Transcript Session 23 Steve Ayoub.ppt

®
Master Developers, Inc. (MDI)
An Information Management Company
(Formerly, DMS, Inc. d/b/a Document Management & Support)
ERM
Electronic
Records
Management
Presented by
Stephen Ayoub
PO Box 20094
Tampa, FL 33622-0094
(813) 259-9444
www.ControlYourInfo.com
email: [email protected]
__________________________________
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Company History
• Master Developers, Inc. Founded 1994
• Services Small Companies to Fortune 1000 Clients Nationally
• 1999 Tampa Bay Business Journal “Book Of List” Rank Top
Service Companies
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Presenting…
The ONE and Only ONE
ONE
ONE
ONE
ONE
Application
Module
Window
Point for All Functionality
ONE Day Installation
ONE Hour User Training
ONE Price for Number of Licensed Users
NO Competition
CONTROL Information Management System ©
Imaging – Content Management (ECM) – Workflow – Collaboration - Records Management (ERM)
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CONTROL® … Cost
Amazingly, Control cost a fraction of all other products on the market today.
No “scan” licenses or per-click capture OCR fees.
Product
Users
Cost Per User
Control Complete System
1
$1,500
Control Complete System
5-9
$1,250
Control Complete System
10-24
$1,000
Control Complete System
25-49
$800
Control Complete System
50-99
$500
Control Complete System
100-200
$350
Installation
Included
Control Maint., Support and Upgrades
1 Year
Included
Training
1 Day
Initial Install Included,
additional training @
$1500/day plus expenses
Per Year
18%
Software Maintenance (After 1st Yr.)
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Records Lifecycle
(Aiim)
Create
Capture Records
Digital
Preservation
Classification
Access and
Control
Migration
Storage
Discovery and
Disclosure
Search
Retrieval
Retention and
Disposal
CONTROL INFORMATION MANAGEMENT SYSTEM ®
CONTROL® is “module-free.” Everything (production-level image capture
and indexing - w/OCR, document management, records management,
workflow, web browser interface) is included and it all runs out of a single
main window.
Imaging
Indexing
Workflow
Content
Management
ERM
Collaboration
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CONTROL®
… Repository
CONTROL® is a centralized on-line repository into which users scan,
index and store a wide variety of electronic documents. It manages all
the documents it contains, internal and external, and routes them through
the organization based on established business rules (workflow).
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CONTROL ®
… Setup
Pre-tested turnkey setup
All functions of Control can be setup and tested in the comfort of the
vendor’s own office. Every custom system configuration can be
thoroughly stress tested under production conditions without client
participation or oversight. Setup and revisions will be quick, stress-free
and pleasant for both the vendor and the client.
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CONTROL ®
… Technology
CONTROL’s multi-tier architecture leverages Microsoft's document and
document management technologies with the .NET 3.0 platform. The
modular and layered design utilizes scalable data sources at the lowest
Additional 200
pages of
technical manual
available upon
request
tier while providing extendible user client interfaces from rich client
Windows Presentation Foundation (WPS) and XMAL to thin client
Internet access and Web Services at the higher tiers.
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Information
“Organizations recognize that information
represents the lifeblood in running their business,
and networks represent the veins and arteries.”
Richard R. Roscitt
AT&T Solutions Outsoursing Practice
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The Content Management Crisis
•
Unstructured content is growing at 92% CAGR (Enterprise Storage
•
Typical office worker spends 40% of time looking for information
•
Professionals spend over 500 hrs. annually reviewing and routing files
•
Another 150 looking for incorrectly filed documents
•
U.S. cos. $25-35B annually filing, storing and retrieving paper (IDC)
•
By 2004, organizations will maintain 30 times more data than in 1999
Group)
(Gartner)
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Heighten Demand for Document
Imaging
• Corporate scandals
– Wrongful accounting practices
– Records management fraud
• New regulatory bodies and guidelines
• Compounding existing regulatory
bodies and guidelines
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Content Exists in Numerous Formats
Most of today’s records start out in electronic
form…
• Graphics
• Electronic Word & Spreadsheets
• Email & Faxes
• Audio Clips
• Streaming Media (Video)
• Web Content
Non Electronic Records…
• Incoming Correspondence
• Signed Documents
• Handwritten Notes
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Volume of Paper
(PricewaterhouseCoopers Study)
•
Average organization:
– Makes 19 copies of each document
– Spends $20 in labor to file each document
– Spends $120 in labor searching for each misfiled document
– Loses 1 out of every 20 documents
– Spends 25 hours recreating each lost document
– Spends 400 hours per year searching for lost files
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Impact of IT Disasters on
U.S. Companies
43% did not reopen after a disaster & 29% more
closed within 3 years.
93% that suffered a significant data loss went out
of business within 5 years.
Source: Disaster Recovery Journal
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U. S. Regulations
• Government Paper
Elimination Act
• HIPAA
• Gramm-Leich-Bliley
• Sarbanes-Oxley
• The Interagency White
Paper on Sound
Practices to Strengthen
the Resilience of the
U.S. Financial System
• Patriot Act
• SEC 17a3-4
• Federal Rule of
Litigation Discovery
• DoD 5015.2STD/DITSCAP
• FDA
• Fair Standards Act
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Classification
Systematic identification and arrangement of
business activities and/or records into categories
according to logical structured conventions,
methods, and procedural rules represented in a
classification system
Source: ISO 15489
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Compliance & Audit Trails
Document Management:
checkin/checkout, versioning, content types,
document metadata, offline
Workflow:
business process for real people, review/approval,
light-weight process customization, high-end workflow
development
Policy and Compliance:
Records Management, expiration, IRM protection,
auditing
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Define Best Practices for Worldwide Data
Management and Security
• Regulations define
mandates regarding data:
– Accessibility
– Security
– Protection
– Privacy
– Long-term storage
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Imaging Is All About….
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Document Technologies Market Revenue
The total revenue opportunity for suppliers of
software, hardware, maintenance and services
is expected to grow to
more than $51 billion in the year 2007, and
$28 billion for Software alone.
Gardner Group
There are no market limitations for Document Management Software.
Any and all Companies need this business process to compete in today's
environment, provide disaster protection, as well to be in compliance with
government regulations.
Banking – Mortgage – Legal – Medical - Government – Education – Pharmaceutical –
Insurance – Manufacturing – Distributors – Utilities ….
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Document Imaging Delivers
The average
executive spends
over 3 hours per
week looking for
mission information.
In the office, an
average of 60% of
each person’s time is
spent processing
documents
The average office worker wastes over 2 weeks per year looking
for lost or misplaced files.
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Document Management Motivators
Cost savings
EDD
Competiitiveness
Reuse
Primary 2003-04 (Sarbanes-Oxley & HIPAA)
Regulatory
Customer Support
Regulatory
ISO 9000
Other
0
5
10
15
20
25
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Compliance
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Imaging Presents a Clear Strategic and Economic Advantage
Over Conventional Duplication.
Imaging
Portability
Rapid Duplication Turnaround
No Lost Documents
No Out of Order Documents
No Damaged Documents
Instant Retrieval
Instant Chronological Organizing
Computer Query Capability
Digital Volumes Sent via Mail
No Transportation Costs
Disaster Recovery Protection
Multi-user Sharing of Documents
No Clutter
Lower Overall Cost
Internet & Intranet Ready
Copy Service
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500,000 Pages
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Control® Is….
Document Management Software
a/k/a
Information Management – Content Management – Knowledge Management
Control® is a centralized on-line repository into which users scan, index and store a wide
variety of electronic documents. It manages all the documents it contains, internal and
external, allowing users to retrieve and view them quickly and easily, manipulate them
(insert, delete, append, annotate, redact, associate textual notes, etc), distribute them (print,
fax, e-mail), and route them through the organization based on established business rules
(workflow).
By nature, it also creates disaster recovery capabilities if effective backup practices are
implemented, especially in the case of paper-intensive operations.
Unlike other technologies offering workflow and information management capabilities,
Control’s unified object-oriented technology is intended to allow companies to implement
complex solutions in less time, with less effort, across a broader range of multi-use
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applications and at a dramatically reduced cost of ownership.
Control® Functionality
Control® (Electronic Document Management System) is a suite of modules (all integrated) developed
by MDI to provide a centralized customer information system that contains a global view of all related
data and documents. Control ® integrates with Microsoft ‘s SharePoint providing unlimited flexibility
and functionality.
Scanning - Image Processing – Bar coding - Indexing – Searching - OCR - Routing - Workflow –
Manage Internal & External Docs - Tickler - Production Manger – Reporting – Quality Control –
Collaboration – Document Linking – Record Keeping - Archiving - Administration
By combining the capabilities of Control®, information in its various forms can be shared throughout
the business organization, resulting in improved operating efficiencies and more informed
management decision making. Control is designed around and integrated with Microsoft’s operating
system and Office suite of products. There is no competing product that addresses the complexities
of managing documents on an enterprise level with the same ease and dependability as Control®.
Unlike other technologies offering workflow and information management capabilities, Control’s
unified object-oriented technology is intended to allow companies to implement complex solutions in
less time, with less effort, across a broader range of multi-use applications and at a dramatically
reduced cost of ownership.
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Benefits of Imaging
Paper
to
Digital
•Reduce the Physical Space Requirements
• Allow a Complete Backup of Records
• Simultaneous Access by More Than One Person
• Many Different Methods of Finding a Records
• Requests for Information Quickly and Efficiently
• Provides Disaster Protection
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Why Choose Control
1.
2.
3.
4.
5.
6.
Powerful functionality
Price - Fraction of the cost compared to competition
All modules bundled – not al a carte
Ease of installation
Ease of end user training
Customizable to industry and language within minutes
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Control® vs. Competition
What makes Control better than the competition?
To begin with, Control® was conceived and designed by end-users as opposed to
programmers. This is a huge factor.
Competitive
matrix available
upon request
Unlike the competition, the developers of Control® owned and operated a
document imaging / indexing service bureau for over 20 years and understand first
hand what it takes to process millions of documents.
The developers and architect sold, installed, integrated, trained, and supported
over 10 different competitors software applications.
This provided for a
competitive advantage by keeping the good and fixing shortcomings of other
systems.
Simply stated, no other product, worldwide, offers all the advantages of Control® :
Module free, no click charge for scan and COR, simple installation, user training in
minutes and at a cost that is unbeatable.
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Batch Indexing
Batch Indexing Interface:
The datagrid displays the names of
the fields in reverse video and in
the tab order. Required fields are
in red letters. The name of the
active field displays above the text
box. The data entered replaces
the fieldname and the video
changes to the normal setting.
Click in the row of a completed
data entry to return to that field.
Press the Tab key to return to the
normal tab order.
The Batch Indexing interface has a
Reject and a Save button. The
Scan-Time Indexing does not have
these buttons:
Click the Reject button to send a
document back for correction.
Click the Save button to keep any
image modifications.
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Control - System Startup
Initialize
Setup
Activate
•Enroll Admin Users - assign only Admin Roles
•Build Project Folder Hierarchy - one default folder provided
•Build Field Definition Folder Hierarchy - one default folder provided
•Build Document Type Folder Hierarchy - one default folder provided
•Populate Project Folder(s) - add Project Names
•Populate Field Definition Folder(s) - name and configure Field Definitions to add
•Populate Document Type Folder(s) - name and assign fields to Document Types to
add
•Enroll Operational Users
•Assign Project/Production Roles
Control - Project Setup
•Select a Project from the Sessions Manager - locate under Project Directory tab
Select
General
Settings
Add Doc
Types
•Select Document Separation Method
•Map Zone for Forms Recognition or Barcode Methods - scan sample image, draw box
around area
•Configure Bates Numbering - optional
•Add Fields
•Assign a generic Field Name
Cont…
Control - Project Setup
Modify Doc
Types
cont…
•Add or Delete Fields
•Change Field Defintion2- default value, XML compliant name, data type, mask, RegEx, list of choices,
and input help message
•Select Document Level Options (if required)
•Map Regions for Redaction - scan sample image (If not previously scanned ), draw box around area
•Link fields if populating fields from an external data file
Data
Acquisition •Select Field Level Options (if required)
•Map Zone for Zoned Key Entry, OCR, Barcode Methods - scan sample image, draw box around area
Task
Assignments
•Assign Users to Required Production Tasks
Control - Production
Select
Capture
•Select a Project from the Sessions Manager - locate under Project Directory tab
•Select a Recent Project from the Sessions Manager - locate under Recent Projects
tab
•Continue an Open Session - locate under Open Sessions tab (default view)
•Scan Documents
•Edit a document or page - rescan, insert/append, resize, rotate , and delete
•Key Enter Data - if required
•Perform Automated Data Acquisition - read barcode, perform zone OCR, populate fields
from external data source (full Text OCR is expected to be a batch process)
•Process Images - if required
Full Text
OCR
OCR
•Operator Intervention to Review and Correct Questionable Text - if required
Correction
Cont…
Control – Production
cont…
•Continue an Open Session - locate under Open Sessions tab
Select
Inspection
•Inspect Images - if required
•Edit a document or page - rescan, insert/append, resize, rotate , and delete
•Continue an Open Session - locate under Open Sessions tab
Select
Index
•Key Enter Data - if required
•Reject Unacceptable Images - images are routed to Inspection even if inspection is not
specified for all images.
•Make Basic Image Corrections
•Resize, rotate and save
Control - Task Relationships
Capture
OCR
Correction
Full Text
OCR
Sessions
Manager
Index
Inspect
Admin
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Capture / Imaging
Capture
Mapping
Inspection
Rescan - The current page (displayed by the viewer) is the beginning of the document, a page within the document, or the last page.
Insert/Append - The current page (displayed by the viewer) is the beginning of the document, a page within the document, or the las
page. The documents in the scanner hopper are inserted after the page in view. If the page in view is the last page, the pages in the
scanner hopper are appended to the end of the document.
Rotate - The Scanner Setting selection is intended to orient a series of documents that must be rotated. However, a specific
document can be rotated as an edit function.
Delete - Delete a single page or delete multiple pages and/or documents in succession.
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Reasons VARs and Integrators
Are Choosing C o n t r o l ®
1.
Cost Savings - lower cost to acquire, lower cost to operate due
to no click and pay
2.
Ease of Use - Easy Installation and User Friendly
3.
Performance - Retrieval Speeds of .05 Second to 3 Seconds
4.
Scalability - Single User to Entire Corporation
5.
Web-enabled - Intranet/ Internet & E-mail
6.
Flexibility - Multiple options available to configure with Control®
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