[Webinar Slides] How Paper Free Can Help You Find What You Need, When You Need It

Underwri(enby:

#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

HowPaper-FreeCanHelpYouFindWhatYouNeedWhenYouNeedIt

PresentedMarch2,2016

HowPaper-FreeCanHelpYouFindWhatYouNeedWhenYouNeedIt

DeliveredMarch2,2016

Underwri(enby:

JimHayesPrincipalProductMarke1ngforCaptureEMC

DanLucariniCMOibml

Today’sPanelists

Host:BobLarriveeVPofMarketIntelligenceAIIM

MichaelR.GaudinoPresidentProConversionsCorp

Underwri(enby:

BobLarrivee

VicePresidentofMarketIntelligence&ChiefAnalyst

AIIM

h(ps://www.linkedin.com/in/boblarrivee

IntroducingourFeaturedSpeaker

Underwri(enby:

PaperisaBIGproblemformostbusinesseswithreducingoreliminaIngpaperasacommongoal.

Underwri(enby:

WhichofthefollowingwoulddescribeyourofficeortypicalofficesinyourorganizaIon?

31%s(llpiledhighwithpaper.

40%s(llfile

“importantstuff”onpaper.

56%paper-basedfor

signatures.

8%Digitalmailroom.

17%mostlypaper-free.

Underwri(enby:

Howdoyoufeelaboutthefollowingstatements?

0% 20% 40% 60% 80% 100% 120% 140%

Therewillalwaysbesomeprocessesthatareeasier/moreefficient/safertorunwithpaper.

RemovingpaperfromprocessesshouldbeaconstantobjecIve,notaone-offexercise.

Thebestwaytokeeppaperoutofthebusinessistoscanitatthedoor.

Allbusinessesshouldhaveatleastoneagreedandapprovede-signaturemechanism.

Paper-basedcontentandprocessesareahugeimpedimenttoremoteaccessandteleworking.

Business-at-the-speed-of-paperwillbeunacceptableinafewyears’Ime.

Wearecommi(edtodigitaltransformaIon,andpaper-freeisanessenIalstarIngpoint.

40%20%0%20%40%60%80%

%ofrespondents 92%:removingprocesspaperisaconstant

objec(ve.

79%:allbusinessshouldhaveane-signature

mechanism.

80%:papercontentandprocessesahuge

impedimenttoremoteaccessandtelework.

72%:businessatthespeed

ofpaperwillnotbeacceptable.

57%:paper-freeisthe

star(ngpointfortransforma(on.

Underwri(enby:

#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

Panel:Whatareyouseeingthesedays?Aremostorganiza(onsseriouslyworking

toremovepaper?

Underwri(enby:

ThereisagrowingmovementtoidenIfyandimprovepaperintensiveprocessesthroughpaperreducIonandeliminaIon.

Underwri(enby:

HowwouldyoudescribeprogresstowardseliminaIngpaperfromyourbusinessprocesses?

16%ac(velylookateveryprocess,inc.3%whohave

reachedgoal.

36%makinggoodprogress.

7%s(ckingwithpaper.

2015 2014

Ac(ve 16% 9%Progress 36% 36%Paperonly 7% 11%

Underwri(enby:

WhatareyourimmediateprioriIestoimproveyourcurrentcapturesystem(s)?

57%lookingtoautomatemoremanualprocesses.

27%wanttoincreasethespeedofdeliverytothenextprocess.

16%improvesecurity

andcompliance.

23%upgradesystems.

0% 10% 20% 30% 40% 50% 60%

AutomatemoremanualprocesseswithdocumentclassificaIon

IncreasethespeedofdeliveringinformaIontothenextprocess

Improvesecurityandcompliance

Updateourcapturesystemswithbe(ertechnology

ConsolidatemulIplecapturesystemstoonesystem

ExtendourdistributedcapturecapabiliIes

DeployamobilecapturesoluIon

ImplementamulI-channelcapturesystem

Implementcapturetocloud

Underwri(enby:

WhatwouldyousayarethethreebiggestdriversforscanninganddatacaptureinyourorganizaIon?

Improvedsearchabilityandsharabilityofdocuments(53%).

Thenproduc(vity,

reducedstoragespace,andfasterresponse.

Sustainabilityonly

citedby4%.

N=334

Underwri(enby:

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Panel:Areyouseeingorganiza(onsmovingtoautomatetheclassifica(onprocess?

Underwri(enby:

Captureofpaper-basedinformaIonearlyintheprocessensuresgreatercontrol,security,andaccessibility.

Underwri(enby:

HowdoyoudealwithmulI-channelinboundcontent?

40%adhocbetweenpaperandelectronic.

35%printelectronic

inboundandprocessaspaper.

3%have

comprehensivemul(-channelacrosspaper,electronicandsocial.

Underwri(enby:

Whichofthefollowingbestdescribeshowyoumostlydealwithinbounddocumentsandformsinyourbusinessunit(in-houseoroutsourced)?

26%scanninginadvanceofthe

process,

including7%usingdigitalmailroom,

and11%mul(-channel

capture.

22%scanforarchivea2ertheprocess.

Weonlydoadhocscanning,

30%

Scanforarchiveafertheprocess,

22%

Scanatinternalpointswithinthe

process,23%

Dedicatedscaninadvanceoftheprocess,

8%

Scan“at-the-door”orat

point-of-entrywithadigitalmailroom,7%

DistributedmulI-channelcaptureacrosselectronicandpaper,11%

Underwri(enby:

#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

Panel:Areyourcustomerstalkingaboutearlycaptureandclassifica(on?

Andifso,inwhatways?

Underwri(enby:

BusinessesmustlookatcapturemulI-dimensionally,addressingpaper,anddigitallyborncontent.

Underwri(enby:

Atwhatrate(orplannedrate)areyouconverIngkeyprocessestopaper-free?

14%movingquicklyorevencompleted(4%).

37%makinglifleprogress,including11%notstarted,

and15%slowor

stalled.

Underwri(enby:

WhoisresponsibleforradicalprocessreviewinyourorganizaIon?

40%LOB–likelytobeofvariableexper(seand

mo(va(on.

14%HeadofIT–likelytohaveotherpriori(es.

33%centraldepartmentor

mainboard.

0% 5% 10% 15% 20% 25% 30% 35% 40% 45%

Line-of-Businesshead/departmentalmanagers

Internalbusinessefficiencydepartment

Topboard-level

HeadofIT/CIO

Governingbodyoragency

Externalconsultantreview

Localboard-level

Underwri(enby:

Howwouldyoudescribethelevelofworkflow/BPMcapabilitythatyouhaveforpaper-freeprocesses?

36%havenoworkflowcapability,plus13%whohaveitbutdon’t

useit.

34%makeuseofbasicworkflows.

17%fullworkflow/

BPM.

NoECM/DMsystem,or

workflow,14%

ECM/DM,butnoworkflow

capability,9%

Basicimagecapturesystem

withnoworkflow,13%

ECM/DM/SPsystemwithworkflow

capability,butwedon’tuseit,

13%

Dedicatedimagecapturesystem,

withsomeworkflow,13%

Usebasicworkflows

withinourECM/DM/SharePointsystem,21%

Fullworkflow/BPMaspartofourECMsystem,

10%

Dedicatedworkflow/BPMsystemacross

mulIpleprocesses,7%

Underwri(enby:

#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

Panel:Whatareyouseeinginrela(ontothedecisionmakingprocess,andprojectprogress?

Underwri(enby:

ExecuIvebuy-inofapaper-freeenvironmentandfocusedeffortswithspecificgoalsarekeytosuccess.

Underwri(enby:

Whatwouldbethetrigger(s)tosetyouoffonyourfirstpaper-freeprocessimplementaIon?

Mandatefromabove,orspecificcostsavingexercisemostlikelypro-ac(vetriggers.

Compliancechangesornewprocessesmost

likelyre-ac(ve.

Bigdataini(a(ve,9%.

Underwri(enby:

Whatarethekeylessonsyouhavelearnedsofarfromyourpaper-freeprocesses?

Execu(vebuy-in.

Stakeholderinput.

Re-thinkwholeprocess.

Thenmakeuseofstandardsandbest

prac(ce,andbuyinortrainexperiencedstaff.

Andbewarelawyers.

0% 10% 20% 30% 40% 50% 60%

MusthavetoplevelexecuIvebuy-inandsupport

Gatherfeedbackfromallstakeholdersbeforedevelopingaprocess

Re-thinkthewholeprocess–don’t“pavethecowpath”

MakegooduseofstandardsandbestpracIceadvice

Haveatleastoneteammemberwithexperience/training/qualificaIons

Captureasearlyintheprocessaspossible

Manageasyouwouldanyprocesschange–andthensome

StartwiththemorespecificapplicaIons,e.g.,AP,Recruitment

Don’taccept“it’sagainsttheregulaIons/law”atfacevalue–checkitout

Ensurethatyourvendor/consultanthastrueexperIseinalltechnologiesinvolvedDon’tletthesignatureissuescupperthe

project

Underwri(enby:

Thereisgreatbenefitfromgoingpaper-freeoratleastreducingitsignificantlywithreturnsinasli(leas6months.

Underwri(enby:

Whathavebeenthebiggestbenefitsfromyourpaper-freeprocesses?

Fastercustomerresponsecitedby43%.

Thenproduc(vityand

compliance.

Thenbefermonitoringofworkflow.

Improvedvisibilitytonon-localandmobile

staff(22%).

Underwri(enby:

Overall,whatwouldyousayhasgenerallybeenthepaybackperiodforthesepaper-freeprocessprojects?

59%achievedpaybackinlessthan12months,including28%inless

than6months.

84%inlessthan18months.

3months,4%

6months,24%

12months,31%

18months,17%

2years,8%

3years,6%

Morethan3years,6%

Underwri(enby:

#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

Panel:Whatareyourcustomerstellingyouinrela(ontotheirROI?

Underwri(enby:

CloudandMobilesupportpaper-freeenvironmentsbyprovidingaccessibility,security,andcollaboraIvecapabiliIesnotpossiblewithpaper.

Underwri(enby:

Doemployees/fieldstaffinyourbusinessunitcurrentlyuseportabledevices(portablescanners,smartphones,tablets)foranyofthefollowing?

Image-onlyapplica(onsmoreprevalent–

suppor(ngdocuments,thenphotoimages,

thenforms.

Only6%usingOCR/imagerecogni(on.

14%usinge-forms,and

12%signing.

0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50%

Paperforms(imageonly)

Paperforms(withdataextracIon)

SupporIngdocuments(imageonly)

SupporIngdocuments(withdataextracIon)

Photoimages(asrecords)

PhotoimageswithOCR(barcodes,metering,licenseplates)

E-formsapp(directdatainput–digitalclipboard)

Tabletandstylusforsignatures

Noneofthese

Underwri(enby:

WhatbusinessprocessesdoyoucurrentlysupportwithamobilecaptureapplicaIon?

AccountspayableandTechDocaremost

popularformobilecapture.

Thenclaims,thenRM.

0% 5% 10% 15% 20% 25% 30% 35%

AccountsPayable

Technicaldocuments

Claimsprocessing

Recordsmanagement

Customeron-boarding

Contractmanagement

HR

AccountsReceivable

LogisIcs

Supplychainmanagement

Orderfulfilment

Legal

Newaccountopening

MortgageoriginaIon

Customerloyaltyprograms

Loanprocessing

None

Underwri(enby:

Whathavebeenthethreebiggestbenefitsofyourmobile/portablecaptureprojects?

Speedofdataavailability(40%).

Keepingpaperoutandimprovingback-officeefficiency(both38%).

Logis(csandformshandling(32%).

Underwri(enby:

Whatissueshaveyouencounteredwithyourmobile/portablecaptureprojects?

Connec(onbandwidth(30%),connec(onsecurity(22%)and

devicesecurity(16%)havebeenbiggest

issues,

aswellasuserresistance(26%)anddevelopment(me

(19%).

0% 10% 20% 30% 40%

PoorconnecIonspeed/bandwidth/availability

Userresistance

SecureconnecIonofdevicetoprocessapplicaIon

DevelopmentIme/resourceforon-deviceapps

Security/confidenIality/lostdevices

OnlineandofflinecaptureandvalidaIon

Poorscanning/captureperformanceofdevice

SupportoverheadsformulIpledevicetypes/OS

Poorba(erylife

Lowstoragecapacity

Noneofthese

Underwri(enby:

Whatisyourstrategyforclouddeploymentofcapture?

11%alreadyusingcloudproductsforcapture,

including4%withdistributedcapture-to-cloud.

17%withplans.

21%unlikelytousecloud.

49%s(llhavenopolicyor

decisiononcapture(21%),oranycloud(28%).

Underwri(enby:

#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

Panel:Whatareyouseeinginrela(ontomobileandclouduse?

Underwri(enby:

§  Lookathowpaperentersyourbusiness,whereitslowsthingsdown,whereitclogsuptheworkspace,andwhereitrestrictsinformaIonaccessandprocessflexibility

§  IdenIfywhoisinchargeofradicalprocessreviewandseekendorsementforpoliciesonpaper-freeprocesses

§  PayparIculara(enIontoprocessesthatscan-to-archivepostprocesswithaviewtochangingtoanup-frontscan-to-processapproach

§  Extendthepaper-freeconceptfurthertothepointoforiginaIon,whetherthatisabranchoffice,ashop,orthemobiledevicesofyouremployeesandcustomers

ThingstoThinkAbout

Underwri(enby:

Itispossibleforyourbusinesstobecomelessdependentonpaper.Iden?fy,assess,plan,implement,measure,refine,andrepeat.Thatishowtogetthere.

Underwri(enby:

DownloadtheIndustryWatch

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h(p://info.aiim.org/paper-free-progress-

measuring-outcomes

For more information, download our informative white papers at www.ibml.com/document-scanning-and-intelligent-data-capture-white-papers

“AtProConversions,westrivetobeyourTrustedAdvisor&TechnologyConsultant,puCngyour

BusinessneedsfirstandTechnologysecond.”

MichaelGaudinoPresident,ECMDivision

[email protected]

Phone:203-707-0206www.proconversionscorp.com

AIIMInformaIonGovernancePracIIonerCDIATrained(CerIfiedDocumentImagingArchitect)

ABBYYFlexiCapture,EMCCapIva&KofaxKTMCerIfiedPartnerKodakAlaris&IBMLProducIonScannerExpert

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AIIMbelievesthatinforma(onisyourmostimportantasset–learntheskillstomanageit.

Ourmissionistoimprove

organizaIonalperformancebyempoweringacommunityofleaderscommi(edtoinformaIon-driven

innovaIon.

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