DocumentLOK TM. Complete End-to-End Process Management for Your Company s Documents and Electronically-Stored Information (ESI)

Transcription

1 DocumentLOK TM Complete End-to-End Process Management for Your Company s Documents and Electronically-Stored Information (ESI)

2 Yes, you DO need Document Management! THE SITUATION: Here s why: The status quo has brainwashed us to accept information overload. Too much stuff in too many disparate locations with too little organization, and no cohesive policy for retention or destruction. This is called unmanaged data. How much unmanaged data exists in your business? Think about it: Database server: CRM/Primary business system data File server: 3rd party applications, shared network drives, official repository for electronically-stored information (ESI) Exchange server: Thousands of uncataloged s, public folders, contact & calendar information IIS/Web server: Web assets, publicly-shared information Individual workstations: More s in private folders, more ESI on local drives, often not backed up Portable media: USB drives, CDs & DVDs (containing more ESI), often not backed up External web sites (Favorites): Critical for day-to-day operations, but usually not documented or stored off-line File cabinets: Physical documents, files, notes, records Bob s desk: aka The Black Hole Bob s briefcase: Even deeper Bob s back seat: Don t even go there Telephone systems: Stored voice mails Library/Break room: Manuals, saved newsletters, vendor/supplier reference materials Training room: Training manuals, videos & more reference materials Off-site storage: Archives & old files still within their legally-required retention periods THE PROBLEMS WITH THE STATUS QUO: EXCESSIVE COST Organizations of all sizes can see immediate cost reductions by implementing a document management system: Reduced document processing costs toner, paper, postage & courier costs Reduced storage costs On-site storage supplies, lost real estate value, etc. Off-site storage - direct costs for archive storage & retrieval WASTED RESOURCES Human resources the most expensive resources Organizations of all sizes will see an immediate increase in productivity Re-allocate human resources to income-generating activities Re-allocate hard cost savings back into development Develop better products than the competition Achieve faster time-to-market LEGAL EXPOSURE / REGULATORY COMPLIANCE EVERY country, state, province, and even many county, parish, and local governments impose regulations on document management, storage, retention, and access If you do business in multiple jurisdictions, your problems are multiplied exponentially Most regulations do NOT provide exemptions for smaller organizations Depending upon your industry, there can be literally HUNDREDS of laws, rules, regulations & acts that affect document management, preservation and accessibility INADEQUATE CUSTOMER SERVICE Respond faster to customer needs often in real-time Eliminate lost files and call-backs Service separates one organization from another in a commodity (or perceived commodity) market INADEQUATE DISASTER RECOVERY Electronic backups replace lost data Insurance replaces lost physical assets What replaces lost documents? These are not just idle, baseless statements. We have an arsenal of surveys, studies and documentation to support these claims - and more. The size of your business does not matter. ALL companies have unmanaged data. ALL companies face document and/or content management challenges the only difference is how they deal with them. Are you going to hide your head in the sand, trying to convince yourself that there is no problem or are you going to attack the challenges head-on?

3 Primary Business / Database / CRM / ERP / H.R. / Accounting (etc.) System(s) Integration / Metadata Exchange Capture / Scan Import Index File Manage Retrieve Distribute / Fax / Archive / Purge Capture/Scan/Import Flexible document capture and scanning features allow you to quickly and efficiently convert paper documents into digital image files. Documents that are already in digital format are easily imported into DocumentLOK TM, allowing you to manage all of your important data. Index/File Human error and manual indexing are relegated to the past with DocumentLOK TM. Our hyper-flexible bvinte- GRATOR TM tool seamlessly integrates with your business system(s) to automatically apply metadata to your documents guaranteeing accurate indexing. File After being automatically and accurately indexed with little or no human intervention, documents are filed in the secure DocumentLOK repository, linked to the proper record within your primary business system ensuring that your valuable data is in the correct place for quick and easy access. Our unmatched security features ensure that your data is accessible only to those with the proper permissions. Manage Once inside the DocumentLOK TM secure repository, your documents can be annotated or routed through review or approval processes, or compiled/decompiled through our bvworkbench module giving you ultimate flexibility in the document assembly and submission processes. Retrieve Thanks to our seamless integration with your primary business application(s), your documents are only a single click away. Retrieving documents from non-integrated repositories is equally easy, by navigating the intuitive tree structure, or using our powerful search features. Distribute Print or fax documents directly out of DocumentLOK with only a couple of clicks. single or multiple documents, too keeping them in their native file format(s) or converting them to PDF prior to sending. Archive/Purge Proper regulatory compliance mandates a well-defined document retention policy. When documents have reached the end of their useful or legally-mandated lifecycles, though, you need the flexibility to choose how (or if) you want to dispose of them. With DocumentLOK, you can choose to archive them to a CD, DVD, WORM drive, or any other media you desire or you can purge them from your system completely. Bull Valley Software, Inc.

4 Powerful Document Capture Module Import Electronic Files via Microsoft Office & Outlook Integration Flexible File Storage Options Unlimited File Support Unsurpassed Security Active Directory Integration Flexible Storage Options Non-Repudiable Audit Tracking Immutable Version Control Seamless Integration DocumentLOK TM supports centralized, decentralized, pre-process, post-process and local scanning via any TWAIN-compliant scanner or multifunction device (MFD). Advanced barcode recognition technology, standard and/or zonal OCR (Optical Character Recognition), ICR (Intelligent Character Recognition) & OMR (Optical Mark Recognition) make the process of document capture a breeze. Image enhancement features (de-speckling, de-skewing, automatic image rotation & color drop-out) reduce Quality Control time to virtually nil. Send documents into DocumentLOK TM directly from any Microsoft Office application, or drag-and-drop from Windows Explorer or anywhere on your network. Documents scanned into DocumentLOK TM can be stored as either compressed TIFF or PDF files. ESI (Electronically Stored Information) such as word processing, spreadsheet, or graphic files can be stored as immutable TIFF files or they may be kept in their native file format (.doc,.xls,.msg,.jpg, etc.) to allow updating through our tightly controlled Version Control system. Use DocumentLOK TM to manage not only scanned documents and traditional electronic files (word processing, , spreadsheet, etc.), but also audio files, video files, CAD/CAM drawings, etc. Any file format that is supported by Microsoft Windows is recognized and supported by DocumentLOK TM. With DocumentLOK TM, your files are completely secure. Utilizing 128-bit encryption and a 3-tier architecture, DocumentLOK TM keeps your documents and ESI accessible by those who should have access and protected from those who shouldn t. Unlike many other DM systems, DocumentLOK TM never stores your documents as individual files on a network drive where they could be opened through Windows Explorer. DocumentLOK TM is fully integrated with Microsoft Active Directory Services, making your System Administrator s life exponentially easier and giving you ultimate flexibility in configuring your security options. Storing documents and ESI in DocumentLOK TM is the definition of flexibility. Files can be stored as encrypted objects within Microsoft SQL, or as encrypted mega-files on any network storage device giving you the flexibility to use a NAS, SAN, distributed storage across multiple servers, or simultaneous writing to multiple destinations with complete security. DocumentLOK TM can be configured to monitor, track, and log any or every interaction with any document or file. Whether a user indexes & files a document, applies an annotation, faxes/prints/ s a document out of DocumentLOK TM, or merely views a document all relevant details are transparently recorded to give you the ultimate in document non-repudiation and regulatory compliance. DocumentLOK TM can be configured to allow documents that are stored in their native file format to be modified through a check-in/check-out process; however, any updates are automatically saved as a new document through the Version Control system. Updated documents never overwrite the original, thus protecting the integrity of the source document. You have probably invested a considerable amount of money and resources into your primary business management, HR, Accounting, CRM, and/or ERP system(s). DocumentLOK TM respects this investment by seamlessly integrating with these other applications. Documents and ESI within DocumentLOK TM can be linked to a client or other record (case/matter, patient, policy, investment, property, etc.) within your primary system(s) - giving you single-click access to all of your documents and ESI without having to leave your primary application! Efficiency Driven Innovation TM

5 DocumentLOK TM Benefits With DocumentLOK, we finally have confidence in the storage and indexing of our documents. Boost Staff Productivity A centralized document repository means that all of an organization s documents, unstructured data, and electronic files are always in the proper place at all times. Scanned documents, s, and faxes are retrieved with a single mouse click, refocusing valuable staff time towards income-producing tasks instead of chasing paper. Integrate With Existing Applications DocumentLOK can integrate with virtually any Windows or webbased application, allowing an organization to maximize the use of its current business systems and leverage existing technology investments to their fullest extent. Bull Valley s hyper-flexible bvintegrator tool seamlessly links DocumentLOK with existing business systems to provide immediate, single-click access to scanned documents and other electronically-stored information without ever having to exit the source application. Reinforce Regulatory Compliance Initiatives Multiple new laws and regulations are causing organizations to become mired in legal and compliance issues, sapping valuable productivity from already-strained systems. DocumentLOK gives organizations the tools they need to ensure the integrity and confidentiality of their documents, while maintaining accessibility for those with proper security permissions. Reduce Legal Exposures and ediscovery Costs Unstructured data stored in unmanaged repositories across multiple platforms with no documentation of the contents and no cohesive policy for retention or destruction. In addition to the countless legal exposures that may exist in this scenario, the electronic discovery costs arising from one lawsuit could bankrupt the organization. Yet this is precisely the state of and document storage for most businesses today. Reduce Costs Copies of documents and files stored within DocumentLOK can be sent to a customer via an organization s or network faxing software, or directly to another staff member s inbox with a single mouse click virtually eliminating photocopy, postage, and courier expenses. Improve Customer Service With all scanned documents and electronically-stored information in one centralized and indexed repository, an organization can respond to customer service needs instantly without having to find the file, chase paper, or scour the network for a saved file. By ing or faxing directly out of DocumentLOK, critical documents can be securely in the client s hands before the telephone call has ended. Enhance Disaster Recovery Network backups can only do so much. In order to be included, the network must know where to find the electronic files which can be problematic when files are stored in disparate locations, including multiple local workstation hard drives. And, it is physically impossible for a network backup to include physical records or paper files. By including DocumentLOK in its overall disaster recovery plan, an organization is protected on all fronts. All documents and unstructured data are stored in one centralized and indexed repository, and there are no more paper files left to lose. DocumentLOK is an integral part of an organization s policy for managing its unstructured data. By committing all messages, faxes, scanned documents, and electronic files to one centralized and catalogued repository, an organization is able to control its content fully aware of what data exists, where it is stored, and when it should be purged thus mitigating potential legal exposures and reducing discovery costs in the unfortunate event of litigation. SalesAdmin@BullValleySoftware.com

6 We saw a 75% reduction in document distribution costs our first year after implementation. Bull Valley Software At-A-Glance Bull Valley Software, Inc. is a premier provider of Document and Content Management, I.T. Infrastructure Library (ITIL ) and regulatory compliance solutions to organizations of all sizes. By integrating with virtually any Windows or web-based ERP, CRM or database application, DocumentLOK maximizes your existing technology assets by providing immediate, single-click access to all of your electronic documents and files from within your primary business applications. Recognized as one of the most comprehensive solutions available, DocumentLOK combines secure document management, compliance management, and workflow management in one enterprise application, giving you the power and flexibility to adapt to the ever-changing regulatory and technological landscape of today s global business environment. DocumentLOK TM is a must-have for anyone who has ever gone through a compliance audit. This software is a godsend! Bull Valley Software, Inc. Corporate Headquarters 820 East Terra Cotta Avenue, Suite 244 Crystal Lake, IL USA United States +1 (815) Australia SalesAdmin@BullValleySoftware.com 2010 Bull Valley Software, Inc. All rights reserved. DocumentLOK, bvintegrator and Efficiency Driven Innovation are trademarks of Bull Valley Software, Inc. All other trademarks are the property of their respective owners. DIN INTL.EM