“The Power Of The Paperless Office”
Nov 22, 2014
“The Power Of The Paperless Office”
AppFolio SecureDocs is a virtual data room for sharing and storing sensitive documents both internally and with outside parties.
AppFolio, Inc. Company Basics:
• Founded by the team that created and launched GoToMyPC and GoToMeeting
• Backed by leading technology companies and investors
• Web-based business software for financial and legal professionals
About SecureDocs
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• Fujitsu customers include over
half of the Fortune Global 500
• 3rd largest IT company in the
world
• Revenue: >US $55 Billion
• Employees: 180,000
Worldwide
• US HQ in Sunnyvale, CA
About Fujitsu
3
• Director of Education, Imaging Products Group
• Fujitsu’s worldwide spokesperson
• Chairperson for TWAIN Working Group
• Awarded with “Education” and “Distinguished Service” AIIM Awards
About Pamela Doyle
4
• Cost Reduction
• Compliance
• Continuity
• Environmentally Conscious
Business Objectives
5
• Numerous forms of content– Electronic– Email– IM– Social Networking– FAX
• Continued reliance on paper– Historical reference– Proof of business– Compliance– Initiate business processes
• Contradiction between proliferation and corporate agility
Barriers
• First prediction of the “paperless” office was in 1975• Data is growing at a rate of 50% per year; doubling every
two years (IDC)
• 80% of information is still retained on paper (CAP Venture)
• 60% of office worker’s time• 45% of labor costs
Volume of Content
Polling Question #1
Facts - Costs
1 Source: PricewaterhouseCoopers
• Document Handling– $20 to file– $120 to find misfiled– $220 to reproduce
• 7.5% documents get lost; 3% of remainder get misfiled• Professionals spend 5%-15% of their reading information but
up to 50% looking for it1
• Duplicate copies
IDC Study on Document-Related Tasks
Task: Avg. Creating documents 13.3
hrs. Searching for data 9.5
hrs. Gathering infor. 8.3
hrs. Filing and organizing 6.8 hrs. Document routing 4.0
hrs. Document approval 4.3
hrs.
Task: Wasted Reformatting 6.2 hrs. Searching 3.5 hrs.
(not finding) Recreating 3.0 hrs.
•$24 to process an invoice1
•FAX machine costs $6,200 per year2
•Eight minutes to FAX a document•Store (on premise/offsite)•Deliver
• USPS• Courier
Facts - Costs
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1Source: IOMA2Source: Captaris
•Reduce operating costs•Do more with less•Streamline business processes•Reduce storage space•Deliver positive customer experience•Capacity improvement•Improve decision making
Objectives - Costs
•Sarbanes-Oxley (SOX)•SEC 17a 3-4•Dodd-Frank•HIPAA•Data Protection Act•Internal Policies and Procedures
Facts - Compliance
•Data accessibility•Secure access•Privacy•Audibility
Objectives - Compliance
Polling Question #2
•75% of SMBs have no disaster recovery plan1
•Two out of five companies out of business in five years2
• Business suffering an incapacitating disaster with no disaster recovery plan3
– Only 43% resume operations– Of the 43%, 29% still in business in two years– Total of 71% will be out of business in two years
Facts - Continuity
1Source: Inc. Magazine3Source: Gartner3Source: Contingency Research Planning
•Protect corporate information asset•Business continuity 24x7x365
Objectives - Continuity
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1 tree = 8,333 sheets of paper (conservatree.com) 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
Facts – Environment
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Reduce paper consumption Stop depleting natural resources Reduce gas consumption Reduce carbon dioxide emissions
Objectives – Environment
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• Capture all content• Transform it 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
Polling Question #3
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Enterprise Content Management (ECM)
ECM Functionality
Capture (On Ramp) :• Digitize
• Image enhancement
• Scan to archive
• Scan to process
• Mobile/Cloud
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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)
ECM Functionality
Preserve:• Declaration
• Retention
• Disposition
• Audit trail
Deliver:
• Workflow
• EAI
• Output options
The Benefits
• Improve content accessibility and security• Enable collaboration and communication• Provide online access• Enhance customer service• Ensure physical protection• Compliance (audit trail)• Better business intelligence
Return on the Investment
• Reduce printing costs• Reduce distribution costs• Increase productivity• Streamline business processes• Save time and boost company-wide
efficiency• Reduce on-site and off premise storage
Polling Question #4
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Fujitsu and SecureDocs
• Address critical content disciplines• Capture• Store
FujitsuSpace Saving
Designs
Ease of Use
Space Saving Designs
Intelligent
Image Quality
SecureDocsSpace Saving
Designs
Ease of Use
Unlimited Storage Audit Logs
Two Factor Authentication
• Company Overview:– Leading tax preparer and CPA firm– Lansing, Michigan– Founded in 1998
• Business Problem:– Tax business paper intensive
X-TAX
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• Objectives:
– Paperless tax document warehouse– Fast access
• Solution:
– Cloud-based Capture Solution and– Fujitsu ScanSnap Scanners on each preparer’s desk
X-TAX
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• Benefits and ROI (1st Year):– Business process agility– Improved file access– Decreased wait time– Capacity improvement– Save nearly 10K on office paper supplies– Reduced employee work hours
X-TAX
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Property Management Plus, Inc.
• Company Overview:–San Jose, CA–4 Person Property Mgmt. & Real
Estate Co.• Business Problem:
–Paper intensive –Regulatory requirements–Need immediate access to client files
–Relying on traditional information sharing (FAX, Postal & Courier Services)
• Solution:–ScanSnap to digitize files
• ROI:–Eliminate fax–Eliminated courier–PDF enable collaboration–Execute contracts faster
Property Management Plus, Inc.
Stambaugh Ness, PC
• Company overview:
– Large CPA Firm
– Central Pennsylvania
– Deliberately remained a “small firm”
• Business problem:
– Thousands of pieces of paper
– Efficient records management was ongoing battle
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Paper
to
Digital
Stambaugh Ness, PC
– Accounting documentation diversified
– Previously process at office
• Solution
– Eight ScanSnaps
– Digitized at point of origin
• Return on investment
– Dramatically decreased time
– Enable collaboration
– Capacity improvements
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Paper
to
Digital
• Questions and Answers• Product information, white papers and case studies:
– www.securedocs.com– http://us.fujitsu.com/fcpa
• Microsites:– http://scanners.fcpa.fujitsu.com/casestudies/– ScanSnap at www.scansnapcommunity.com
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Q & A