Cloud Based Document Management

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1 Cloud Based Document Management

2 WHY IS THE CLOUD IMPORTANT? The Information Explosion It is the information that is setting up competitive differentiation, not specifically products and processes. It is the access to information around both these things that creates a competitive advantage.

3 WHY IS THE CLOUD IMPORTANT? The cloud is all about information access

4 What is the cloud?

5 WHAT IS THE CLOUD? Comes from the early days of the Internet where we drew the network as a cloud we didn t care where the messages went the cloud hid it from us. Kevin Marks, Google Hosting applications on the internet as a service ECM / Document Management was one of the first cloud based applications

6 WHAT IS THE CLOUD? It s all about mobility

7 DO YOU USE THE CLOUD?

8 EARLY CHALLENGES & ISSUES

9 STATISTICS FOR ON-PREMISE IMPLEMENTATIONS Cost of Traditional Data Centers 11.8 million servers in U.S. data centers Servers are only used at 15% of their capacity $800 billion spent annually on purchasing & maintaining enterprise software 80% of enterprise software expenditures are on installation & maintenance of software

10 STATISTICS FOR ON-PREMISE IMPLEMENTATIONS Cost of Traditional Data Centers Data centers typically consume up to 100 times more per square foot than a typical office building Average power consumption per server quadrupled over the last 5 years Standard 9,000 SQ FT facility costs $21.3 million to build with $1 million in annual electricity costs Data centers consume 1.5% of U. S. electricity What is the alternative?

11 CLOUD ECM vs. ON-PREMISE SOFTWARE

12 CLOUD ECM vs. ON-PREMISE SOFTWARE Source: AIIM

13 CURRENT MARKET FOR ON-PREMISE ECM Source: Gartner Group

14 CURRENT MARKET FOR ON-PREMISE ECM Source: Gartner Group

15 WHY ECM IS WELL-SUITED TO THE CLOUD

16 ECM IN THE CLOUD

17 Cloud Based Document Management

18 BENEFITS OF CLOUD-BASED ECM Virtual, service oriented architecture eliminates the need for end users & IT to have expertise in, or control over, the technology infrastructure in the cloud that supports them Lifecycle Management of applications is easier, as they do not need to be installed on each end user s computer. Easier to support Easier to enhance & update Changes reach clients instantly

19 BENEFITS OF CLOUD-BASED ECM Significantly Reduced Costs No upfront capital expenditure Turn fixed costs into variable costs Reduced ongoing & life cycle costs Cost elimination through standardization & reuse of IT infrastructure Cost reduction in designing, provisioning, & delivering new applications No annual software maintenance fees

20 BENEFITS OF CLOUD-BASED ECM Significantly Reduced Costs Reduces overall Total Cost of Ownership (TCO) If you move your data center to a cloud provider, it will cost a tenth of the cost. Brian Gammage, Gartner Fellow Use of cloud applications can reduce costs from 50% to 90%. CTO of Washington, D.C.

21 BENEFITS OF CLOUD-BASED ECM Ease of Modification APIs allows application development outside the cloud to take advantage of the communication infrastructure within it Web Services Metadata Templates Electronic Forms Workflow

22 BENEFITS OF CLOUD-BASED ECM Enhanced Security Clouds enable automated security management Replicated data centers Vendors have a greater investment in security infrastructure Fault tolerance, reliability & redundancy Sophisticated power solutions Primary & back up generators Multiple Data & Telecommunications Carriers Real time detection of security tampering & ongoing audits High end vendors have: SOC 2 audits N + 1 redundancy ISO certification

23 BENEFITS OF CLOUD-BASED ECM No Internal Technical Support Required IT resources can spend time on critical internal issues Improved agility due to less reliance on the IT department to support & deliver new initiatives Service & support handled by the vendor Software & hardware upgrades managed by the vendor

24 BENEFITS OF CLOUD-BASED ECM Enhanced Reliability All outages are planned No downtime without notice All maintenance is scheduled 99.99% SLAs for uptime are typical

25 BENEFITS OF CLOUD-BASED ECM Quick deployment: Implementation is very fast Low barrier to entry, high return on investment Small & medium sized organizations can get access to high end applications without a huge upfront capital expenditure Scalability & elasticity Scales by demand no wasted capacity Allows solution to grow as your organization grows Compliance documents are stored in a single, secure & central location Mobile access everywhere Continuous evolution of technology

26 BENEFITS RATING TODAY: What a Change

27 A Cloud-Based ECM Example Invoice Automation

28 INVOICE AUTOMATION SCENARIO Incoming Invoices Incoming Mail CLOUD BASED ECM Pass extracted invoice data directly to AP system Vendor Portal Approved Payment / Check Requests Incoming Incoming Faxes e Invoices Digital Mailroom Intelligent Capture Data Extraction Invoice Automation Hosted Portal Approving Departments AP Department Payment Check Request Approval Workflow Online creation, completion & routing for approval

29 THE BOTTOM LINE

30 Cloud Based Document Management Larry Reynolds GRM (770)

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