1 ® Presented by Stephen Ayoub PO Box 20094 Tampa, FL 33622-0094 (813) 259-9444 www.ControlYourInfo.com email: [email protected]__________________________________ Master Developers, Inc. (MDI) An Information Management Company (Formerly, DMS, Inc. d/b/a Document Management & Support) ERM Electronic Records Management
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1 ® Presented by Stephen Ayoub PO Box 20094 Tampa, FL 33622-0094 (813) 259-9444 email: [email protected] __________________________________.
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document and document management technologies with
the .NET 3.0 platform. The modular and layered design utilizes
scalable data sources at the lowest 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.
Additional 200 pages of technical manual available upon request
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InformationInformation
“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 Group)
• 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 (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
The averageexecutive spendsover 3 hours perweek looking formission information.
In the office, anaverage of 60% ofeach person’s time isspent processingdocuments
The average office worker wastes over 2 weeks per year looking for lost or misplaced files.
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Document Management Motivators
Primary 2003-04 (Sarbanes-Oxley & HIPAA)
0 5 10 15 20 25
Other
ISO 9000
Regulatory
Customer Support
Regulatory
Reuse
Competiitiveness
EDD
Cost savings
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Compliance
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Imaging Presents a Clear Strategic and Economic Advantage Over Conventional Duplication.
Imaging Copy Service
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
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500,000 Pages
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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 applications and at a dramatically reduced cost of ownership.
Control® Is….
Document Management Softwarea/k/a
Information Management – Content Management – Knowledge Management
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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.
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.
Control® Functionality
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Benefits of Imaging
•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
Paper
to
Digital
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Why Choose Control
1. Powerful functionality
2. Price - Fraction of the cost compared to competition
3. All modules bundled – not al a carte
4. Ease of installation
5. Ease of end user training
6. Customizable to industry and language within minutes
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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.
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.
Control® vs. Competition
Competitive matrix available upon request
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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.
Batch Indexing
Control - System Startup
Control - Project Setup
Cont…
Control - Project Setup cont…
Control - Production
Cont…
Control – Production cont…
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Control - Task Relationships
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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 last 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 Reasons VARs and Integrators Integrators Are Choosing Are Choosing C o n t r o l 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®