Guide to Going Paperless in the Cloud. IDEAL.com, Parklawn Drive, Rockville, MD IDEAL -

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1 Guide to Going Paperless in the Cloud

2 Use this Guide to Determine Your Needs and Compare Your Options 1. Do More with Less in a Paperless Environment If all you want to do is store documents, then there are many "file cabinets" in the sky that will do just that, and only that -- storage. Some are even free. However, if you're looking for an application that is compliant, that tracks and processes workflow, that provides secure collaboration and communication, and that is CCHIT certified, then IDEAL- Cloud powered by kloudtrack is your answer. It's important to note that, while you may find others who offer one or two of the features that IDEAL-Cloud powered by kloudtrack has, there is no one else who provides everything that we do in one secure internet-available system that you pay for on a monthly basis, based on your use in the previous month. IDEAL-Cloud powered by kloudtrack is unique in its delivery and comprehensive in its abilities. Consider the types of documents and other content that you have in your company that your employees need access to or that you need to distribute to other company locations or to others outside your company. Think about the workflow that you need to maintain in order to keep your company functioning smoothly. Think about the ways that you need to collaborate and communicate both internally and externally. Finally, consider any certifications or legal requirements to which your company must conform. 2. Small Picture vs Big Picture Planning All too often, businesses look at document management and going paperless as just a paper problem, when, in fact, managing your company s paper documents is part of a much larger picture that includes: managing digital documents and other forms of content in addition to paper determining how those documents flow within the company (workflow) knowing who needs to see which documents, when and where communicating between employees and other entities about the various corporate data and content meeting compliance and certification requirements, when necessary 2

3 3. Criteria for Going Paperless What makes an excellent Document Management Solution? The document management solution should be clearly defined and easily understood by all users and potential users There should be the capability to manage all types of documents, content and data that you currently use or anticipate using in the future The document management solution should be secure, redundant, and capable of maintaining your documents, data and content in the event of an emergency It should simplify procedures by automating workflow and providing audit trails It should be capable of meeting whatever certifications, or compliance your firm requires It should be scalable It should minimize your equipment and IT requirements, while maximizing your efficiency The solution provider should provide scanning services for your paper data and should import your legacy data into your solution and fully set up your system for you The solutions provider should train your personnel and be available to answer questions 4. Why is the Cloud a Preferred Method of Document Management? the cloud enables organizations to reduce the risk and cost of document management without requiring additional IT personnel or equipment the cloud can enable small businesses to have document management and business processes that were once affordable only to large businesses, so they can compete in the global marketplace. the cloud is versatile and can be utilized for deployments that are organization-wide, departmental or involving third-party data stakeholders 3

4 a SaaS Cloud application can be modular, with modules that are able to automate, control, track and report on business and work flow process as well as monitor the cross-roads where individuals interact with sensitive information cloud solutions provide a nearly immediate ROI and reduced total cost of ownership (TCO) because the software applications, network infrastructure and data, documents and content are stored in t data centers in the cloud and can be accessed by authorized users over the World Wide Web - anywhere anytime the cloud eliminates the need to commit IT resources to maintaining the software and eliminates the worries about any related cost of owning/administrating these data and process management resources in-house users of cloud technologies experience faster, less expensive and lower-risk data management and GRC deployments. 4

5 5. Why Choose IDEAL-Cloud powered by kloudtrack? For organizations considering moving their company data assets to the cloud in a document management or content management cloud-based system, IDEAL-Cloud can help mitigate the risk and cost by allowing a Start Small and Scale TM approach under which existing IT assets are leveraged and extended to the cloud. The IDEAL-Cloud technology platform provides a Cloud 2.0 framework for deploying sophisticated data management, business process utilities and legacy IT integration within organizations of all sizes. IDEAL-Cloud can be utilized for deployments that are organization-wide, departmental or involving third-party data stakeholders. Designed modularly the IDEAL-Cloud SaaS Cloud application modules are able to automate, control, track and report on business and work flow process as well as monitor the crossroads where individuals interact with sensitive information in addition to content management in the cloud and document management in the cloud. This Human Side of Compliance is a key differentiator for IDEAL-Cloud and solves real-world challenges in virtually any industry sector - financial services, healthcare/medical, government, pharma and many more. powered by kloudtrack Benefits of Using IDEAL-Cloud IDEAL-Cloud offers solutions for all types of enterprises looking to leverage SaaS Cloud technologies for the storage, management, and control of documents, content and data while also realizing the IT cost benefits of the cloud. Clients utilizing IDEAL-Cloud see an immediate ROI and reduced total cost of ownership (TCO) as the software applications, network infrastructure and data, documents and content are stored in redundant data centers in the cloud. End users access these technologies and data over the Internet via the World Wide Web - anywhere anytime - on a tiered and user rights basis. 5

6 Critical benefits for IDEAL-Cloud clients include the elimination of costly IT infrastructure, no need to commit IT resources to maintaining the software and no worries about any related cost of owning/administrating these data and process management resources in-house. IDEAL-Cloud clients experience faster, less expensive and lower-risk data management and GRC deployments. Use the worksheets that follow to determine your document management needs and to compare your options. We think you ll find that document management in the cloud is cost effective and efficient. We know you ll discover that while you may find others who offer one or two of the features that IDEAL-Cloud powered by kloudtrack has, there is no one else who provides everything that we do in one secure internet-available system that you pay for on a monthly basis, based on your use in the previous month. IDEAL-Cloud powered by kloudtrack is unique in its delivery and comprehensive in its abilities. 6

7 6. Determine Your Document Management and Business Process Needs Use the form below to determine your document management and business process needs: Question What types of documents/content/data do you have? Check all that apply. Answer Office Documents (Paper) CAD or other Large Format Documents Audio Files Office Documents (Electronic) Videos Multimedia Files Other (describe) What is the approximate total number of documents and files that you have? Number of paper office files Number of paper CAD or large format files Number of electronic files Number of other file types What business challenges do you have? Check all that apply. Reduced Budgets and Employee Limited Visibility & Transparency Support for multiple data types, sources and legacy IT platforms Unauthorized access and use of data Reporting and Administration of systems at the business user level Other (describe) Do you need to comply with any specific legal requirements? Do you require any specific certifications? Yes No If yes, what requirements: SEC HIPPA SAFETY Act Other (list) Yes No If yes, which certifications: CCHIT FedRAMP FINRA Other (list) How many employees do you have? How many locations do you have? What is your budget? Yearly Monthly 7

8 7. Who Should Take Part? Determine who needs to be part of your document management and business processes decision: Name Role Organisation 8. Get Solution Demonstrations and a Pilot Project Trial All companies put on their very best faces during a demonstration. Use the demonstration to see which products have the features that you need. This is also the time to secure employee buy-in by letting them help test the new solution. Once you ve narrowed down the field, request a pilot project trial. You will pay a small fee for this trial, but it is well worth it to be able to put it into use in your organization BEFORE you commit to the solution. Use the table below to monitor your pilot project trials. Product Pilot Project Trial Dates List What You Liked and What Worked List Any Problems that You Had During the Trial 9. Use This Space to Jot Down Any Questions You Have 8

9 10. Moving Forward Once you ve decided on the document management and business process solution that worked best for your needs: get final comments and secure buy-in from the employees within your firm get a formal quote and a statement of work from the provider make any arrangements that must be made, including scanning of paper documents and access to electronic documents determine a start date and completion date for your project (cloud solutions usually are ready very quickly) determine who should be advised of the progress of your project make arrangements for any training that is necessary 11. Enjoy the Efficiency of the Cloud Do More with Less in a Paperless Environment Remember If you want to improve efficiency and reduce costs with an application that not only stores and manages documents, but that also is compliant, tracks and processes workflow, provides secure collaboration and communication, and is CCHIT certified, then IDEAL-Cloud powered by kloudtrack is your answer. No one else who provides everything that we do in one secure internet-available system that you pay for on a monthly basis, based on your use in the previous month. IDEAL-Cloud powered by kloudtrack is unique in its delivery and comprehensive in its abilities. We invite you to see all that it can do. Contact sales@ideal.com information or to arrange an online demonstration. 9