Powerpoint fujitsu

“The Capture Continuum”

Pamela Doyle, DirectorFujitsu Computer Products of America

Imaging Products GroupAIIM Ambassador

Chair, The TWAIN Working Group

Cost Reduction

Customer Service

Collaboration

Compliance

Business Objectives

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How much content does your organization handle per day?

Business depends on content to get work done!

Numerous forms of content A lot of content remains on paper Mission critical business processes

initiated by a single piece of paper Contradiction between proliferation

and corporate agility

Content Chaos

The Impact

• Lost documents = lost productivity; lost revenue

• Uncontrolled documents = deficient business processes; poor customer service; unable to prove compliance

• Unshared documents = no shared vision; no shared input

• Average number of corporate emails per individual sent and received per day in 2011 was 228 (Radicati Group)

• IDC reports the digital universe increased more than six-fold from 2006 to 2010 (The Expanding Digital Universe)

• 80% of information is still retained on paper (CAP Venture)

• Documents claim 60% of office worker’s time• Account for 45% of labor costs

• Average office employee generates 9,999 more sheets of paper (Resource Conservation Alliance)

Volume of Content

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Store On Premise Offsite

Manage $20 to file; $120 to search for misfiled; $250 recreate lost 7.5 percent of all documents get lost; 3 percent of the remainder

get misfiled (Inc. Magazine)

25K to fill a 4 drawer filing cabinet; 2K to maintain (futurelawoffice.com)

Deliver 7 minutes to FAX a 3 page document (Davidson Consulting)

Average cost of courier - $15 USPS

Most Costly … Paper

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Duplicate copies Kept beyond retention Discovery Inability to demonstrate compliance Broken chain of custody (privacy) No process visibility Poor business intelligence Not green Vulnerable Loss evidence of transactions Loss revenue

Other Costs of Paper

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Capture all your documents Transform them into a valuable

resource Combination of hardware and

software

The Solution

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Five Phases of Capture

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“A Document Strategy Handbook, from Simple Scanning to Enterprise Capture”Author: Kevin Craine

Enterprise Capture

Distributed Capture

Intelligent Data Extraction

Automated Indexing

Scan and Store

Hardware Evolution

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Cloud

Linux

Wireless

USBMacintosh

Windows

CitrixNWAttached

Video Controllers

SCSI

Drivers

11

Enterprise Content Management (ECM)

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ECM Functionality

Capture (On Ramp) :• Digitize• Image enhancement• Scan to archive• Scan to process

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ECM Functionality

Manage:• Metadata

• BCS

• Search & retrieval

• Security (access control)

• Collaboration

Store:• Media

• Magnetic

• CDs/DVDs

• Blue Ray

• Premise

• On

• Off (Hosted/Cloud)

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ECM Functionality

Preserve:• Declaration

• Retention

• Disposition

• Audit trail

Deliver:• Workflow

• EAI

• Output options

The Applications

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Historical Customer (Acct. Mgmt.) Employee Patient Client Research (i.e. clinical) Technical documentation Proof of delivery Signature verification

Claims Contracts EOB Case management Lending Expenses Accounts receivable Accounts payable Mailroom automation

The Benefits

• Improve content accessibility and security• Enable collaboration and communication• Provide online access• Enhance customer service• Compliance (audit trail)• Better business intelligence

Return on the Investment

• Reduce distribution costs• Reduce expenses• Increase productivity• Streamline business processes• Save time and boost company-wide

efficiency• Reduce on-site and off premise storage

18

Describe your capture applications.

Scan to Archive (store) 15%

Scan to Process (initiate a transaction) 9%

Combination of Both 76%

Total 100%

Source: Fujitsu End User Scanning Survey ‘2012

How would you describe the success of your scan to archive projects? (Please check all that apply)

Source: Fujitsu End User Scanning Survey ‘2012

We have made real savings in paper storage costs 53%

We have opened the archive for much wider access 31%

We have much improved response time and/or customer service 68%

The recognition/indexing quality has been excellent 42%

We need to expand the scope of capture documents 27%

We need to move the next step of scan to process 32%

20

Have your scan-to-process projects been successful?

Yes, we achieved the ROI faster than expected 17%

Yes, we achieved the ROI as expected 49%

Yes, but it is taking a bit longer to achieve the ROI 24%

Not really, we are still struggling with it 9%

Source: Fujitsu End User Scanning Survey ‘2012

Gain an executive sponsor Build a tight business case Find quick wins Reference examples of success Learn best practices

5 Ways to Get Buy In for ECM

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Seek expert advice Communicate objectives & process to be addressed Determine delivery model Identify requirements Careful vendor analysis & demand proof of handling Prepare groundwork Roll out solution Benefit realization Leverage the investment

Keys to Successful Deployment

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4 C‘s Slow economic recovery Healthcare Financial services Government

Capture Continuum (Trends)

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Business continuity:25% of medium to large organizations have no DRP19% have not tested in last 5 years (Digital Research)

75% of SMBs have no DRP (Inc. Magazine)

The ramifications:Businesses suffering incapacitating disaster with no DRP

Only 43% resume operationsOf the 43%, 29% still in business in 2 yearsTotal of 71% out of business in two year (Contingency Planning Research)

The solutionRedundant off site storage

Capture Continuum (Trends)

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Environmental sustainability: Integrate sustainability in core business strategies

Environmental impact of paper:

Average office worker uses 10,000 sheets per year (Xerox)

45% of documents thrown out within 24 hrs. (Xerox)

65% of organizations say paper usage has stayed the same or increase (AIIM Int’l.)

Manufacturing paper depletes resources

1 tree = 8,333 sheets of paper (conservatree.com)

Stop proliferation of paper (store, manage and deliver a single copy)

Capture Continuum (Trends)

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2007 release of SharePoint included elements of document management

2010 release of SharePoint delivered an ECM platform but not infrastructure

Requires partner ecosystem Capture is the on-ramp to deliver content to SharePoint:

Access all content including paper Accurately and completely extract metadata for SP

optimization Microsoft shop? SP may be a way to leverage your investment

Capture Continuum (Technology)

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Faster, smaller, less expensive scanners Wireless Further advances and application of recognition technologies Distribute capture will remain preferred deployment

model

Capture Continuum (Technology)

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Capture Continuum (Technology)

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Mobile: Rise in mobile workforce Strategic initiative Three technologies:

Tablets Smart Phones Mobile/Micro

Scanners

Applications: Field service Mobile worker

productivity Home healthcare Scan-to- the-cloud Assessment/Audit Mobile check deposit Transportation

Cloud: Viable alternative to on premise Cost effective Faster start up Easy to maintain Service repositories Unprecedented access to all content

Capture Continuum (Technology)

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Adams County District 50

Overview:• One of CO largest school districts• 10,000 students, 1,000 employees• 19 locationsProblem:• Create more than 10K records each year• Finance & HR adds another 2,500 monthly• Employees spent 30 minutes per request• Files and filing cabinets occupied more than

2,000 sq. ft. (spilling into common areas)

Adams County District 50

Objectives:• Eliminate risks with paper-based and

microfilm records• Disaster recovery• Compliance concerns• Environmental sustainabilitySolution:• Cloud-based ECM

Adams County District 50

Implementation:• Phased:

• 2000 – HR• 2002 – Finance and AP• 2007 – Student records

• Considerable ROI• More than 30 employees have secure,

instant access• 1 million records dated back to 1930

Adams County District 50

Benefits and ROI:• Increased employee productivity• Reduce storage space• Saved building costs (2K sq. ft. in new HS

= $40K)• Environmental responsible• Award for better financial reporting• “The system more than pays for itself”

MOEITS: Largest labor union Chicago based 24,000 members Numerous business units

Key Issues Geographically dispersed Paper everywhere (thousands or millions) Employee searching ($31.25) Cost of office space Office site storage ($9,000 per month) Compliance issues (HIPAA, Taft Hartley, GLB/SOX)

Union Case

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Union Case

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Objectives: Reduce reliance on

paper Compliance concerns Streamline Business continuity Collaboration Reduce costs Ease of use

Thorough research and analysis

Solution: SharePoint

Microsoft shop Portal Granular security

KnowledgeLake Fujitsu scanners

Union Case

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Phase One – Legal Paper intensive Office space Banker boxes in

basement Time to discover Document capture

with barcode Matters database Scanned then shred

Phase Two - PAC Not always volume

but flow Form authorizes

collection of fee Deficient process Huge financial loss SharePoint for

workflow

Union Case

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Phase Three – Contracts Another example of process

automation Signed contract took 34

days 14 steps FAX Interoffice 1 – 2 pages grew to 111

Now, scanned at point of origin

Routed electronically 20 minutes

MOEITS Update Ron Borden, Executive

Director of IT

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Benefits: Payback in 5 months Hard dollar savings:

Reduced storage Recovered PAC funds Expedited processes (contract & grievance) Eliminated costs of paper-based processes

Soft dollar savings: Reduced time to find documents File sharing and collaboration Business continuity

Projecting 1 million over 3 years

Union Case

39

More Information

Product information and white papers:• http://us.fujitsu.com/fcpa• http://www.fujitsu.com/us/about/platforms/fcpa/me

dias/whitepapers/Industry information:• www.aiim.org• www.arma.org• www.twain.org