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How will ECM pay its way in 2009?Steve MacWilliamsCertified Document Imaging Architect
KNOWLEDGE WORKSHOP
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DocuSource wishes to thank you for your continued support…
INDUSTRY RECOGNITIONInc. Magazine's 500 Fastest Growing Private Companies in the U.S.Ernst and Young's Entrepreneur of the Year-FinalistLos Angeles Business Journal's Fastest Growing Private CompaniesTop West Coast OnBase Solution Provider, 3 years running
Office Dealer Magazine "Elite Dealer Award“
Offices in Irvine, Santa Fe Springs, West LA, Valley & Corona
The average office worker uses
10,000 sheetsof paper a year.
45% of office paper ends up in the trash.
40% of a worker’s time is spent searching for documents.
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PayStream Advisors: Cost Of Storing An Invoice / Sale Order or Logistics Document = $1.00 each or more
$1.40 Cost Of Filing / Invoice
$16.80 Filing Person's Wage Rate/Hour
5Time Taken To File An Invoice (minutes)
Storage & Retrieval Costs For Paper Invoices
$0.42Cost Of Filing / Invoice$16.80 Filing Person's Wage Rate/Hour
1.5
Time Taken To File An Invoice (minutes)
Imaging & Document Management Costs
1.5
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70% Cost Savings/Year
$2,800,000 200,000Large
$700,000 50,000Medium
$140,000 10,000Small
Cost/YrNumber Of Invoices/YrCompany Size
Storage & Retrieval Costs For Paper Invoices
$840,000 2,000,000Large
$210,000 500,000Medium
$42,000 100,000Small
Cost/YrNumber Of Invoices/YrCompany Size
Imaging & Document Management Costs
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Showing ROI doesn’t hack it in 09…We will show you how clients have improved their cash flow…by moving their paper based anchors to image based assets
Case Study #1: Electrical SupplierHow field workers were able to approve documents remotely
Case Study #2: Vocational SchoolHow an AP department processed 25,000 item with a 50% reduction in staff
Case Study #3: Music CompanyHow a Record Company emptied 50 storage boxes in a week
Case Study #4: Manufacturing CompanyHow a fuels company accelerated their receivables
Case Study #5: DistributorHow a distributor reduced their average AR by 5 days
Case Study #6: Security CompanyReduced the labor in hiring by going to paperless hire process.
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Case Study #1: Electrical SupplierHow field workers were able to review documents remotely and effect project status in real time…
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Case Study #2: Vocational SchoolHow an AP department processed 5,000 items with a 50% reduction in staff
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Case Study #3: Music CompanyHow a Record Company emptied their storage boxes in a week, and now have a status view of work in progress…
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Case Study #4: Manufacturing Companyaccelerated their receivables
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Case Study #5: DistributorHow a distributor reduced their average AR by 5 days
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Customer Service Empowered
14
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Case Study #6: Credit Compliance CompanyReduced the labor in hiring by going to paperless hire process.
Filing 17%
Keying 60%
Search-ing 17%
Approvals 6%
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The Operating System of Capture
Accelerating Business Processes
Date of BirthPatient ID
Invoice NumberBorrower’s NameClaim Number
Date
Recognize ReleaseValidateScan
Capture & Business Process Automation
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Client leveraged their MFP fleet as the collection points for docs
Destinations
ECM
LOB
WORKFLOW
FRONTPANEL
MFP
Push Control
Document Input
MFP on-ramp
to the info highway
Move to Email and then to workflows
DOCUMENTS
SCANNERMFP
FAX
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Clicking the “Scan Page” button starts the scanner
Select a Document Template to retrieve index fields
Add index information in the browser-based application
After indexing, submit the image/index info to Ascent
The scanned image is returned in the browser
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Office Actions Eliminated
Improved Cash Flow
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Difference between a ECM and a file store…
ECM File Store
Intelligent (Active) Storage Where is it? Do we have it? Should we have it?
Provides Biz-based distribution Where is the flow?
Version / Revision Controlled Is this the right copy?
Management Reporting File listings
Business Process Automation None
Meets Compliancy None
Supports biz-based doc type File type only
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There are three parts when creating a system that need to be considered…
Capture
Repository
BPABusiness Process Automation
ECM
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Our workshop is built around 9 second foods fictitious company
• HR - Demo dynamic foldering and exception management & workflows
• AR / AP - Demo of Reports cross referenced to Docs; and application enablement from host app to Docs
• Capture show how documents are automatically analyzed classified, data extracted and pushed to queues
• IT – Document Knowledge Transfer (DKT), how HR or IT can use reading groups to push compliance issues
• Portal Based Searches – SharePoint Integration
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Broadest Portfolio of Scanner Products
Kodak Capture Software
i1840
i1400 Series
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Scan to desktop or network Scan to email Scan to print Scan to USB flash
Or any combination…at the same time !
Digitize paper documents & send to yourchoice of destinations over the network
Kodak Scan Station 100
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• Automatic Document Feeder• Special Document Feeder
Document Output Tray
Color Touch-Screen,Easy Graphical User Interface
90-Degree, Rotatable Operator Control Panel for Ergonomic Operation
USB Port(3 drives included)
Duplex, 25ppm, A4/Letter, Capture
Network Connectivity
Color, Grayscale or Black-and-white images
Flash Image Preview to Confirm Transfer
Captures Both Sides of Documents in a Single Pass
KODAK Scan Station 100
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Our workshop is built around 9 second foods fictitious company
• HR - Demo dynamic foldering and exception management & workflows
• AR / AP - Demo of Reports cross referenced to Docs; and application enablement from host app to Docs
• Capture show how documents are automatically analyzed classified, data extracted and pushed to queues
• IT – Document Knowledge Transfer (DKT), how HR or IT can use reading groups to push compliance issues
• Portal Based Searches – SharePoint Integration
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Cash Cab
1. What two components make up an ECM system?
2. What does DKT stand for?
3. Name one thing an ECM system has over a file share?
4. How many pages of paper does an average office worker use per year?
5. How many pages per minute can the new Kodak Scan Station 100 scan?
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Integration with Microsoft Products…
Word, Excel, and PowerPoint . . . Save as…
Outlook Integration
SharePoint Portals
Web Interfaces
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Paper Documents & Files
Enterprise Applications
FaxElectronic Documents
FormsReports
Graphics, Video, &
Audio
Blueprints & Photos
XML & Meta Data
Print Output
So many sources; so many places to
look for info
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Custom QueryCustom Query
Document Knowledge TransferDocument Knowledge Transfer
EnvelopeEnvelope
FolderingFoldering
EFormEForm
File UploadFile UploadWorkView SummaryWorkView Summary
WorkView FilterWorkView Filter
WorkflowWorkflow
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Web Parts for Microsoft SharePoint
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Report Services
• Optimized reports provide information on system health and business activity
• Business users can easily run reports
• Controlled report generation
• Supports database security
• Simple deployment and upgrading are made possible by Smart Client technology
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Business Applications
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Key Features
• Over 80 pre-configured reports are available within Report Services.
• Optimized report queries ensure minimal impact on database performance.
• Newly created reports can be imported and are available for quick installation and use.
• Export dynamic report data to other applications like Microsoft Excel for further processing and evaluation.
• Report access is controlled by OnBase user groups, just as in all other parts of OnBase.
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EDM Services
• Manage and control documents
• Maintain security of draft and final documents
• Provide offline document access
• Promote data integrity
• Increase efficiency
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EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services EDM Services E
7ROY G BIV
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Revisions and Versions
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EDM Terminology
• Rendition – Copies of a document generated in a different file format than the original document.
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EDM Terminology
• Rendition – Copies of a document generated in a different file format than the original document.
• Revision – Revised copies of an original document where the same file format is maintained.
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EDM Terminology
• Rendition – Copies of a document generated in a different file format than the original document.
• Revision – Revised copies of an original document where the same file format is maintained.
• Version – Comprises a series of revisions to one document.
FINAL VERSION
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HR Manager Employees
Revision 1
Revision 2
Revision 3
Revision 4
Revision 5
Revision 6
Approved(Version 1)
Updated & approved
(Version 2)
HR MANAGER
••••••••Final Handbook
EMPLOYEE
••••••••
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Great for ….
• Employee handbooks• Sales contracts• Legal documents• Insurance underwriting documents• Marketing collateral• E-Forms used in Workflow• Policy documents• Terms and conditions• Medical face sheets• Price lists
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Contract Management
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Benefits
• Manage and control documents– Centralized document storage
• Maintain security of revisions and versions
– Makes changes without losing history
– Never overwrite existing documents
• Promote data integrity– Establish audit controls for document history
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Office Add-In
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Office Add-In Integration
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Office Add-In Integration
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Office Add-In Integration
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County Government
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Benefits
• Manage and control documents– Direct access to OnBase
• Increase efficiency– Work in familiar Office applications
– No additional training required
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Keyword Property Mapping
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Keyword Property Mapping
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Benefits
• Increases efficiency– Simplifies document indexing
• Promotes data integrity– Ensures keyword accuracy
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Multiple Drag and Drop Import
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EDM Briefcase
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Remote Access
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EDM Briefcase
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Insurance
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Benefits
• Provides offline document access – Remote, disconnected workforces– Frequent travelers
• Increase efficiency– Automatic synchronization of documents
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Image Markups
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Image Markups
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Markup Options
Rectangle Colors
Ellipse Text
Line Fonts
Arrow Font size
Checkmark
text
Font Styles
Font Size
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Lots of Possible Uses
• Invoices• Police documents• Photographs• Check images• X-ray reviews• HR documents• Nursing notes• Packing slips• Transcripts
• Product catalogs• Drivers licenses• Government forms• Birth certificates• Pay stubs• Floor plans• Court exhibits• Receipts• Bills of lading
Any image file!
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Staffing Company
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Benefits
• Manage and control documents– Apply permanent comments to any image
document
• Promote data integrity– Provides auditable history of document
revisions
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Very Valuable Document Templates
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Out of Control Document Creation
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Document Templates
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Credit Union
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Benefits
• Manage and control documents– Standardizes documents for consistency,
accuracy and branding
• Increase efficiency– Reduces document formatting and setup
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Very Valuable Document Templates
Image Markups
EDM Briefcase
Multiple Drag and Drop Import
Keyword Property Mapping
Office Add-In
Revisions and Versions
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DMV Solution
• Disconnected Scanning
• Converted all paper documents to electronic
• Immediate document retrieval
• Maintain document security around document viewing and printing
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Admissions Letter Solution
• Document Composition for Microsoft Word
• Dynamically generate letters– Pulls data from data sources, user input and
OnBase
• Manage letter revisions and versions
• Save and publish versions of document templates
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Policy Approval Solution
• Workflow & Document Knowledge Transfer
• Route policy document to appropriate parties for review and approval
• Use Workflow action to stamp document version
• Distribute document to organization for review and acknowledgement
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Contract Solution
• Collaboration and WorkView
• Create workspace to negotiate contract terms – Sales, Legal and Customer Service
• Manage document revisions and versions
• Attach final contract to sales order or customer record
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Requirements
• Requires a valid client license
• Available in both OnBase Client and Web Client
• 3rd party requirements– If saving/retrieving with Microsoft Office
applications, licenses for those software applications are required
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EDM Benefits
• Manage and control documents
• Maintain security of draft and final documents
• Provide offline document access
• Promote data integrity
• Increase efficiency
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EDM Services
EDM Services
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