Increases Business Efficiency and Decrease Costs

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• Increases Business Efficiency and Decrease Costs

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Agenda

• What is Document Management
• Why clients look to invest in document management
• What industry experts say
• The Automated Office Products Advantage
• What does a turnkey solution look like?

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Document Management Definition

• Webopedia www.webopedia.com defines document
  management as the computerized management of
  electronic as well as paper based documents.
  Document Management systems generally include
• An optical scanner or MFD
• A database system organized to store documents
• A search mechanism to quickly find specific
  documents

Capture
Storage
Fast Easy Retrieval
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Why Organizations need Document Management?

• Key Business Drivers
• Need to increase business efficiency and reduce
  costs of operations
• Improve access to information and the ability to
  reproduce and collaborate
• Enhance customer service response time
• Provide for business continuity and disaster
  recovery
• Compliance
• Reclaim office space

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Customers Challenges

• Ineffective and Unsafe Archival/Management of
  Information Assets
• Cabinets, files, folders only one value to
  retrieve information
• Lost or misplaced documents and information
• Increases business risk and exposure
• Lack of Central Information Access and Control
• Departmental orientation
• Prohibits central view to related information
  across the organization
• Cumbersome and Time Consuming information
  retrieval
• Reduced quality of business decisions and tasks
• Compromise customer service levels
• Questionable access and security Controls
• Difficult to control or monitor user access
• No visibility or measurement of information
  workflow
• No measure of workload

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The Unrecongized Cost of Paper Filing Systems

• Paper filing systems lack accuracy.
• According to a Coopers and Lybrand study, "7.5
  of all documents get lost and 3 of the remainder
  are misfiled." (Coopers and Lybrand)
• One of every ten paper documents are a problem.
  (Coopers and Lybrand)
• Sharing
• Only one staff member at a time can view a file.
• Disasters
• In case of fire or flood, the entire inventory of
  documents could be lost. Storing a second copy
  offsite would only double the storage and
  overhead costs.
• When you consider that 90 of companies whose
  documents are destroyed in a fire go out of
  business.. It makes sense to protect your
  intellectual property
• Indexing
• Indexing documents in more than one way is very
  difficult. Most organizations are only able to
  index by file number.
• Customer Service
• When a customer request requires a document, you
  must pull the file and call him/her back. This
  results in phone tag and wastes both time and
  phone charges.

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Today

• 80 of documents handled daily in the workplace
  are still on paper
• 15 of documents are misplaced
• 30 of the work day is spent searching for
  information
• Source AIIM Association for Information and
  Image Management

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Cost to business for misplaced files

• Wall Street Journal reports the average US
  executive wastes six weeks per year retrieving
  misplaces information from messy desks and files.
  For an Executive earning 75,000 a year, that
  translates to a loss of 9,221. For a company
  with one hundred executives at that salary,
  translates to nearly 1 million in lost
  productivity
• 7.5 of documents are lost forever
• Source Survey conducted by NY City Chapter,
  ARMA International
• Companies spend minimum of 250.00 on document
  recreation per document
• Coopers and Lybrand
• Lost Information equal lost
  productivity
• and lost business

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Managing Paper cost business

• Cooper and Lybrand study
• Showed that the average office
• Makes 15 copies of each document
• Spends 20.00 on labor filing each document
• Spends 120 searching every misfiled documents
• Loses 1 out of 20 Office Documents
• Spends 250.00 on document recreation

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Paper filing wastes not only time but also money

• Paper filing costs
• 5 on equipment - filing cabinets
• 20 on space real estate space
• 70 on salaries - price of filing, retrieving
  and collaborating, and refiling
• Source (AIIM)
• Paper Storage Costs
• The typical lateral file cabinet occupies nine
  square feet of office space.
• A company in Boston with only ten file cabinets
  spends as much as 4,050 a month just on office
  space to house them, not including the cost of
  file cabinets themselves or the cost of personnel
  to maintain them.
• In Midtown Manhattan, ten file cabinets could
  cost a company as much as 5,850 a month on
  office space alone.
• A typical 4-drawer cabinet holds 15,000-20,000
  pages and costs 25,000 to fill
• Costs 2,000 per year to maintain
• Source (AIIM)

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Imaging early in document lifecycle reduces cost

• What you manage and when you manage it will
  largely determine the Return on Investment your
  client realizes with their initiative
• Look to capture documents early in their life
  cycle
• Cost avoidance associated with not printing,
  scanning and indexing
• Eliminated the possibility of loss or misfiling
  of the document
• Collaboration can be made immediately without the
  cost of copying and distribution
• Version control
• Managing documents in their electronic format
  from creation to archival provided the greatest
  benefit

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Document Management increases efficiency

• Price Waterhouse conducted a study in which
  paralegals has to search through 10,000 documents
  for a specific topic, author, and date range
• Manually, paralegals took 67 hours and found 15
  documents
• Electronically, the same search took 4.5 seconds
  and found 20 documents
• Power is at your fingertips
• Source Crains Detroit Business

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Document Management

• Paper based

• Automated Office Products Powered by Docutron

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Cost is not the only driver behind consolidation

• Insuring business continuity
• (41.2 characterize this as a "critical or
  extremely important factor"),
• providing access to information across the
  organization
• (40.8)
• Reducing litigation risks (38.8).
• AIIM - The ECM Association 1/9/2006

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Business Outcomes with Document Imaging

• Content access and retrieval
• Organizations can substantially reduce operating
  costs if their employees can effectively search
  for and access the content needed to do their
  jobs.
• Doing more with fewer resources
• Compliance and risk reduction
• The need to meet regulatory requirements is
  increasingly moving to the forefront of many
  organizations key priorities, especially when it
  comes to taking proactive measures to ensure
  business continuity and reduce the risk of
  litigation
• Managing content throughout its lifecycle
• Most organizations, especially those in
  industries with heavy regulatory requirements,
  require lifecycle management in which content is
  managed from the time of creation or aggregation,
  while it is actively used within applications,
  and finally as an archived asset.

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What to look for in a Document Management Solution

• When evaluating the viability of solutions within
  the document imaging market, businesses should
  understand the following
• Product focus
• It is critical to know the applications and
  content types that a product is designed to
  address.
• Integration
• Integration across the components of the solution
  and with third-party applications is key.
• Scalability and performance
• Understand how well the product is designed to
  scale and support the performance requirements of
  your application.
• Vendor viability
• Know how stable the vendor is, as well as what
  types of services and support it offers
• Source Doculabs

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Why Automated Office Products and Docutron?

• Mobility, Reliability, Security, Scalability and
  Usability
• Superior support
• Ease of training and implementation
• Business Continuity is our business
• Integration between the document management
  application and any other windows based product
• Customization of solution

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The Automated Office Products Advantage

• Provides a solution that maps to your
  organizations business
• Leverages state of the art web technology allows
  for fully functional remote access to business
  intelligence
• Is end user and administratively friendly
• Docutron is committed to integrate with your
  clients mainstay applications. This allows us to
  automate processing and retrieval
• Docutron is customer and technology centric
• Docutron provides enterprise features to your
  clients

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User advantage

• Automated Office Products Document Management
  solution built with the end user in mind
• User friendly interface
• Mimics existing paper system simple and
  intuitive software structure
• Handles any document file type including Word,
  Excel, CAD, PDF, voice, etc.
• Any file is just 3 clicks away
• Collaboration made simple
• Sticky notes
• Email, fax, and print with just a couple clicks

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Gartner believes there is a Market GAP
there are no strong, viable solutions that
provide the ease of use/deployment and low cost
of niche solutions combined with the robust
functionality of a leader.
Gartner Research Magic Quadrant for Integrated
Document Management, 2003 K. Shegda, T. Bell, K
Chin, M. Gilbert, D. Logan
Docutron answers the call
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Filling a Market Gap as viewed by Docutron
Easy to deploy and use
Easy
Robust
Mobius
IXOS
Cimage
ease of use deployment
Identitech
Hyland
Tower
Hummingbird
Legato
IBM/Lotus
FileNet
Open Text
Documentum
Complex
Performance
Niche
Robust
Functionality
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Docutron Market Position

• Full featured, Web-based document management
  application
• Highly scalable for small offices to large
  enterprises
• Reporting/auditing
• Supports billions of documents
• Secure compliant storage of sensitive documents
• Disruptive TCO
• Low acquisition price per server and user
• All administration and data access through the
  web
• No client software to install
• Ease of management/deployment for administration
• Easily integrated to other applications
• ODBC connectivity
• Web Services
• COLD capture
• Industry specific integrations

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What Makes Docutron Different?

• Its Architecture and its People!
• Thin client based application is easy to
  administer, deploy and use
• Scanning devices
• Unlimited number of local and remote scanning
  devices
• Protect investment in existing scanners and
  networked copiers

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Single Site Agency Network Topology
Remote User
Internet
PC
PC
PC
Scanner
PC
PC
PC
Firewall (Router)
Docutron Server
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Multi Site Deployment Network Typology
PC
56k
T1
PC
128k
T3
2
Scanner
1
Remote Office
Remote Office
Firewall
Firewall
Internet
Firewall
Firewall
Firewall
PC
Intranet
Scanner
4
Scanner
Docutron Server
3
PC
Remote Office
PC
Headquarters
Remote Office
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How integration automates processing and retrieval

• Allows a user to work within their business
  mainstay application
• mirror their current workflows and processes
• Automates the indexing process
• Through the use of barcodes, documents can be
  auto indexed and linked to mainstay application
• Eliminates double entry
• Through hot link within mainstay application
  specific support documents can be retrieved
• Retrieval is a single click away

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Docutrons customizable repository

• Docutron integrates its solution into your
  businesses applications to help improve business
  efficiency.
• To include but not limited to
• Human resource documentation
• Finance
• Contract management
• Executive documentation
• Board meeting and committee meeting documentation
  
• Litigation
• Acquisitions
• Enterprise server includes groups, versioning,
  redaction, graphical user interface for workflow
  capability

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Cost Savings of Implementing Docutrons DMS

• Increased productivity of workers (Documents are
  all scanned into a central repository. People do
  not have to go to multiple locations to find
  documents)
• Reduce time it takes to locate a document within
  the right cabinet
• Eliminate the time it physically takes to step
  away from the desk, go to the filing cabinet,
  back to the desk and focused back on the job
• The costs associated with persons time in copying
  record, not only the time to copy but again
  getting up away from their desk and the
  disruption to work flow
• Cost associated with time and effort of
  forwarding correspondence to the recipient

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Hard Costs

• Cost of additional filing cabinets to support
  future growth
• Cost of folders and folder tabs
• Cost of paper for copies of information for
  collaboration needs
• Cost of toner, printer cost, and printer
  maintenance
• Fed ex
• Mail
• Fax
• Phone cost in returning calls
• Office space costs of storing records on site -
  today and future growth
• Off site storage cost - today and future growth

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Soft Costs

• More effective use of resources may help to
  streamline operations and staff
• Increased customer and employee retention (costs
  of not having to train new employees)
• Increased workflow of paper between departments
  (savings to include the cost of increasing the
  turn around time)
• Reduce management cost and time when needing to
  evaluate an employees performance. Immediate
  access to user performance through the audit
  table
• Drastically reduce time for finding or
  reproducing lost documents

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Value Proposition

• Highly Scalable, Clustered, High availability
• Increases access to information
• Unalterable audited data addresses regulatory
  compliance
• Reduces costs associated with paper processing,
  and access
• Low price point without losing functionality
• More cost-effective than competitors for large
  enterprises
• Customizable workflow for electronic routing and
  signoff

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Questions and Answers

• For more information or to set up a demo please
  contact
• Bill Anderson, Howard Eisenberg, Mike Marjoram
• Automated Office Products
• We look forward to meeting with you to discuss
  how Document Management can increase business
  efficiency and decrease costs associated with
  paper and paper processes.

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• Thank you.

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Docutrons technical advantage

• Secure Linux based solution
• 128 SSL encryption between user and repository
• Unique user name and password authentication
• Not susceptible to Windows viruses
• Thin client application
• Browser based for anywhere, anytime access based
  on user authentication privileges
• No software on desktop utilizing valuable pc
  resources
• Not dependent on pcs OS. Therefore will not
  limit your ability to upgrade your businesses
  infrastructure
• No software on desk top assists in rapid
  installation and simple support
• Scalable Linux based design
• Ability to cluster solution for high availability
  and peak performance
• Scalable solution supporting billions of
  documents per cabinet
• Software supports vast amount of simultaneous
  user access
• Unlimited decentralized scanner support

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Docutrons business advantage

• Improve efficiency in workflow
• Modernize collaboration efforts
• Integrate with any mainstay application as well
  as any widows based application
• Address disaster recovery and business continuity
  concerns
• Regulatory compliance with built in audit
  reporting
• Customization available to address institutions
  specific requirements.
• Investment protection. Docutron does not lock
  you into vendor specific hardware.