetandstartippingthroughpilesandpilesofpaper.WithNotionDoc,whileonthephone,youcaneasilylookforanyspecicdocumentquicklyandsimply,increasingefciencyandsavingtime.Youalsoendupavoidinghavingtoreturnphonecallstothecustomerforonesimplequestion.

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SecurityWell,youmaybewonderinghowsafeisthesystemexactlysinceyouwillbestoringallyourimportantdocumentsinit?

Nottoworry.Oursystemisdesignedsothatyourdocumentswillbeper -fectlyencryptedbeforebeinguploadedordownloadedintoyoure-storageaccount.Allthedocumentswillgothrough256bitAESencryption(ad-optedasanencryptionstandardbytheU.S.government)beforetheyleaveyourcompanysmachine.Thispreventsoutsiders fromhackingintothesystem and retrievingyourdocuments.Your companys privacywill beourutmostpriority.

Whataboutwhenourserverisdown?Nottoworrytoo.OurcompanyusestheCloudtechnologyasourmainframework.Withourpowerfulframe-work,downtimeisalmostanon-occurrence.Youcanhavethepeaceofmindthatyoucanretrieveyourdataatanytimeoftheday.

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Still Not Convinced?

Tranferring Data

1. Gather of DocumentsAtclientsplace,alldocumentthatneededtobetransportout toNotionMobforNotionScan need to be sorted outby client.Alldocumentsmust be tagged andbundleup.Uponrequest,wecanprovidesecurityboxeswhereallthecondentialdocumentcanbeputinsideandsealedbeforebeingtransportouttoNotionMob.

2. Transporting of DocumentsAlldocumentswillbesenttoNotionmobonceitisbeingtagged,bundled,andsealedinabox.

Forsubsequenttransferofdocuments,wewillprovidesecurityenvelopuponre-questwherecustomercanputinlesanddocumentsandsecurelysealed.WewillengagewithaprofessionalcourierserviceswheretheywillcollecttheparcelfromclientsplaceandsendittoNotionMob.

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3. Dealings with Clients DocumentOncedocumentsarriveatNotionMob,therewillbecheckingonallparcelsandboxestoverifyallpackagesisstillsealed.Aftercheckingisdone,wewillproceedwiththeNotionScanprocess.

AlldocumentswillbekeptinahighlysecuredplacebeforeandafterNotionScanprocess,whereonlyauthorizedpersonnelcanenter.

Uponrequest,wewillsecurelydisposeoffthedocumentsthatarenotneededbycustomerbywayofshreddingandrecycling.

4. Security PrecautionWewilltakeallthenecessarystepstomaintainhighcondentialitytoprotectcus -

tomersinformationanddata.

AllNotionMobsstaffwillbeprohibitedfrombringinginanyrecordingdevicetothepremises.Besides,itisalsonotallowedtobringinoroutanydocumentsfromthepremises.Accesstoemailwillberestrictedinordertopreventinformationleak-age.

AccesstoNotionmobpremisewillbelimitedtostaffonly.Alloutsidersmustbeac-companiedbystaff.

Allelectronicdatawillbeencryptedandstoredinahighlysecuredserver.

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Engage with us today

WithNotionDoc,youwillseehowyoucantransformyourcompanyfromapaper

intensiveofcetoapaperlessofce,oratleastpaper-less.Beyondsimplyhavinglesspapertodealwith,therearealotmorebenetsthatyourcompanycouldreap.

Reduce CostFirstofall,yourcompanysrunningcostswillbegreatlyreduced.Yourstaffwillbemoreefcientastimewastedondocumentsearchingwillbegreatlyreduced.Be-sides,thecostofprinting,lingandpaperadministrationwillbecutdowndrasti -callywhenyourcompanyisontracktobecomingapaperlesscompany.

Quicker access to informationQuickeraccesstoinformationwillbeguaranteedwithoureSolution.Asemployeescanelectronicallysearchandlocateallthenecessarydocuments,informationwillbeontheirngertips.Therewontbescenariowherebyhoursarewastedreplyingclientsbecauseofmisplaceddocumentsorles.Instead,aninstantresponsecanbemade.

Easy retrieval of informationEmployeesandstaffcanretrievedocumentsandlesanywhereaslongasthereisaninternetconnection.Thisagain,willincreaseefciencyandreducetimewastage.

Information sharingInformationsharingcanbeeasilydoneasemployeescanexchangelesanddocu -mentsviaelectronically(email).

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SecureValuableinformationissafeandsound.Withouronlinestorageinfrastructure,you

canhavethepeaceofmindthatallyourcompanysinformationisbeingstoredataperfectlysafeelectronicenvironment.

Save SpaceYoucanexpectmorespaceatyourofcethanyoucanimaginewhenyoutakethesteptotransformyourselfintoapaperlesscompany.Withlesspapertakingupvalu-ableoorspaceatyourofce,youcanaffordtoutilizetheextraspaceforthebenetofyourcompany.Also,ifyouhavefutureplanstomovetoadifferentlocation,allthehassleoftransferringdocuments,les,andallthepaperswillbenegligible.

Be Socially Responsible!Lastbutnotleast,withlesspaper,yourcompanywillbesociallyresponsibleinanefforttobecomegreenerandmoreenvironmentallyfriendly.Letsdoafavortomothernatureinpreservingtheworldforthenextgeneration!