User Group Meeting

1
User Group Meeting
2
Agenda

• A Compelling Case for Document Management
• Kindred Background and Services
• Electronic Document Management Software as a
  Service
• Software Demonstration
• Questions / Answers

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What is the solution?

• What makes us different?
• Ease of use
• Broad functionality
• Rapid deployment
• Low cost of ownership
• Regular feature updates
• Complete service support

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Document ManagementA Compelling Case

• What is Document Management?

• Good Answer Managing Your Documents

• Great Answer
• The process of handling documents in such a way
  that information can be created, shared,
  organized and stored efficiently and
  appropriately.

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Document ManagementA Compelling Case

• A Four Drawer File Cabinet
• Holds ____________ pages
• Costs to fill over the life of the cabinet
  ________
• Annual maintenance cost___________

15,000 20,000
25,000.00
2,000.00

• Cost Breakdown
• 15 equipment
• 10 space
• 75 salaries

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Document ManagementA Compelling Case

• On average, a document is copied ___times over
  its life
• ___ of all documents are lost
• ____ of documents are lost completely (no means
  of recovery)
• ___ are misfiled and are not found
• ____ of documents are simply shuffled
• ____ of corporate memory exists on paper
• ________________ docs in the US alone, growing at
  ____ annually

19
22
7.5
3
99
90
4,000,000,000,000
22
7
Document Management Best Practices Digest

• Scan Everything!

• Restrict access to documents based on the
  document type and the privilege level of the user

• Create an audit trail, record access actions

• Create and enforce a document retention schedule,
  which defines
• What you have
• How you store it
• How / when you get rid of it

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Example Retention Schedule

• Example - Client files
• A client file contains application, statements,
  reports, payment information, etc
• All clients documents should be kept for 4 years
  after the last client activity
• These documents will be scanned into a document
  management system upon receipt
• The paper copy will be destroyed via shredding 90
  days after the document is scanned
• The electronic copy will be purged after 4 years
  ofno client activity

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Document ManagementThe Benefits

• Electronic Document Management
• Quick ROI
• Increase Information Accessibility
• Decrease Response Time Labor Cost
• Cross Geographical Boundaries
• Meet statutory obligations (record retention,
  etc)
• Ensure accountability and provide an audit trail
  to record actions
• Protect on of your most valuable resources
  Information
• Simple Disaster Recovery

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Services

• Image
• Secure Document Conversion
• Ongoing Processing
• Microfilm Conversion
• Index
• 99.9 Accuracy
• Innovative Capture Technology
• Best Practices Quality Assurance

• Redact
• Prevent Identity Theft
• Statutory Compliance
• Protect Sensitive Information
• Retrieve
• Document Hosting
• Online Workflow
• Document Management

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iKindred Document Management

• Software as a Service (SaaS)
• A low cost way for businesses to obtain the same
  benefits of commercially licensed, internally
  operated software without the associated
  complexity and high initial cost
• Delivers a single application cost-effectively
  and securely
• Single instance, multi-tenant architecture
• Rapid implementation
• No database installation / configuration
• No server software / configuration

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iKindred Document Management

• Complete software as a service means
• Up and running in days literally days!
• Nothing to install -- No hardware, No Software,
  No maintenance
• Comprehensive all components ready from day 1
• Low cost monthly subscription
• Low risk -- reduced economic and IT risk
• Easy to administer -- administered by non-IT
  staff
• Easy to use intuitive Web interface
• Rapid releases new functionality and responsive
• DMS Integration Only hosted document management
  system integrated with DMS
• No infrastructure upgrades everything done in
  aweb browser!

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iKindred Document Management

• Accessible via
• Web Browser
• WebDAV
• SFTP
• Web Services
• Integration with DMS
• Direct Link from Client View

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iKindred Document Management

• Any type of document Images, Office Documents
• Scan/Print Directly to Repository
• Installed Software
• Web Based Software
• DMS Plug-in (coming soon)
• Detailed Audit Trail
• Automatic Barcode Indexing
• Granular Security
• Workflow

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Demo

• Demo

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Upload Documents
Upload many documents simultaneously independent
of their file type.
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Send Links
You can send links to documents, rather than a
copy, to ensure your recipients always have the
most up to date copy at their disposal.
Personalize the subject and the body of the email
that contains the link to your document or file.
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View Documents and add comments
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Check-in / Check-out
Use the checkout feature to restrict multiple
users from making concurrent changes to a
document. Once a document is checked out it can
only be edited by that user, who, when finished
with their updates can proceed to check the
document back in thereby making the newest
version available to additional users.
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Document History
A detailed history is saved for every file stored
in the repository. Links to previous versions are
also provided as applicable.
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Workflow
Workflow engine allows you to choose
participants, specify step duration, and create
non-responder rules.
Additionally workflow participants can view
history, override steps and approve or reject a
document.
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Demo

• Questions / Answers