Presentation Australia

Affordable Content Management Systems

Getting more for less…

1. Who we are1. Who we are

2. Product Overview2. Product Overview

3. Workflow3. Workflow

4. Scan-on-Demand4. Scan-on-Demand

5. Getting Started5. Getting Started

6. Why FileBound ?6. Why FileBound ?

Agenda

Who We Are

Marex Group Overview– Privately held corporation focused on our core values of innovation,

affordability, and commitment to excellence

– Founded in 2001

– Developers of the FileBound ECM and Docuvation solutions

– Over 2,500 implementations in organisations of all sizes and types

– Financially Strong• Experienced from inception, year over year growth in excess of 40%

• Run rate covered by monthly recurring revenue

• Debt free

• ASP/SaaS volume more than tripled over the last 24-months alone

– Distribution of the product suite is delivered solely via an indirect sales channel of over 125 VARS, System Integrators, and Software Development Companies

– Represented in Australia and NZ by FileBound Austalia Pty Ltd

– Established January 1, 2008 in Melbourne

Marex Partners

Product Overview

What is Electronic Content Management? As Defined by the AIIM Organization (www.aiim.org)

» Enterprise Content Management (ECM) is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organisational processes. ECM tools and strategies allow the management of an organisation's unstructured information, wherever that information exists.

FileBound is the Answer to your ECM Requirements» Manage all your informational assets…

– Converted paper documents including Invoices, Purchase Orders, Contracts, HR Documentation, Loans Docs, Medical/Patient Records, Financial Records, Service Tickets, etc…

– Existing documents stored in electronic formats including, MS Word, MS Excel, Email, PDF, Audio, Video, HTML, XML, TXT, etc…

Files within FileBound can contain physical file locations,

microfilm roll and frame references and any digital object (Word, Excel, Email,

CAD, Images, web pages, etc.).

Roll & Frame References

Paper documents that are scanned

Physical File and Box Location

VideoPDF

Multimedia

Audio

Email

Website Word

Excel

Database

Any digital document can be

added to FileBound.

Records Mgmt + Content Mgmt = Complete Solution

Benefits Collaborate all forms of information (images, Word, Excel, email, etc.) into one unitized record.

Access information within seconds.

Information is accessible anytime, anywhere.

Information is pushed to users for approval / decisions and to enforce internal procedures.

Paper Documents

Excel

Word

EmailMulti-media

Audio

Video

Any Digital Documents

Home

Office

Airport

FileBound creates the remote office – access to any document, anytime from any place.

New Technology = New Benefits

FileBound Solutions

Physical FileTracking

Workflow

Document Imaging &

Management

Integration

COLD / Electronic

Report Management

PhysicalFile Tracking

E-forms

DigitalContent

Management

The FileBound Solution Manages All Information Assets

Document Imaging /Management

Digital ContentManagement

Audio

Multi-media

PDF

Email

Video

Word

Database

Excel

HTML

COLD / ElectronicReport Processing

ASCII Data

Converted To Digital

Files

Workflow – Document Routing

Approve

Reject

Step A

Step B

Step C

Completed

E-FormsMedical Claim -UB92

Employee Review

Credit Application Health Insurance Claim

College Application Worksheet

Integration

Core BusinessApplications

EmailWord

Excel

Data-base

Workflow

Benefits

Enforce internal processes

Discover operational bottlenecks.

Enforce employee accountability

Information can be routed (i.e. pushed) to other users within FileBound.

Workflow is an additional module to FileBound

Workflow – Document Routing

Documents can be routed between users

on a one off basis within FileBound.

· Documents do not leave the secure FileBound repository.

· An email is sent to the user to provide notification that a document has been routed to him/her.

· Notes can be applied.

· A due date can be established.

Documents routed from customer service

to accounting.

Customer Service

Accounting

Ad-Hoc Document Routing

Mail

FaxInvoices are received in a variety of forms

and brought into FileBound.

Electronic Feeds

Email

VendorInvoices

VendorInvoices

Paper invoices are scanned and electronic

invoices are automatically imported into FileBound and routed to begin the AP approval process.

Invoices are indexed by:

· Vendor Name· Invoice Date· Division· Amount

VendorInvoices

Invoices are routed to the appropriate

division to reconcile against the PO and

receiving documents.

Sales

IT

Production

Administration

VendorInvoices

RejectedInvoices

APSupervisor

Any invoice $10,000 and over is routed to the AP Supervisor for secondary approval.

Invoices $10,000and over

AP Clerk

AP Clerk

AP Clerk

Once approved invoices are queued up for first available AP clerk to code into their internal

accounting application.

Control number / GL code is then added to index field in FileBound

for future integrated retrieval

$$

CFO

Invoices with discrepancies or need another level of

authorization are routed to the CFO for resolution and final

approval.

Invoices $10kor higher

Invoices approvedfor payment




RejectedInvoices

AP Workflow Example

Scan-on-Demand

Benefits

Users can place requests from within FileBound for paper files.

The user can be notified through email of the availability of information they requested.

Information in paper form can be requested from the FileBound interface.

The requesting party is notified via an email that contains an encrypted link back to the secure FileBound repository where the user must authenticate themselves to gain access.

Confidential information is not emailed back to the requesting party as an attachment.

Scan-on-Demand

Scan-on-Demand

User requests

information in paper form

from FileBound.

Account Representative

I need Invoice #12345 and all

supporting documentation.

Records department located

on or off-site

· A contact at the records center retrieves the paper documents and prepares them to be scanned back to the requesting user.

Requested documents are

scanned.DataManager Input Station

· Document requests are queued up within DataManager.

· The user selects the request and then scans the paper documents.

· Once the documents have been scanned and QC’d they are then uploaded to the FileBound repository.

Web ServerFirewall

Database Server

File Storage

Secure FileBound Repository

Email w/ link back to FileBound

repository

· An email can be sent to the on or off-site records department requesting documents that are in paper format.

· The requesting user is notified with an email that contains an encrypted link redirecting the user back to the FileBound repository and requiring the user to authenticate themselves before having access to the information.

EmailRequest

Scan-on-Demand

Users can request paper files from within Filebound.

Scan-on-Demand

From the Request File Form the user can specify:

- Date Needed- Reason Needed- Format Requested In- Pages Needed

To initiate a Scan-on-Demand request the user would request the format to be “Digital”.

Scan-on-Demand

Pending requests will be displayed under the file details section within FileBound so all users will know of any pending requests.

Scan-on-Demand

The requesting user will be notified via email that the file they requested is not ready to be accessed from the FileBound Server.

The user would select the encrypted link to access the information after they had authenticated themselves to the FileBound system.

Integration Kit

A toolbar can be added to the desktop of the PC that gives the user easy access to a number of the tools.

An “Auto-File” shortcut is placed on the user’s desktop that will allow for any digital content dragged onto the shortcut to begin the process of filing it away into FileBound.

The Integration Kit provides the ability to right-mouse click on any file and save it into FileBound via the Windows context menu.

Integration Kit Components

A button can be added to the menu of Outlook allowing users to save an email along with its attachments to FileBound.

A button is added to the toolbar of Microsoft Word that allows for the saving of Word documents directly into FileBound.

or

Save just the attachment(s) of an email to FileBound.

Integration Kit – Integration with Microsoft Office

Two buttons are added to the toolbar of Microsoft Excel.

The first allows for the saving of Excel documents directly into FileBound.

The second allows for the importing of Excel workbook data to automate the indexing and creation of new files within FileBound.

Integration Kit – Integration with Microsoft Office

Distributed Scanning

Benefits

Perfect for low volume and loose filing scanning needs.

Works with any TWAIN compliant scanning source.

Built directly into the FileBound viewer.

Documents can be scanned to FileBound within the document viewer that provides an unlimited distributed scanning environment.

Once the documents are scanned they are uploaded to a file within FileBound for immediate availability.


Files can be scanned directly into from the FileBound viewer interface.

Upon selecting the Scan menu option, the Auto-Scan interface will appear.

Select the file divider to scan into and upon completion all the documents will be uploaded to the file within FileBound and immediately available to all other FileBound users.


Barcode Cover Sheets

Benefits

This capability works great with multi-function copiers that have scanning capabilities.

Divider barcode sheets can also be created.

Barcode cover sheets can be created for files within FileBound to automate the process of adding additional paper content into existing files.

Knowledge workers can add the barcode cover sheets to documents to then be scanned and automatically filed within FileBound.



- Knowledge workers can create a barcode cover sheet for the documents they create by selecting the Print Barcode link on the File Details section of FileBound.


Print Divider Barcode Sheet

- A divider barcode sheet can also be created that will completely automate the filing process of the documents into FileBound once they have been scanned.


Getting Started

In-Houseo Moduleso Based on Images

ASPo Moduleso Based on Units

How it is licensed

One page, standard B&W doc = 50 KB storage space

one drawer from 4-drawer filing cabinet = 2,500 pages = 125 MB

1, 4-drawer filing cabinet = 10,000 pages = 500 MB

1 CD (600 MB) = 10-12,000 pages = 1 filing cabinet

1 DVD (4.7 GB) = 95,000 pages = 9.5 filing cabinets

10 filing cabinets = 100,000 pages

How do I estimate my needs ?

Help me reduce my Carbon Footprint

“ Every tonne of paper recycled/saved saves about :13 trees2.5 barrels of oil4100 kWh of electricity4 cubic metres of landfill31,780 litres of water ”

VISY Industries

Do the maths ..... 1 ream of office paper = 500 sheets @ 80 gsm 1 tonne of paper = 400 reams @ 80 gsm 1 tonne of paper = 200,000 A4 pages 1 A4 page = 50Kb electronic storage space 200,000 pages = 10Gb electronic storage space The average laptop computer hard drive contains

120GB of capacity How many trees can you save ?

DefineDefine

• Processes

• Documents

• Users

• Scope/Phases

DemoDemo

• Scan, Store, Retrieve

• Integration

• User & Exec.

Approvals

DeliverDeliver

• Installation

• Training

• Service

• Support

Three Steps to Success

Why FileBound

1. FileBound is In-House or ASP* choose existing infrastructure or externally managed

2. FileBound is Unlimited Users/Unlimited workflows* document volume and not per user

3. FileBound is Browser based* access anywhere you are

4. FileBound can be sold via unique rental program* lower cost to customer, cash flow plus benefits

5. FileBound is built on core Microsoft technology* easy integration and wide support

6. FileBound is proven

Why FileBound

7. Improved response time* both internal and external customers

8. Reduce costs of copier paper and inks* reduce carbon footprint

9. Improved security of information* audit trails of activity

10. Reduce space costs* less filing cabinets, drawers and boxes

11. Multiple users can view documents* at the same time

12. Easy to use* Users embrace quickly

Why FileBound