“Enterprise Content Management – The Possibilities are Infinite” Pamela Doyle, Spokesperson, Director Fujitsu Computer Products of America Director, AIIM.

“Enterprise Content Management – The Possibilities are Infinite”

Pamela Doyle, Spokesperson, DirectorFujitsu Computer Products of America

Director, AIIM Board and Chair, The TWAIN Working Group

Organizational Goals

• Core Competencies• Business Continuity• Regulatory Compliance• Environmental

Consciousness

Fast Fact – Core Competencies

• 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 Fact – Core Competencies

• $24 average cost to process a single invoice manually IOMA

• Single FAX machine costs $6,200 per year Captaris

• Average time to manually FAX a document is 8 minutes

• Average cost to send a package via courier service is between $8 and $15

• Cost of office space has increased 19% Office Space Across the World ‘2008

Objectives – Business Competencies

• Reduce operating costs

• Reduce storage space

• Do more with less resources

• Streamline operations

• Accelerate revenue

• Get content under control

– Enable collaboration and file sharing

– Adequate information to deliver positive customer experience

– Make informed decisions

Fast Fact – Business Continuity• 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

• Protect corporate information asset• Ensure continuity 24 X 7 X 365

Regulatory Compliance

U.S. Guidelines

• Government Paper Elimination Act

• HIPAA

• Gramm-Leich-Bliley

• Sarbanes-Oxley

• Bank Secrecy Act

• SEC 17a3-4

• Check 21

• Patriot Act

• Data Protection Act

• State discoveryresources.org

• eDiscovery

Objectives – Regulatory Compliance

• Data accessibility• Privacy• Protection• Auditable

Fast Facts – Environmental Consciousness

• 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 Consciousness

• Reduce energy• Reduce gas consumption• Reduce carbon dioxide emissions• Reduce paper consumption

The Solution

ECM Functionality

• Convert paper to electronic

• Document distribution

• Distributed capture

• Manage all content (electronic, email, web)

• Secure access

• Simultaneous access

• Author

• Check/out – Check In

• Audit trail

• Automate business processes (BPM)

• Redundant off-site storage

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Trends and Issues

Email Management has become a Strategic Imperative

• Email is the dominant means of business communication today

• Electronic substitute for legal business documentation

• Volume:

• Corporate users received an average of 18 megabytes (MB) per day in 2007

• Expected to grow to over 28 MB per day by 2011

• Users send and receive an average of 133 messages per day1

1Source: Radicati Group1Source: Radicati Group


• Email Usage:• 70% to negotiate contracts and agreements• 84% to discuss operational or product strategies• 63% to discuss HR issues• Yet, only 45% have any formal policy for email

retention1

1Source: AIIM Industry Watch1Source: AIIM Industry Watch


• Email should be treated as a critical component of information management strategy

• Why?

– eDiscovery demands

– Courts have ruled email as relevant information

– Regulatory guidelines

– Must produce messages in support of litigation and audit purposes

– Getting upper management’s attention (reduce risk)


• Steps:

– Develop email policies and procedures

– Seek email management solution

– AIIM’s Email Management ROI Calculator

• Identify current costs

• The Total Cost of Ownership (TCO) of an email management solution

• The benefits

• The ROI

• http://www.aiim.org/EmailROICalculator

For Organizations to Maximize the Effectiveness of ECM, it is Beneficial to Connect People, Processes and Content

“While documents (content) support the work being performed, processes define the work that’s done.” Doug Reynolds, President, AgilityPlus Solutions

• Business processes require people and content• Integrating ECM with Workflow (BPM) connects the processes with the

content and people– Extends the value of the investment– Resulting in:

• Improved company performance• Enhanced customer service• Increase in employee productivity• Significant cost savings


State of the ECM Industry – AIIM Industry Watch


State of the ECM Industry – AIIM Industry Watch

Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model

• Moving capture to the point of origin

Distributed Capture – AIIM Industry Watch


• Drivers

– Cost of shipping

– Reduce gas consumption

– Alternative to faxing

– Eliminate mail float

– Faster access to content

• Accelerate business processes

• Faster access to revenue

• Enhance customer service

• Integrate paper into to workflow (business processes)


• Drivers

– Expedite transactional processes

– Lower cost personal, workgroup and departmental scanners with advanced capabilities








Distributed Capture has Spawned a New Capture Model Called “Transaction Capture”

• Distributed capture has been so effective in streamlining transaction-intensive processes that a new model called “Transaction Capture” has evolved

• Applications:

– Invoice processing

– Expenses

– Order processing

– HR

– Any application involving static documentsPaper

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• Benefits:– Immediate access– Eliminate lost or misplaced– Expedite business processes– Audit trail to demonstrate compliance

• Top application is accounts payablePaper

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• Top Benefits of Imaging and Workflow (AP) – Source: Aberdeen Group, March ‘2008

– Remove paper at point of entry invoice 65%

– Reduce time spent on inquiries 63%

– Lower administrative costs of process 56%

& lower headcount

– Automate task with workflow rules 55%

– Improve reporting and analysis 48%

capabilities

– Improve financial audit capabilities 43%

– Eliminate duplicate and over payments 40%

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Definition of Maturity

• Best in Class – Top 20%

• Industry Class – Middle 50%

• Laggard Class – Bottom 30%

Mean Class Performance

• $4.60 cost to process an invoice

• 4.4 days time to process

• $12.20 cost to process

• 14.4 days to process

• $55.00 cost to process

• 34.4 days time to process

Source: Aberdeen Group


• Actual customer testimonials report:– Reduce cost of processing invoices by 25 to

65%– Reduce paper by up to 90%– Reduce time to process invoices by 40+%– Reallocate 25 – 50+% of AP personnel

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ECM Evolves from Niche to Mainstream

• Mass adoption• Spurred by MOSS 7

– Millions of organizations have deployed– Fastest growing product

• Microsoft vision is provide a platform to build content-rich applications

• Catalyst for the benefits of ECM

Microsoft Office SharePoint Server


• Weaknesses:

– Not complete integrated suite of ECM products

– No document imaging

– No forms processing (paper)

– No advance workflow (BPM)

• Strengths:

– Tight integration with MS Office

– Easy to use

– Affordable


• Good for:

– Ad hoc document storage

– Departmental collaboration

– Active documents

• Recommendation:

– Work with knowledgeable VAR to determine:

• SharePoint,

• Dedicated ECM, or

• Combination to address application needs

Balance ROI Scorecard

CutCostsCut

CostsBusiness

ContinuityBusiness

Continuity

RegulatoryComplianceRegulatoryCompliance

Environmentally Conscious

Environmentally Conscious

Universal Forest Products, Inc.

• Company Overview:

– Grand Rapid, MI

– Fortune 1000 Manufacturer & Distributor of Wood & Wood Alternatives

– 96 Facilities and 9,000 employees

• 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


• Solution:

– Hyland’s Integrated Doc. Mgmt. & BPM Solution

– Fujitsu fi-4120C Workgroup & fi-4530C Departmental scanners

• Benefits:

– Reduce time to access documents in legal from weeks to hours

– Quickly reached minimum ROI to prove concept


• Business Problem in HR/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.)


• Solution:

– Kofax Ascent Capture and Fujitsu fi-4120 and fi-4350 scanners

• ROI:

– Cost slashed to zero by converting documents to electronic format giving employees instant access to documents


• 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)

• Solution:

– Kofax distributed capture using separator sheets and barcode with vendor ID

– Images sent via internet to central AP repository


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”

– Most recently…

Implementation Recommendations

• Analysis:

– Information management corporate responsibility

– Identify single information intensive business problem

– Define business objectives

– Define business case (min. ROI)

– Get educated

– Retain services of a knowledgeable VAR

• Steps:

– Information survey

– RFP

– Research solutions

– Evaluate IT infrastructure

– Purchase ECM hardware & software

– Pilot or model office

– Roll-out

– Post Implementation

More Information

• Industry Association

• ARMA at www.arma.org

• AIIM at www.aiim.org

• Trade Show

• Seminars

• Social Networking (informationzen.org)

• Education

• Case Studies, product information and white papers:

– Fujitsu at http://us.fujitsu.com/fcpa

“Enterprise Content Management – The Possibilities are Infinite” Pamela Doyle, Spokesperson, Director Fujitsu Computer Products of America Director, AIIM.

Documents

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solution slide

pricewaterhousecoopers

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objectives business

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