Enterprise Content Management - The Possibilities are Infinite. Pamela Doyle, Director Fujitsu Computer Products of America Director, AIIM Board

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1 Enterprise Content Management - The Possibilities are Infinite Pamela Doyle, Director Fujitsu Computer Products of America Director, AIIM Board

2 Business Drivers Cost Reduction Enhance Customer Service Business Continuity Regulatory Compliance Environment

3 Cost Reductions Facts: 80% of information is still retained on paper (CAP Venture) Cost to file a document $20 Search for misfiled $120 Recreate lost $250 (Inc. Magazine) 4 drawer file cabinet (15-20K) $25,000 to fill $2,000 to maintain (futurelawoffice.com) $6,200 single fax machine (Captaris) Objectives: Reduce operating costs Streamline processes Do more with less resources Reduce storage space Get content under control: Enable file sharing and collaboration Deliver more positive customer experience More informed decisions

4 Business Continuity Facts: 40% of 1,200 organization have no DRP (Captaris) 75% of SMBs have no DRP (Inc. Magazine) 2 out of 5 companies experience disaster out of business in 2 yrs. (Gartner) Businesses suffering an incapacitating disaster: 43% resume operations Only 29% still in business in 2 yrs. Total of 71% out of bus. in 2 yrs. (Contingency Research Group) Objectives: Protect information asset Ensure continuity 24x7x365

5 Regulatory Compliance Facts: Government Elimination of Paper Act FOIA Check 21 Data Protection Acts ediscovery Objectives: Data accessibility Privacy Protection Auditable

6 Environment Facts: Buildings are the single largest contributor to global warming accounting for almost half (48%) of total annual U.S. energy consumption and carbon dioxide emissions 76% of all U.S. Generated electricity goes to the building sector Architecture2030.org Facts: Average document photocopied 19 times There are over 4 trillion paper documents in the U.S. alone growing at a rate of 22% per year PWC Objectives: Reduce energy Reduce gas consumption Reduce carbon dioxide Reduce paper 6 FUJITSU Confidential

7 The Solution

8 ECM Functionality Convert paper to electronic Document distribution Distributed capture Manage all content (electronic, , web) Secure access Simultaneous access Author Check/out Check In Audit trail Automate business processes (BPM) Redundant off-site storage Paper to Digital

9 Trends

10 For Organizations to Maximize the Effectiveness of ECM, it is Beneficial to Connect People, Processes and Content While documents (content) support the work being performed, processes define the work that s done. Doug Reynolds, President, AgilityPlus Solutions Business processes require people and content Integrating ECM with Workflow (BPM) connects the processes with the content and people Extends the value of the investment Resulting in: Improved company performance Enhanced customer service Increase in employee productivity Significant cost savings

11 For Organizations to Maximize the Effectiveness of ECM, it is Beneficial to Connect People, Processes and Content State of the ECM Industry AIIM Industry Watch

12 For Organizations to Maximize the Effectiveness of ECM, it is Beneficial to Connect People, Processes and Content State of the ECM Industry AIIM Industry Watch

13 Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model Please describe the current state of Distributed Scanning and Capture within your organization Moving capture to the point of origin Distributed Capture AIIM Industry Watch

14 Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model Drivers Cost of shipping Reduce gas consumption Alternative to faxing Eliminate mail float Faster access to content Accelerate business processes Faster access to revenue Enhance customer service Integrate paper into to workflow (business processes)

15 Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model Drivers Expedite transactional processes Lower cost personal, workgroup and departmental scanners with advanced capabilities

16 Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model Market Segments (New) Personal Rated 8-15 ppm, most priced <$750 Desktop/Workgroup Rated ppm, most priced $750 - $1,499 Departmental Rated ppm, most priced $1,500 - $3,999 Low Volume Production (LVP) Rated ppm, most priced $4,500 - $9,999 Mid Volume Production (MVP) Rated ppm, most priced $10,000 - $34,999 High Volume Production (HVP) Rated >100 ppm, most priced $35,000+

17 Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model Name the TOP TWO Benefits or Potential Benefits of Distributed Capture Percentages Eliminate or reduce shipping costs (no longer need to ship documents back and forth between 20% offices) Reduce software implementation and administrative costs (a distributed solution eliminates the 9% need for fat client installation and maintenance Reduce equipment costs (less reliance on high-end production scanners in every location) 9% Scan in one location and index in another (optimize labor cost differentiates across regions) 15% Improved efficiency (get access to information immediately; eliminate mail float ) 59% Automate processes (improve processes by eliminating paper at point of origin) 45% Information security (document is captured at its origin and securely stored electronically) 27% Risk management (transform paper information to electronic information that can be managed 16% through disaster recovery procedure) Distributed Capture AIIM Industry Watch

18 Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model Do you use Distributed Scanning and Capture in this process? (of those using Distributed Scanning and Capture somewhere in their organization) Product Management 23 Sales and Marketing 23 Human Resources 38 Finance and Administration 59 Distributed Capture AIIM Industry Watch

19 Distributed Capture Continues to Gain Momentum as the Preferred Capture Deployment Model How would you compare the ROI of your Distributed Scanning and Capture implementations with other technology investments? Distributed Capture AIIM Industry Watch

20 Distributed Capture has Spawned a New Capture Model Called Transaction Capture Distributed capture has been so effective in streamlining transaction-intensive processes that a new model called Transaction Capture has evolved Applications: Invoice processing Expenses Order processing HR Any application involving static documents

21 Distributed Capture has Spawned a New Capture Model Called Transaction Capture Benefits: Eliminate lost or misplaced Immediate access Expedite business processes Audit trail to demonstrate compliance Top application is accounts payable

22 Distributed Capture has Spawned a New Capture Model Called Transaction Capture Top Benefits of Imaging and Workflow (AP) Source: Aberdeen Group, March 2008 Remove paper at point of entry invoice 65% Reduce time spent on inquiries 63% Lower administrative costs of process & lower headcount 56% Automate task with workflow rules 55% Improve reporting and analysis capabilities 48% Improve financial audit capabilities 43% Eliminate duplicate and over payment 40%

23 Distributed Capture has Spawned a New Capture Model Called Transaction Capture Definition of Maturity Mean Class Performance Best in Class Top 20% Industry Class Middle 50% Laggard Class Bottom 30% $4.60 cost to process an invoice 4.4 days time to process $12.20 cost to process an invoice 14.4 days to process $55.00 cost to process an invoice 34.4 days time to process Source: Aberdeen Group

24 Distributed Capture has Spawned a New Capture Model Called Transaction Capture Actual customer testimonials report: Reduce cost of processing invoices by 25 to 65% Reduce paper by up to 90% Reduce time to process invoices by 40+% Reallocate % of AP personnel

25 ECM Evolves from Niche to Mainstream Mass adoption Spurred by MOSS 7 Millions of organizations have deployed Fastest growing product Microsoft vision is provide a platform to build contentrich applications Catalyst for the benefits of ECM

26 Microsoft Office SharePoint Server

27 ECM Evolves from Niche to Mainstream Weaknesses: Not complete integrated suite of ECM products No document imaging No forms processing (paper) No advance workflow (BPM) Strengths: Tight integration with MS Office Easy to use Affordable

28 ECM Evolves from Niche to Mainstream Good for: Ad hoc document storage Departmental collaboration Active documents Recommendation: Work with knowledgeable VAR to determine: SharePoint, Dedicated ECM, or Combination to address application needs

29 Milwaukee County Company Overview: The Office of the Register of Deeds Oversees all real estate related documents for approximately 300,000 parcels of land Additionally manages: Corporation papers Military discharges Financing statements Birth, death, & marriage certificates Implementation Objectives: Scalable across entire organization Quick and remote access Safe storage (protect legacy)

30 Milwaukee County Initial Implementation: Capture legal documents (land and title information) prior to returning to banks daily Initial Results: 2,400 pages per day on MVP Digitized documents published on-line Interested parties (i.e. loan officers) can search public records Recent Implementation: Abstract card library 1 Million cards with home information Chronicle properties chain of titles All transactions Legal history for original purchase from government of most recent sale

31 Milwaukee County Title searches frequently reference cards for home closing or foreclosure Results: 1,400 dusty and fragile stock card pages in 1 hour while maintaining integrity of cards (originals retained) Safeguarded historical information Remote access Electronic versions of abstract have saved title searchers valuable time Electronic versions provide authentic backup Piece of history successful preserved

32 Florida Department of Transportation (FLDOT) Company Overview: Provide a safe transportation system Central office Tallahassee, FL 8 District offices Responsible for all bridge and road construction and maintenance Business Problem: Too many man hours spent on archiving and maintaining paper files Retained for 15+ years (some no disposition) Example of volume: 11,800 bridges (building specifications, pile driving records, construction documents, maintenance records, etc.) Documents for all roads in state

33 Florida Department of Transportation (FLDOT) Solution: Integrated ECM & BPM solution 65 Fujitsu scanners (Dept./LVP) Capture, index and store all bridge and road documents Benefits: Immediate access by remote personnel Simultaneous access (projects discussed via teleconference) ROI: Reduced time to process documents Reduced time and expense of travel Projects audited remotely (compliance) Reallocated 3 full-time personnel Substantial reduction in physical storage

34 Wood County, OH Company Overview: Dept. of Job and Family Services provides: Long term family assistance or Temporary help Committed to its responsibilities Business Problem: Need a solution to increase the speed and accuracy of responsiveness to consumers while easing the burden on case workers Consumers work with case workers completing numerous forms

35 Wood County, OH Implementation Objectives: Replace paper files with electronic Reduce physical storage requirements Aide with compliance Integrate with CRIS-E (Client Registry Information System Enhanced), a custom mainframe applications used by Ohio DJFS Solution: EZ Forms (Custom Application) Enter consumer SSN and existing consumer information from CRIS-E populates various forms Completed forms are signed using signature pad from Topaz Systems (digital signature)

36 Wood County, OH Integrated ECM Suite Signed forms stored in ECM respository Supporting documents scanned and stored Sample ROI: Case workers can manage higher volumes Substantial reduction in storage (elim. 90% of paper; added 2 offices) Workflow makes checking status of processed forms easier Audit trail proves accountability

37 More Information Industry Association ARMA at AIIM at Trade Show Seminars Social Networking (informationzen.org) Education Case Studies, product information and white papers: Fujitsu at