Transcript Slide 1

Enterprise Content Management
“The Possibilities are Infinite”
Pamela Doyle, Fujitsu
Organizational Goals
Agenda
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Core Competencies
Business Continuity
Regulatory Compliance
Environmentally Conscious
Fast Facts – Core Competencies
Agenda
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Companies spend $20 in labor to file a
document, $120 in labor to find a misfiled
document, and $220 in labor to reproduce a lost
document
7.5 percent of all documents get lost; 3 percent
of the remainder get misfiled
Professionals spend 5 – 15 percent of their time
reading information, but up to 50 percent looking
for it PricewaterhouseCoopers
Fast Facts – Core Competencies
Agenda
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$24 average cost to process a single invoice
manually IOMA
Single FAX machine costs $6,200 per year
Captaris
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Average time to manually FAX a document is 8
minutes
Average cost to send a package via courier
service is between $8 and $15
Objectives – Core Competencies
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Reduce operating
costs
Reduce storage
space
Do more with less
resources
Streamline operations
Accelerate revenue
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Get content under control
– Enable collaboration
and file sharing
– Adequate information
to deliver positive
customer experience
– Make informed
decisions
Fast Facts – Business Continuity
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40% of 1,200 organizations surveyed indicated disaster
recovery planning not a priority
40% have no redundant backup site Captaris
75% of SMBs have no DRP Inc. Magazine
2 out of 5 companies who experience a disaster are out of
business in 5 years Gartner
Business suffering an incapacitating disaster with no DRP
Contingency Research Planning
– Only 43% resume operations
– Of the 43%, 29% still in business in 2 years
– Total of 71% will be out of business in 2 years
Objectives – Business Continuity
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Protect corporate information asset
Ensure continuity 24 X 7 X 365
Fast Facts – Regulatory Compliance
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Government Paper
Elimination Act
HIPAA
Gramm-Leich-Bliley
Sarbanes-Oxley
Bank Secrecy Act
SEC 17a3-4
Check 21
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Patriot Act
The Health Care Quality
and Modernization, Cost
Reduction and Quality
Improvement Act
Data Protection Act
eDiscovery
Objectives – Regulatory Compliance
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Data accessibility
Privacy
Protection
Auditable
Fast Facts – Environmental Conscious
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Buildings are the single largest contributor to global
warming accounting for almost half (48%) of total annual
U.S. energy consumption and carbon dioxide emissions
76% of all U.S. Generated electricity goes to the building
sector Architecture2030.org
Average document photocopied 19 times
There are over 4 trillion paper documents in the U.S.
alone growing at a rate of 22% per year PWC
Each individual in the U.S. consumes 502 lbs. of paper
per year NYT
Objectives – Environmental Conscious
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Reduce energy
Reduce gas consumption
Reduce carbon dioxide emissions
Reduce paper consumption
ECM Functionality
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Paper
to
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Convert paper to
electronic
Manage all content
(electronic, e-mail, Web)
Author
Check/In - Check/Out
Audit trail
Secure access
Simultaneous access
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Recognition
Full text search &
retrieval
Metadata
Forms processing
Document distribution
Automate business
processes (BPM)
Redundant off-site
storage
Digital
Trends Impacting the Core Technologies
Agenda
Trends
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Capture:
– Distributed capture
– Network attached
– Secure scan stations
Manage:
– Auto categorization
– Search engine
versus classification
(federated)
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Store:
– ASP
Preserve:
– PDF/A
Deliver:
– DRM
– BPM
– Web 2.0
Other Trends
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Vendor Consolidation
New software models
– SAAS
– Managed services
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SOA
Oracle and Microsoft drive the commoditization
of ECM
SharePoint ECM Architecture
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User Interface
Microsoft Office
Web Browser
ECM Components
Document Management
Records Mgmt
WCM
Forms Mgmt
Unified Services
Workflow
Metadata
Policies
Search
Security
Unified Storage Architecture
IRM
Library Svcs
Collaboration
Size of Market – 5 Year CAGR
Agenda
(Revenue Category) AIIM
Services
27%
Software
24%
Hardware
25%
Maintenance
28%
Overall Document Technologies Market
26%
Size of Market
AIIM Industry Watch:
Scanning and Capture Technologies 2007
Top Vertical Markets
AIIM Industry Watch:
The State of Doc. Mgmt. Service Providers Industry
Top Applications
AIIM Industry Watch:
Scanning and Capture Technologies 2007
The Sweet Spot
AIIM Industry Watch:
The State of the Industry Report for Conference Attendees
Satisfaction and Decision Maker
AIIM Industry Watch:
Scanning and Capture Technologies 2007
Do They Want You?
Implementation Recommendations
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Information management
corporate responsibility
Define business
objectives
Identify single information
intensive business
problem
Get educated
Retain services of a
knowledgeable VAR
• Information survey
• RFP
• Research solutions
• Evaluate IT infrastructure
• Purchase ECM hardware
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& software
Pilot or model office
Roll-out
Post Implementation
Success Factors
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Fast and easy to use
Clear and concise goals and objectives (measurable
ROI)
Integration with LOB applications (ERP, CRM)
Plan for change management
Communication
Identify early wins
Scalable and future proof
Business Drivers
Agenda
Core
Competencies
Business
Continuity
Regulatory
Compliance
Environmental
Conscious
Wood County, OH
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Company Overview:
– Dept. of Job and Family Services provides:
• Long term family assistance or
• Temporary help
• Committed to its responsibilities
Business Problem:
– Need a solution to increase the speed and accuracy of
responsiveness to consumers while easing the burden on
case workers
– Consumers work with case workers completing numerous
forms
Wood County, OH
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Implementation Objectives:
– Replace paper files with electronic
– Reduce physical storage requirements
– Aide with compliance
– Integrate with CRIS-E (Client Registry Information System Enhanced),
a custom mainframe applications used by Ohio DJFS
Solution:
– EZ Forms (Custom Application)
• Enter consumer SSN and existing consumer information from
CRIS-E populates various forms
• Completed forms are signed using signature pad from Topaz
Systems (digital signature)
Wood County, OH
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– Integrated ECM Suite
• Signed forms stored in ECM repository
• Supporting documents scanned and stored
Sample ROI:
– Case workers can manage higher volumes
– Substantial reduction in storage (elim. 90% of paper; added 2
offices)
– Workflow makes checking status of processed forms easier
– Audit trail proves accountability
Westfield Group
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Company Overview:
– Headquarters in Sydney, Australia
– World’s leading retail real estate management
organization
– Funds, develops and manages regional shopping
centers in Australia, U.S., U.K. and New Zealand
(close to 10.6 million square meters of retail space –
including retail shopping space purchased at WTC in
August ‘2001)
Westfield Group
Agenda
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Business Problem:
– Needed a solution to manage and provide access to
documents and images around the globe
– Needed solution to ensure integrity of data and ease
disaster recovery
Selection Criteria:
– User friendly
– Ease of implementation
– Multi-file platform support (CAS,PDF, Word, Excel,
etc.)
– Web support
Westfield Group
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Solution:
– Captaris Alchemy (Doc. Mgmt.)
– Kofax Ascent Capture
ROI:
– Decreased storage space
– Reduced number of hard copies
– Significantly reduced administrative activities
(Alchemy 10X faster)
– 75% of company moved to electronic files
Westfield Group
Agenda
“We were fortunate to have had so many of our field documents
from the WTC already scanned and housed at both the WTC
and our corporate data center in LA.” Roxana Pombo, DI Project. Mgr.
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After 9-11
– Westfield was able to provide vital data (leasing and
insurance data) concerning the property to attorneys,
insurance companies, and other organizations
– Assisted with disaster recovery and demonstrated value of
effective content management
Ruby Tuesday
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Company Overview:
– Headquarters in Maryville, TN
– Founded over 30 years ago
– Founded by Sandy Beall and four buddies with a vision for a restaurant
with:
• Quality, Passion and Pride
Today:
– Publicly owned
– Traded on NYSE
– 850+ co-owned and franchised restaurants
– More than 38,000 team members
– Operations throughout U.S. and Worldwide
Ruby Tuesday
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Business Problem:
– Fast-growing company with distributed operations
– Needed to eliminate costly and in-efficient paperbased processes
– Weekly restaurants would ship week’s worth of
paperwork to corporate for processing (HR
documents, payroll forms & invoices)
– 800 packages received on a given day
– “FedEx boxes stacked to the rafters”
Ruby Tuesday
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Business Problem:
– Accounts payable frequently took as long as six days
to process
Typical AP issues:
– Lost or misplaced documents resulting in duplicate
payments or late fees
– Average cost of processing manually $24 (.22 to
$350)
– Invoice volumes increasing
Ruby Tuesday
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– Cardiff TeleForm with Web Capture Option (captures, classifies
& accurately extracts the data from the 1,500+ invoices each
day)
– 800 Workgroup Scanners
ROI:
– Accelerated AP process by 5 days
– Reduced annual shipping costs
– Reassigned 50% of AP personnel
– ROI achieved in 18 months
Universal Forest Products
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Company Overview:
– Grand Rapid, MI
– Fortune 1000 Manufacturer & Distributor of
Wood & Wood Alternatives
– 96 Facilities and 9,000 employees
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Business Problem:
– Much of their growth as a result of acquisitions
– Result of growth was an increased need to
store massive amounts of documents
– Storing docs. consuming office space & they
were paying for additional storage
– Legal dept. needed a way to easily retrieve
docs. that might be relevant to a case
Universal Forest Products
Agenda
• Solution:
– Integrated Doc. Mgmt. & BPM Solution
– Workgroup & Departmental scanners
• Benefits:
– Reduce time to access documents in legal
from weeks to hours
– Quickly reached minimum ROI to prove
concept
Universal Forest Products
Agenda
• Business Problem in Payroll:
– Needed to manage docs. For 9,000
employees in 100 locations
– 40 different documents they needed to
store, track and access frequently for
employee files
– Time to locate paper document about 15
minutes
– 21 employees accessing 10 documents
per day (est. cost $4,000 per wk. or
$200,000 per yr.)
Universal Forest Products
Agenda
• Solution:
–Kofax Ascent
• ROI:
–Cost slashed to zero by converting
documents to electronic format
giving employees instant access to
documents
Universal Forest Products
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Leverage Solution to Another Operational Issue -A
Decentralized Accounts Payable Process:
– 71 locations
– Invoices lost or misplaced resulting
overpayments or late fees
– Invoice must be retain for 7 yrs. (previously
stored in on-remise trailer – note fire in
Canadian facility)
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Solution:
– Kofax distributed capture using separator
sheets and barcode with vendor ID
– Images sent via Internet to central AP
repository
Universal Forest Products
Agenda
• ROI:
– No more lost or misplaced invoices
– Improved visibility for management
regarding the AP process
– Paper storage costs eliminated
– Ensured physical protection of data
– Substantial labor costs savings (71 AP
employees freed for other tasks)
• Still Gaining ROI:
– “We have really just scratched the surface
of this solution”
More Information
Agenda
• Industry Associations:
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– AIIM at www.aiim.org
• Annual trade show
• Local chapters
• Certificate programs
• MarketPlace
– ARMA at www.arma.org
Periodicals (ECM Connection; eDoc; & Business Solutions)
Channel Programs (Distributors)