Overcome your daily document challenges with Canon Document Solutions

Transcription

1 Overcome your daily document challenges with Canon Document Solutions

2 Managing your information effectively Would you like to know how to manage your information effectively and optimise your documents efficiently? Did you know 51% of organisations see growing data volumes as a key challenge. Source: Forrester - The Big Deal About Big Data For Customer Engagement, June 2012

3 Complete solutions to meet your business needs Understanding and identifying your document requirements Professional Services Offering optimal mix of services with the right hardware and software to deliver a solution that provides continual value Canon can help you to: Reduce cost and increase staff productivity Access information quickly and conveniently Improve quality of customer experience Hardware Software

4 Experience and success Information capturing, management and distribution has been revolutionised thanks to Canon s Document Solution. The difference Canon has made to the availability, accessibility and quality of our business information is priceless. Whitemountain Quarries, United Kingdom By streamlining our printing processes and guiding us towards the latest hardware and efficiency-enhancing software tools, Canon has saved us 20,000 a year and sharpened our brand image. Peugeot Azur, France Users have access to a highly available and secure print solution which has increased our productivity and security and reduced print costs. In fact, we have halved our print costs and are now saving over 1 million every year. Fraport AG, Germany

5 at your disposal Hassle-free solutions with quick deployment and controlled integration Based on customer best practice and continuous innovation Proven results for you and your stakeholders Partner with a personal company with a human face

6 Overcome your daily document challenges How Canon can help you Secure storage and fast document retrieval Easy PDF creation and control Publish professional documents in-house Connect and distribute to Microsoft applications Effective document compression and conversion Online document sharing & collaboration

7 Overcome your daily document challenges Work more dynamically with electronic filing and retrieval in just one click!

8 Did you know Could we add a slide here for stats from the flyer? Around 80% of an organisation s information is now in electronic format, and only around 20% of that will be held in a formal database. Source: Quocirca - Big data big problems, or massive opportunities? May 2012

9 Your Challenges 1 Productivity, efficiency and response times Employees not being able to access the right information at the right time from a single source 42 Security Confidentiality user defined access rights Data backup and disaster protection 3 Compliance Retaining information for legal/retention purposes Ensuring the most recent version of a document is being referenced 4 High storage costs Physical storage and in multiple locations

10 The Solution Store all your documents digitally and retrieve them with ease and efficiency using full-text search, whilst improving the security of information through defined access rights and backup storage.

11 Your Benefits 1 Save time looking for information by adding indexes to your documents for full-text and meta data search 2 Secure your documents by assigning access rights to view, edit, print or distribute information across the organisation 3 Ensure legal compliance by adhering to document retention policies and ensure the most recent version of a document is being referenced 4 Reduce costs by storing documents electronically and view them regardless of file format, from one application

12 Thank you for your time

13 Overcome your daily document challenges Make life easier with full control of your PDFs, even through speech.

14 Did you know Could we add a slide here for stats from the flyer? Over 60% of professionals need PDF, yet less than 10% of PC s are empowered to create and edit PDF. Source: All Associates Group Total Document Costs Report, November 2010

15 Your Challenges 1 High cost and slow speed of document creation and manipulation 2 Sensitive data needs to be removed from PDF documents 3 Signing documents is a manual and lengthy process 4 Ensuring documents are compatible with future technologies 5 The inability to access filed documents remotely

16 The Solution Create searchable and editable PDF documents, whilst improving security through encryption and/or the removal of sensitive information. Increase productivity by allowing users to interact with PDFs through speech.

17 Your Benefits 1 Save time by having full control of your PDF documents 4 Protect the longevity of your information by ensuring your documents are PDF/A compliant 2 Secure your information by automatically redacting confidential details from your documents 5 Access your documents wherever you are by saving them in the Cloud 3 Improve productivity by using speech recognition to add annotations to your PDFs

19 Overcome your daily document challenges Achieve professional results easily with in-house document publishing.

20 Did you know Could we add a slide here for stats from the flyer? 20% of total outsourced print jobs are often wasted as organisations print more than they need to get the most cost effective deal available. Source: A survey by The Centre for Economics and Business Research (CEBR), 2010

21 Your Challenges 1 Collating and structuring paper and electronic content to create professional-looking documents can take time 2 Applying print finishing options, such as booklet, can cause unnecessary paper wastage if the desired output is not achieved at the first attempt 3 Outsourcing production of reports and information packs can be expensive and time consuming

22 The Solution Canon s in-house document publishing solution allows you collate information from various types of documents and help you to create a single professional-looking, personalised document such as a sales proposal, report or information pack.

23 Your Benefits 1 Save valuable time by easily combining different type of documents into a single, editable document through simple drag and drop 2 Reduce paper wastage by previewing how your document will look with print finishing options before you print it, ensuring that you achieve the desired output first time 3 Save cost of outsourcing. Canon s document publishing solution makes it easy for everyone to produce professional-looking and personalised documents in-house

25 Overcome your daily document challenges Maximise your investment in Microsoft applications.

26 Did you know Could we add a slide here for stats from the flyer? It costs 80 to re-create a two page hardcopy document in Microsoft Word 37k is spent annually to send documents via courier and fax* It costs 15 to file one document It costs 90 to retrieve one misfiled document Source: All Associates Group Total Document Cost Report 2010 *for every 7.5m revenue

27 Your Challenges 1 Misfiled documents 2 Valuable employee time spent retyping documents into Word or Excel 3 Open access to scanning leaves no audit trail and potential data leakage issues 4 Too many steps required to get documents in to your SharePoint system 5 Documents cannot be found due to documents being scanned as images or due to inaccurate OCR

28 The Solution Maximise your investment in Microsoft applications by adding value to your Canon document capture device. Scan any paper document to Microsoft Office formats and backend systems with one click.

29 Your Benefits 1 Scan directly into Microsoft SharePoint for increased security and consistency 2 Increase productivity by directly scanning paper documents to Microsoft Office from your Canon MFD or network scanner 3 Improve security with complete audit trail of user activity at the capture device 4 Enhance user experience and adoption by filing documents in the right location with one click 5 Accurately recognise and retrieve scanned documents thanks to powerful OCR

31 Overcome your daily document challenges Achieve greater efficiency by compressing and converting documents for better collaboration.

32 Did you know Could we add a slide here for stats from the flyer? Improved sharability and searchability is the biggest driver for investment in scanning and capture. Followed by improved productivity and reduced storage space. Source: AIIM The Paper Free Office dream or reality? Feb 2012

33 Your Challenges 1 To send large images and PDF files across the network 2 File size limitations when ing and storing 3 Sharing information with limited bandwidth 4 Editing paper and image documents 5 Finding information within paper documents or image files 6 Cost of storing large documents onsite or in the Cloud

34 The Solution Compress and convert images and paper documents into fully searchable and editable formats from your desktop for easy file transfer, storage and retrieval.

35 Your Benefits 1 Increase sharing of information without compromising visual quality or legibility 2 Avoid undelivered s by ensuring your attachments are size compliant 3 Save time and data usage when accessing documents from mobile devices 4 Save time recreating paper or image documents 5 Save time finding information by converting documents into text searchable files 6 Reduce cost of storing large documents on-site or in the Cloud

37 Overcome your daily document challenges Online document sharing & collaboration in a secure managed environment

38 Did you know Could we add a slide here for stats from the flyer? Document distribution projects can achieve an ROI of 6 months or less Based on a Canon Customer Case study, 2012

39 Your Challenges 1. Slow access to the right documentation, at the right time, by authorised personnel 2. Accessing documents outside the IT firewall 3. Knowledge and tracking of whether your documents have been accessed and by whom 4. Loss or data breaches to parties outside the organisation 5. Documents to comply with internal policies and external legislation 6. Need to access documents outside the office (mobile access) and on multiple/different devices 7. Difficulties in financing large DM projects

40 The Solution Generate and share your documents through your mobile devices.

41 Your Benefits Productivity / Efficiency Rapid document retrieval with keyword and in-document search Access all documents through your web browser from multiple device Use workflows to view document processes and identify bottlenecks and delays Maintain high productivity with version control and linked documents functionality Security Set clear document access, use and retention policies Protect your documents with document, category and folder security functionality Geographically separate data centres disaster recovery provision

42 Your Benefits Cost Pay per use scalable solution for sharing your documentation No maintenance or upgrade costs Compliance Set access rights for individuals, teams or the whole organisation for reading, sharing, editing, printing and downloading