Marketing Content Kit for DocuLex Partners

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1 Marketing Content Kit for DocuLex Partners Only partners with written authorization by DocuLex may use the content of this document for purposes of collateral material, website marketing and employee education. Revised May

2 Contents Tag lines:... 4 Introduction to Document Management Software:... 4 Product descriptors/elevator pitches word word word... 5 Description paragraph, what the solution does:... 5 The DocuLex Archive Studio difference:... 5 Archive Studio features:... 6 Document Management... 6 Automatic Records Retention Policy Management Archiving... 6 Compliance Automation... 6 Content Control... 7 Workflow Business Process Automation... 7 Collaboration... 7 Business Continuity/Disaster Recovery... 7 Image and Electronic File Capture... 7 Usage models for Electronic Document Management:... 8 Law Firms, Corporate and Government Legal Departments... 8 Healthcare... 8 Government and Public Sector... 8 Manufacturing Operations... 8 Insurance Offices... 8 Real Estate Firms... 9 Auto Dealers... 9 Professional Employer Organizations... 9 Banking and Financial Services... 9 Education... 9 Construction... 9 Transportation and Shipping DocuLex Archive Studio product descriptions: WebSearch Archive Studio in the Cloud Goby Capture - DISTRIBUTED SCANNING and ELECTRONIC FILES WebSearch Browser Based Capture - LOW DEMAND Professional Capture - HIGH DEMAND DocuLex Archive Studio hardware specifications: WebSearch Online detailed specifications Goby Capture and Professional Capture Online detailed specifications Professional Services, Data Migrations and Consultation: Official Solution Name and Logo s:

3 Archive Studio s WebSearch Screen Shots: Auto notification Activity log Retention policy Collaboration discussion notes Collaboration WorkSpace Field searching including full text content File room searching Workflow activity list WebSearch browser based capture Benefits of the Solution: Using the Solution: Implementing, supporting and updating Archive Studio: Scanner, FAX and MFP copier compatibility: Archive Studio accessories, options or add-ons Who should use this Solution How this solution improves workflow Special awards or designations that have been talked about publicly Cost justification: Special attributions: Nonproprietary notations: Top customer use-cases where the benefits of the solutions are most clear: Key words that typically are associated with this use case scenario: The top industries, vertical or horizontal markets that need the solution: Alternatives to the Solution: Points of differentiation: Strengths of this solution: Company Backgrounder/Descriptor: word word Document Management Software Comparison: General Document Entry Indexing and Storage Searching Viewing User Interface Version Control Document Imaging Workflow Collaboration Records Management Archiving Security

4 Tag lines: - Content Management Solutions - Document Management Solutions - Instant Document Access. Anytime, Anywhere. - Fulfill compliance, retention and security requirements - Manage all business content with one 100% browser based application - Bringing Order to the Enterprise: A Business-Ready Content Management Solution - BETTER service. EXCEPTIONAL software. RIGHT solution. Introduction to Document Management Software: Archive Studio Document Management Software Information drives today s economy, and the companies that fare best in this competitive climate are those that capture, store and retrieve information in a way that best supports their core business processes. A wide range of businesses rely on ready access to information to serve their customers and manage their operations. Product descriptors/elevator pitches 25 word Archive Studio enables knowledge workers across any business to quickly bring diverse content types together in a secure, indexed, searchable and highly scalable electronic repository. 50 word Archive Studio enables knowledge workers across any business to quickly bring diverse content types together in a secure, indexed, searchable and highly scalable electronic repository. The content can be centrally managed for better organization, collaboration, and business productivity. It allows enterprise-wide information control and retention policy management without increasing demands on IT. 4

5 100 word Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow, archiving and distributed or centralized image capture. Archive Studio is easily customizable and fully compatible with Active Directory, plus full integration capabilities with other lines of business applications. Using Archive Studio, organizations can tightly control all valuable information assets by directing the flow of documents from capture and indexing to access and collaboration to policy based destruction. With the flexibility and capabilities of Archive Studio, this stands as one of the highest value content management solutions on the market today. Description paragraph, what the solution does: Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow, collaboration, compliance and records retention. The DocuLex Archive Studio difference: The award-winning Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow and distributed or centralized image capture. Archive Studio enables users with web based scanning, directly into WebSearch. Every WebSearch user has scan and index abilities without the cost of capture licenses. Archive Studio s WebSearch document management module provides 100% browserbased capabilities from a single server installation, therefore minimizing IT overhead. Archive Studio is easily customizable and fully compatible with Active Directory, plus the developer API provides full integration capabilities with other lines of business applications. Using Archive Studio, organizations can tightly control all valuable information assets by directing the flow of documents from capture and indexing to discovery, access and collaboration to policy based destruction. Archive Studio combines document management, management and records management with one manageable application. 5

6 With the flexibility and capabilities of Archive Studio, plus an attractive price point, this stands as one of the highest value content management solutions on the market today. Archive Studio Content Management Software Suite is available as a single server installation or as a Software as a Service (SaaS)/Cloud solution. Organizations choosing Archive Studio get unlimited access to our industry-acclaimed Technical Support Team, latest version software releases and webinar refresher courses. Archive Studio features: Archive Studio provides innovative methods of personalizing capabilities to meet your specific needs, along with virtually limitless scalability and exceptional performance. Productivity enhancing features include: Document Management An enormous amount of unstructured content is created and handled daily across any organization and often between multiple geographic locations. Archive Studio products make it easy for knowledge workers, regardless of location or system, to securely capture, manage and share electronic content. Significantly increase efficiency and productivity while reducing the costs associated with maintaining paper and unstructured electronic files. Automatic Records Retention Policy Management Organizations are experiencing growth of both must-keep documents in addition to irrelevant information, with increased vulnerability in defining which content is, or is not a formal record. Archive Studio simplifies electronic records management so that everyone, including the average knowledge worker, can easily classify and declare documents as records. As new records are entered, retention policies are immediately associated with each specific document for possible legal holds and eventual destruction based upon industry retention rules. Archiving An on-demand or on-premise archiving solution for storage management, legal discovery, compliance, and policy-based corporate governance needs. The Archive Studio allows organizations to reduce the demands on Exchange and eliminate PSTs, while providing a virtually unlimited browser based mailbox for knowledge workers. Archive Studio combines document management, management and records management with one manageable application. Compliance Automation Today s business relies on the knowledge worker to add relevant information into the company s document management repository early in the business process and with accuracy. To maintain this desired uniformity, Archive Studio deploys administrative processes and data choices to insure all relevant business documents are added or checked-in with accurate and organized searchable data and version information. 6

7 Content Control For businesses that revolve around documents and , such as legal departments, law offices, accounting and consulting firms. Consolidate all pertinent business information into a single browser based system with full access to documents via your intranets, extranets, or the Internet. Access WebSearch from inside familiar desktop tools, such as Microsoft Word, Microsoft Outlook, and other desktop products. Easy-to-use and cost-effective solutions help firm staff work together and share matter-related document content securely with both colleagues and clients. Keep up with the increasingly complex transactions, being worked on at the same time. Efficiently manage the matter or engagement lifecycle, from the initial opening through the final disposition and destruction of its content. It is more critical than ever to make the best decisions the first time around. Workflow Business Process Automation The manual process of moving documents through a business is subject to bottlenecks and processing errors, with difficulty in recognizing a problem until the nature of the issue becomes mission critical. Archive Studio ensures documents and decision making events move at the necessary pace for your organization. This allows for visual inspection, canned responses and time limits with automatic user notifications. Collaboration WorkSpace, a feature in Archive Studio, provides enhanced internal collaboration with the bonus of external user invitations. Content remains searchable to the user population. Shareportal, another feature in Archive Studio, eliminates the need for FTP transfers, inbox size limits, couriers and overnight services by providing your clients, vendors and/or partners access to review documentation through a secure link. Business Continuity/Disaster Recovery whether it is an unexpected audit, litigation or natural disaster, your organization s business-critical documentation/content remains accessible via web browser. Comprehensive, scalable and secure document management with high-availability, archiving and failover capabilities make Archive Studio a must have for any continuity and disaster recovery plan. Image and Electronic File Capture the capture and standardized indexing of documentation is key for any document management program. Users of all levels need a productive, user-friendly process for capturing electronic, scanned and documents. Users seamlessly capture and index data from network folders, copier/scanner devices, 3rd party software and with Archive Studio. 7

8 Usage models for Electronic Document Management: Archive Studio suits a wide variety of applications in diverse vertical markets virtually anywhere that documents are an essential component of everyday business processes and where business efficiency can be improved through better document handling. Some of the possible usage models include: Law Firms, Corporate and Government Legal Departments Litigation and transaction documents are created in volumes, which include word processing documents, and paper-based files. This information represents the firm s best thinking and experience, the intellectual capital of the organization. Document management solutions that unlock the value of this in-house work product can provide organizations with a distinct competitive advantage. Healthcare The implementation of electronic document management can reduce the burdens of medical practice operations. Implementing electronic document management will enable Electronic Health Records (EHR) for more streamlined business processes and patient care, and can effectively assist with other tasks including record keeping requirements, employee records, insurance tracking, and paper handling. Government and Public Sector Manage agency information and collaborate securely with external agency partners. Utilization of the WebSearch Connector feature of Archive Studio allows for smooth alternation between multiple applications. Work from the office or in the field with our 100% browser based, industry standard encrypted solution. Manufacturing Operations Automate project management and document workflow across the supply chain. Manage manufacturing documentation, accounts payable/receivable approval process, Human Resource files, plus and correspondence when collaborating with vendors and customers. Insurance Offices Integrate Policy Administration, Billing and/or CRM software with your Archive Studio Content Management Software Suite. Manage Producer and any lines Carrier information with efficiency. Share information outside your agency with a secure link through our SharePortal feature, allowing a customer to review and approve policy information annually. Automate billing with our Workflow automation. 8

9 Real Estate Firms Secure real estate closing files for the duration of the retention period. Comply with state and federal legal and privacy requirements. Access property owner documentation anytime, anywhere with our Cloud or single server solution. From the first conversation to closing, manage the entire process and all records quickly and easily. Auto Dealers Legal and privacy requirements mandate that auto dealerships retain deal jackets securely for new car sales. These jackets typically contain finance records, title and lease applications, a driver s license copy, proof of insurance, an odometer statement, red flag report and other support files. Archive Studio will provide the safe and secure environment that is required by the Safeguards Rule of the Gramm-Leach-Bliley Act, the FTC Privacy Rule and the Disposal Rule. Secure access permissions and full-text searching of electronic files ensure greater employee productivity, with the added protection of an electronic vault for storing privileged information. Professional Employer Organizations Activities managed by PEOs must be tracked and made constantly available to their corporate customers. Archive Studio makes user activity tracking, restricted record access and security rights assignment a snap. Activity reports and records are shared easily through the SharePortal feature of Archive Studio. Banking and Financial Services Streamline and manage the paper intensive transactions associated with loan processes and financial reports. Archive Studio s rules-based management of the loan process reduces operational risk and provides an approval/audit trail. Workflow automation of these types of processes ensures complete collection of documents, deadline management and consistency. Education Protect student s personal information while making their records accessible to staff. Share information, such as grades, permission slips and disciplinary actions with parents/caregivers via . Archiving with Archive Studio ensures written communications are secure and always available, as are any attachments. Construction Retain, share and access wide-format drawings, change orders, contracts, bids and support documentation. Coordinate resources, vendors and jobs with the Archive Studio s notifications feature and Workflow automation. Get customer approval on project specifications without the high cost of courier or overnight services. 9

10 Transportation and Shipping Operations Centers efficiently manage the multitudes of documentation by converting them into digital files. Process jobs more quickly, expedite billing and payment processes through WebSearch s and consolidate documents by customer name, vendor name or invoice number. Manage your documentation and workflow in a way that makes the best business sense, and improves every day operations. DocuLex Archive Studio product descriptions: WebSearch WebSearch allows users across any organization to quickly bring documents and content together in a secure, indexed, fully searchable electronic repository. Once in WebSearch, content can be managed for security, collaboration and higher productivity. WebSearch is a 100% browser-based document management solution. As a single server installation or a SaaS subscription, it is a non-modular, highly scalable solution that can be configured for customized, automated Workflow and implemented by end users or IT staff. We provide our API to customers at no additional fee for 3rdparty software integration. Archive Studio in the Cloud Our SaaS subscription-based offering removes the onus of operations from an organization. Our Cloud solution is well suited for organizations with limited or no onsite IT personnel and provides users with a customized, user-friendly portal. Archive Studio s SaaS allows secure document/content access and SSL protection with industry standard encryption. Archive Studio s Goby, WebSearch and Professional Capture Capturing and indexing documents is a necessity required to reap the benefits of secure document access anywhere, at any time. To make this a pleasant and productive experience, we have designed three capture software offerings to meet specific business process goals, thus eliminating the complexity associated with the one-sizefits-all philosophy. Goby Capture - DISTRIBUTED SCANNING and ELECTRONIC FILES Designed for use with digital copiers, network scanners and miscellaneous electronic files. Goby provides walk-up convenience for scanning, indexing and server-based image processing, with automatic upload to WebSearch or ECM network storage. Goby also offers the integrated capture and indexing capability for MS-Office files such as MS- Word, Excel and Outlook content, as well as the capability to monitor and capture folder activity. 10

11 WebSearch Browser Based Capture - LOW DEMAND Designed for use with desktop scanners. WebSearch Capture is a convenient lowvolume browser based document scanning feature built into WebSearch. It is available for users that desire a simple solution to quickly scan and index documents. WebSearch Capture is on-demand scanning when needed and requires no desktop installation, only a browser. Professional Capture - HIGH DEMAND Designed for use with dedicated, production-grade scanners, Professional Capture converts large volumes of paper documents into fully searchable electronic files. Production software that meets the demand of multiple, complex imaging projects, Professional Capture offers a wide variety of imaging and indexing capabilities. Streamline and reduce the cost of conversion projects while enabling centralized capture for your WebSearch content/document management solution software. DocuLex Archive Studio hardware specifications: Archive Studio is a Windows-and browser-based open system, utilizing industry standard desktop and server hardware. Archive Studio maintains non-proprietary files, folders and database structures. Paper documents are stored as searchable PDF files with user-defined meta data. Electronically-generated files are preserved in their native file format. Microsoft SQL Server or SQL Server Express (Small Business Server is not recommended) Built on Microsoft.NET Active Directory and PKI integration Cloud option available WebSearch Online detailed specifications Goby Capture and Professional Capture Online detailed specifications 11

12 Professional Services, Data Migrations and Consultation: At DocuLex we don t want to simply help you manage your documents. We want to make it seamless for you to totally manage your company s content every day - by allowing you realtime access to business critical data. Below we list a few more ways in which we can help you further maximize your software investment and streamline processes: Archiving One-time, specialty configuration WorkFlow, Automated Business Process Per-process specialty configuration Other software integration and specialty configuration Server Migrations Legacy Document Management File Conversions On-Premise Support at your worksite 12

13 Official Solution Name and Logo s: Archive Studio High resolution images and Black or White images are available upon request. 13

14 Archive Studio s WebSearch Screen Shots: Auto notification Activity log 14

15 Retention policy Collaboration discussion notes 15

16 Collaboration WorkSpace 16

17 Field searching including full text content 17

18 File room searching 18

19 Workflow activity list 19

20 Workflow activity details 20

21 WebSearch browser based capture 21

22 Benefits of the Solution: Decisions are made sooner when document information is readily available. Electronic files, or digitally scanned paper files may be easily located by searching document-specific descriptions or a combination of key words contained in documents. Improved employee productivity, reduced traffic, and file sharing accountability are all achieved with SharePortal, Archive Studio s secure web-access collaboration solution. Increased corporate accountability and regulatory compliance with secure policybased access to documents and . regulations and reduced litigation discovery cost are managed by archiving all incoming and outgoing messages and attachments. Increased file storage and minimized legal exposure with automated policy based records management. Minimized IT expenses with a browser based, single server installed, content management solution. Automated workflow identifies work process bottlenecks and regulates expectations. Affordability Electronic content management is justified when knowledge workers find the information desired, when and where it is needed. 22

23 Using the Solution: Scanned document, archived and all other electronic content is accessible from WebSearch using a standard browser and network or internet connection. Content is discovered using a custom search form or an explorer folder and sub-folder style file room. All text contained in any document, and attachment may be searched and retrieved in seconds. Documents are displayed with the content hits highlighted. Documents may be shared with common interest groups or outside parties in custom designed working folders. Paper documents are scanned with MFP or other type of input devices. MS-Office documents and are captured with Office plug-ins. Miscellaneous electronic files are captured with the Explorer Send-To plug-in. Browser based scanning available in WebSearch without desktop capture licenses. Knowledge workers are automatically notified of new documents arriving in their work flow process. Documents are automatically classified and monitored for records retention and legal holds. Activity logs are maintained of user access to files and any action requested. Implementing, supporting and updating Archive Studio: Demonstrating the content management solution, with the customer s documents, is welcome and orchestrated by DocuLex. Demos may be provided completely on-line, without any installation on behalf of the customer or reseller. DocuLex MFP interface is customized to the customer s needs, plus 3rd party touch panel interfaces are compatible with Archive Studio. DocuLex staff will interview the customer, complete a needs assessment statement, qualify expectations, and interface with the customer through the entire implementation cycle. Archive Studio may be installed and setup completely on-line without concern of travel expenses or customer onsite inconvenience. Archive Studio s WebSearch Content Management Software is 100% browser based. The customers IT support is minimal with only one server installation to maintain and backup. MS-Exchange archive function does not require desktop installations, but one installation on the exchange server. Archive Studio product support and updates are provided to the customer by DocuLex. 23

24 Scanner, FAX and MFP copier compatibility: All major manufactured scanners, FAX and MFP copiers. Archive Studio accessories, options or add-ons No, Archive Studio is all inclusive. Additional WebSearch user licenses, or capture stations may be purchased Who should use this Solution Organizations looking to securely manage their paper, and miscellaneous electronic assets, for purposes of immediate access, disaster recovery, space savings and regulatory compliance. How this solution improves workflow Organizations can tightly control the lifecycle of all valuable information assets by directing the flow of documents from capture and indexing to access and collaboration to policy based destruction. Special awards or designations that have been talked about publicly 2012 Government final Trademark approval for WebSearch and Archive Studio Buyers Lab ***** five star rating for Archive Studio BERTL's Best 2005, 2007, 2009 Scanning and Archive Solution 2007 Ricoh Technology Partner of the ear" Award 2007 Tampa Bay Journal Top 25 software developers 2006 Global Imaging Award 2005 Fujitsu ISV Partner Innovation Award 2002 Florida High Tech Fast 50 Award 24

25 Cost justification: Process Improvement (addressing slow, manual, inefficient document processes) Security & Compliance (information security, audit trails, access controls) Total Cost of Ownership "TCO" (reduce consumables, maximize equipment, go digital vs. paper) Environment (manage energy consumption, reduce waste, conserve resources) Special attributions: Software is also available on-demand as a subscription service Workflow engine is customizable Archiving ability build into WebSearch Scanning and Indexing software is built into WebSearch, therefore, requiring no additional desktop capture licenses. SharePortal module is included in WebSearch for sharing documents with outside associates while keeping files secure. Files are stored with names and folders that mimic meta data, rendering network file storage as completely un-proprietary. 25

26 Nonproprietary notations: Archive Studio utilizes servers with standard Microsoft Server software and SQL server or SQL express. Files are stored in non proprietary folders, designed by the user. File names are non proprietary and designed by the user. All electronic files are stored in their native format, scanned documents as standard searchable archive quality PDF files. Top customer use-cases where the benefits of the solutions are most clear: The initial payback for customers is from labor savings, with the ability to locate desired files in seconds, each and every time, from any location. Intrinsic benefits are file security, compliance, disaster recovery, increased online collaboration, reduced traffic, diminished file storage costs, and automated retention policy management. This is seen most often with project driven files, such as medical records, customer files, case files, HR records, construction project documents, support files for manufacturing, archiving and correspondence. Key words that typically are associated with this use case scenario: Labor savings, instant document access, security, compliance, disaster recovery, collaboration, workflow, archiving, reduced file storage costs, retention, records management, document management, content management solution The top industries, vertical or horizontal markets that need the solution: Local and State Government, Professional Service organizations, Manufacturing, Healthcare and Construction. Alternatives to the Solution: Store paper documents in file cabinets or at an off-site records center. Manage MS- Office files, miscellaneous electronic files and on local or networked drives with little security, no activity trail, unenforceable records retention policies, non compliance to industry regulations and limitations on the accessibility of files. 26

27 Points of differentiation: Archive Studio offers a 100% browser based single server installation, simplifying the user experience and minimizing in-house IT involvement and support. Up to an unlimited amount of users have access to Archive Studio through their standard desktop browser via network or secure internet access. Archive Studio incorporates archiving, workflow and web based scanning with document and content management. Strengths of this solution: Archive Studio is available as a single server browser accessed content management solution. Archive Studio includes capture and indexing software and may also be configured for use with 3rd party capture applications. A developers API is available for integration with line-of-business applications and for non developers, the WebSearch connector is included. archiving is included in Archive Studio in comparison with the many standalone archiving products on the market. Company Backgrounder/Descriptor: 50 word Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers with the award winning Archive Studio product suite, encompassing document capture, indexing, workflow, file security, 100% browser access, compliance, file archiving and records retention management. 100 word Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers with its award winning Archive Studio Content Management and Document Management Software Suite. Archive Studio is a secure browser-based solution that is an easy to use, productive document management, workflow and archiving solution for any business environment seeking secure Instant Document Access. Archive Studio is available as a server-based product or an on-demand cloud-based software as a service. DocuLex is committed to our customers and partners. We provide innovative, proven solutions to ensure your success, and the tools you need to streamline business processes and increase revenue. 27

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