Document Solutions Document Solutions William Zastrow President, CEO FileMark Corporation May 8, 2008 Document Solutions Document Solutions Top 10 Things You Should Know about Today’s Document Management Solutions
Jan 03, 2016
Document Solutions Document Solutions
William ZastrowPresident, CEOFileMark Corporation
May 8, 2008
Document Solutions Document Solutions
Top 10 Things You Should Know about Today’s Document Management SolutionsTop 10 Things You Should Know about
Today’s Document Management Solutions
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Startling Facts
….. elimination of inefficient paper processes allows more work to be done faster, with fewer people, and
less cost
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The Inefficiencies of PaperThe Inefficiencies of Paper
• The typical office worker spends 6 weeks a year looking for documents
• It takes 7 minutes to find a paper file, but only 2-4 seconds to find a file electronically
• Each file retrieval costs $1.40 vs. $ .01 for a 3 second electronic retrieval (@ $12/hr)
• Cost to find a misfiled document: $120
• Cost to recreate a lost document: $250
Source: AIIM and ARMA
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Application Fit
….. great demo, but will it solveour business problems?
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• Eliminate paper-based filing, retrieval, copying and routing costs?
• Transition from paper to electronic documents, processes, distribution and storage?
• Get instant access to documents from anywhere, from any type of application?
• Process documents faster with paperless workflow automation?
• Fulfill legal and regulatory compliance mandates?
• Capture, distribute and archive computer output reports?
• Archive corporate eMail?
• Automate forms processing for data entry?
• Create and edit Office documents?
• Publish and update websites?
• Provide a self-service web portal?
What are your Business Problems?What are your Business Problems?
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Don’t Confuse Collaboration with Archiving and Transaction Processing
….. a square peg will never fita round hole
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Transactional/Archival EDM
• Fixed content• Images, forms, fax, eMail, computer
output reports• Invoices, statements, checks, proof of
deliveries, bills of lading• Evidentiary business records
• Transaction processing workflow, e.g. accounts payable, accounts receivable
• Index queries, LoB app integration• Few production workers
• Manufacturing, Distribution, Healthcare, Financial Services, Transportation, Education
Collaborative EDM
• Revisable content• Word, Excel, PowerPoint• Web content• Contracts, agreements, reports,
memos, documentation
• Group editing, approval routing, check in/out, versions
• Content search• Many casual users
• Law, Pharmaceuticals, Government, Engineering, Consulting, Advertising, Publishing
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Focus on Capture Technology
….. the most labor-intensive component of Document Management
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• Zone OCR (Optical Character Recognition) for fixed forms
• High volume Forms Processing and Data Collection
• Point and Shoot OCR for freeform
• Intelligent OCR with attribute matching and dictionary lookups
• Auto-Indexing with database lookups, screen scraping and defaults
• Full page OCR for text search
• Barcode Recognition
• Optical Mark Reading
• Distributed Indexing• Computer Output Capture (COLD)
• Bulk eMail Archiving for compliance
• Save directly from MS Office and Outlook
• The universal filing basket
• Batch Import
Document Capture TechnologiesDocument Capture Technologies
Document Solutions Document Solutions SimpleIndexSimpleIndex
Automatic Zone OCR
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When Workflow Doesn’t Work
….. it happens more often than you think
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• For most applications, the concept of traditional rules-based workflow is fundamentally flawed
• Too complex to build and inflexible in use• Too expensive and time consuming to deploy, maintain, change
and/or grow• Most workflow deployments try to do too much
Why Workflow Doesn’t WorkWhy Workflow Doesn’t Work
Document Solutions Document Solutions BPE is DauntingBPE is Daunting
“Business ProcessRe-Engineering”
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• Paperless ad hoc document routing – for approvals, transaction processing, collaboration or automatic distribution
• Simple configuration – like instant messaging for documents with a buddy list
• Automates existing business processes, no rules, users still make most decisions, no BPR
• Includes ad hoc routing, secure work queues, running case notes, eForms, notification, deadlines, escalation, audit trails
• Out-of-box deployment can resolve over 80% of process inefficiencies – paperless and instantaneous
• Rapid implementation = quick ROI = success
• Knowledge worker empowerment, not rigid rules enforcement
Rules-Free WorkflowRules-Free Workflow
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Case Notes
Accounting Shipping / Receiving Supervisor √ Accounts Payable Complete
Pend Cancel NA
Workflow View Administration Windows Help
Case Notes
Accounting Shipping/Receiving Supervisor√ Accounts Payable Complete
Pend Canel NA Clear
Case Notes
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Application Integration
….. access information in context directly from your business applications
Document Solutions Document Solutions Screen OCRScreen OCR
Invoice Type
Invoice Amount
OCR
Auto-FindAuto-Find
OCR
XYZ100 Auto-FillAuto-FillCopy / Paste
$16.50
Auto-FillAuto-Fill
Copy / Paste
Auto-IndexAuto-Index
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Host Application IntegrationHost Application Integration
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Desktop Application IntegrationDesktop Application Integration
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Plan Ahead for Records Management
….. its not just about regulatory compliance
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• Policies, practices, technologies and management controls to protect legal interests and comply with regulations
• Information lifecycle management – retention, disposition rules
• Complete audit trails• Authentic, permanent, unalterable records• Systematic controls to ensure record authenticity, security and
process consistency
Records Management (RM) DefinitionRecords Management (RM) Definition
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XSEC 17A-4
X
X
X
Health-care
XXGramm-Leach-Bliley
XXXUS Patriot Act
Affects any business doing
business with a CA resident
XXXXXCalifornia SB 1386 *
XXBasel II
X21 CFR Part 11
* Affects benefits dept of all
companies, and schools
XHIPAA*
* Affects all public companiesXXXXXSarbanes-
Oxley*
NotesManufact-
uringPharmac-
euticalBankingInsuranceFinanceRegulation
Examples of Industry RegulationsExamples of Industry Regulations
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• Capture all business transactions, eMails and correspondence – no exceptions
• Store it twice – keep one copy on non-erasable media
• Validate records as genuine• Enforce prescribed 7-year retention period• Provide fast, easy access to records for first 2 years• Keep information secure• Delete systematically, and then only according to official
retention rules • Maintain accurate, detailed audit trails
Sarbanes/Oxley RM Compliance SimplifiedSarbanes/Oxley RM Compliance Simplified
Source: IBM
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• File plans
• Classification
• Universal record capture and indexing
• Declaration
• Rules-based record retention, disposition, migration and disposal schedules, holds
• Activity logs and reporting
• Support for non-rewriteable, non-erasable document storage
• User/group document access control
What’s Needed For RM?What’s Needed For RM?
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Archive
Automated Bulk eMail ArchivingAutomated Bulk eMail Archiving
DatabaseDatabaseServerServer
Send
Receive Auto-Index
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Software Licensing Options
….. the world has changed
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• Named users
• Concurrent users
• Site licenses
• Open Source software
• Shareware
• Freeware
• Software as a Service
Software Licensing ModelsSoftware Licensing Models
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New uses for Computer Output Reports
….. COLD is still hot
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• Computer Output to Low-cost Disk / Enterprise Report Management
• Automated computer output capture and archiving
• Eliminates printing and manual distribution of internal reports
• Saves the cost of printing, paper, ink, microfilm, copies, multi-part forms and postage
• Instant access to exact replicas of printed reports, statements and invoices from anywhere
• Data mining, reports from reports
COLD/ERMCOLD/ERM
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Mainframe
HostHost
Automated Computer Output ArchivingAutomated Computer Output Archiving
Reports, Invoices, Statements
Reports, Invoices, Statements
Print StreamsPrint StreamsCapture Capture DatabaseDatabase
ServerServer
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• Automatic report indexing – metadata and full text
• Automatic report distribution – workflow, eMail, remote print
• Exact replicas – embedded formatting, form overlays
• Embedded barcode generation – PODs, remittances
• eStatements – eMail links, secure web access
• Data mining – custom reports, data extraction, sorting, calculations, graphs and charts
• Report reformatting for efficiency – format compression, custom filtering, faxing, remote printing
• Support for graphical print formats – AFP, Metacode, DJDE, PCL, Postscript, PDF, XML, EDI, eMail
• Data conversion – PDF, XML, HTML, XLS, CSV, easy web access, long term archiving standards, full text search, application compatibility
What’s New with COLD/ERM?What’s New with COLD/ERM?
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Out with the Old, In with the New
….. you can get there from here
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• Day-forward document capture – forget the old
• Backfile conversion – migrate the old
• Live legacy system link – remote access to the old when needed
• Live content integration – coexist with the old
Legacy System DocumentsLegacy System Documents
OLD NEW
Document Solutions Document Solutions
• Software developer, professional services provider, direct sales and technical support
• Technology Focus – affordable document capture and archiving, transactional document processing, records management
• Founded in 1989, based in Millbury MA
FileMark CorporationFileMark Corporation
Document Solutions Document Solutions
Transforming Business Documents into Web-enabled, Integrated Information Assets
Document Solutions Document Solutions Document Solutions Document Solutions
www.filemark.comwww.filemark.com
508-865-4844508-865-4844