Effective Document Archiving in the TransPromo World

Transcription

1 Effective Document Archiving in the TransPromo World Terry Wieczorek President/CEO & Bob Gullikson Vice President of Sales DocuLynx overview DocuLynx is a privately held, independent, IT software & ASP services company est. in DocuLynx owns, develops, supports and distributes Mercury Archive Software Products Worldwide for customers that require an in-house operation. We operate 2 secure data processing centers located in Omaha, NE & Pismo Beach, CA for customers that wish to outsource their operations. DocuLynx currently outputs in excess of a billion pages per month to CD/DVD & the Web 2

2 DocuLynx mission DocuLynx is focused on helping companies of all sizes and in a variety of industries manage and add value to print streams, reports and image files. 3 Today s agenda A Look at the Document Life Cycle Past & Present Compliance Issues and Proper Archiving in a TransPromo World The Integrity of Your Archive Capabilities of Today s Archival and Retrieval Systems The Results 4

3 History of document archival solutions Paper copy in secure location Microfilm planetary or rotary COM Computer Output Microfiche Optical Disc & Platter Technology CD-ROM COLD Technology DVD-ROM High Density Web Presentment 5 The *Perceived document life cycle Data Management and Response Analytics Production and Delivey Campaign and Message Management Document Composition New components required: Data Management Campaign Management Message Management Response Analytics Document composition solutions provide the gateway to production for both promotional and transactional data *MADISON l ADVISORS 6

4 The *TRUE document life cycle New components required: Data Management Campaign Management Message Management Response Analytics Archive/Retrieval and Web Presentment *DocuLynx, Inc. 7 Why archive documents? Corporate Governance vs. Government Compliance Corporate Governance* is the set of processes, customs, policies, laws, and institutions affecting the way a corporation is directed, administered or controlled. (lowering costs) Government Compliance* conforming to a specification or policy, standard or law that has been clearly defined. (obeying laws) *From Wikipedia 8

5 Proper archiving in a TransPromo world What You See is What You Get : Your offer and verbiage may change from client to client but there has to be a record. From small claims court to the supreme court CSRs need to have proof of the offer as intended Can the CSR and customer literally be on the same page? Prime TransPromo candidates: financial institutions, insurance companies, utilities, and healthcare organizations From Certificates of Deposit to free HBO, make the messaging count How many Government agencies need to have compliance Requires archiving some, or all, documents for seven years or longer Increased government regulations and oversight The Document Czar is next to be appointed Forever changing and that means more regulations This also means more revenue dollars 9 Electronic documents now acceptable for legal purposes Native formats and PDFs only Secure & portable documents on CD/DVD All must be compressed and encrypted 10

6 Integrity of your archive Questions to ask: When was your archive process last updated? Logos, signatures, etc. Are you archiving the complete document or simply the individual components? Can they print in true fidelity? Are all the resources accurately archived? 11 Responsibility to reach beyond paper The Green Initiative Growing environmental concerns Corporate responsibility paperless office Ability to locate a single page for print Incentives to move to Electronic Bill Presentment and Payment (EBPP) No print, still need to process, compose, deliver and archive for compliance 12

7 The critical document after-market Keeping TransPromo documents accessible, readable and printable years after they were first created and distributed is a key service Many older systems are labor intensive: Re-entering or re-processing of data Manually inputting data item-by-item runs risk of error Storage of either data or images, not both together, requires manual re-assembly or large amounts of storage space 13 Today s archival and retrieval system capabilities should include Powerful field level and full text indexing Documents viewable online or via CD/DVD Vendor neutral storage Multiple layers of security and access control Extensive reporting and auditing capabilities 14

8 Today s archival and retrieval system capabilities should include Distributed architecture spanning multiple media types Sophisticated Web client infrastructure Powerful automation API and Web Services Available as an in-house software solutions or as a Software as a Service (SaaS) 15 which translate into a range of new options Archive data in a regulatory compliant format Eliminate paper and microfiche storage Categorize, store, and manage disparate information assets Create a unified archive format for all input data types Improve customer service 16

9 Results: Improved customer service Information distribution through electronic delivery Web Based Browser, LAN, or CD/DVD. Quicker more accurate response Decreases talk time Reduces cost, per call & follow up Offloads responsibility of compliance Quicker, easier, faster, cheaper 17 Results: Improved customer service Drowning in data yet thirsting for knowledge. Multiple data formats = multiple data bases Accessing multiple data types in a secure environment Managing multiple data types Full text vs. field indexing 18

10 Results: Improved customer service CSRs and customers access information with sub-second search times. Today access is everything Slow response perceives bad solutions Cost reduction in call backs and talk time True customer service at your CSR s fingertips 19 Results: Improved customer service Need to view the true fidelity of documents in a secure environment. True fidelity is perceived as accurate documentation It has to have the look and feel or you may have changed the document Courts need accurate records, not outdated fonts or graphics Secure environment for simple bills like cable is a must 20

11 Results: Improved customer service Why? Personal and financial information is imbedded in the date bases that create the documents Many laptops have personal information on them 21 In Summary Archive/Retrieval and Web Presentment are an integral part of a document s life cycle Proper document archival is key to following both corporate and government compliance rules Updated archiving and retrieval features make it easier to archive data in a regulatory compliant form and create a unified archive format Electronic delivery options improve customer service and offloads responsibility of compliance 22

12 Thank you for supporting the 2010 Xplor Global Conference For more information please contact: DocuLynx, Inc North 97 th Circle Omaha, NE (402)