Presentation on theme: "1 ® Presented by Stephen Ayoub PO Box 20094 Tampa, FL 33622-0094 (813) 259-9444 __________________________________."— Presentation transcript:
1 ® Presented by Stephen Ayoub PO Box Tampa, FL (813) __________________________________ Master Developers, Inc. (MDI) An Information Management Company (Formerly, DMS, Inc. d/b/a Document Management & Support) ERM Electronic Records Management
2 Company History Master Developers, Inc. Founded 1994 Services Small Companies to Fortune 1000 Clients Nationally 1999 Tampa Bay Business Journal “Book Of List” Rank Top Service Companies
4 CONTROL ® … Cost ProductUsersCost Per User Control Complete System1$1,500 Control Complete System5-9$1,250 Control Complete System10-24$1,000 Control Complete System25-49$800 Control Complete System50-99$500 Control Complete System $350 InstallationIncluded Control Maint., Support and Upgrades1 YearIncluded Training1 DayInitial Install Included, additional $1500/day plus expenses Software Maintenance (After 1 st Yr.)Per Year18% Amazingly, Control cost a fraction of all other products on the market today. No “scan” licenses or per-click capture OCR fees.
Records Lifecycle (Aiim) Create Capture Records Classification Access and Control Storage Search Retrieval Retention and Disposal Discovery and Disclosure Migration Digital Preservation
6 CONTROL INFORMATION MANAGEMENT SYSTEM ® CONTROL® is “module-free.” Everything (production-level image capture and indexing - w/OCR, document management, records management, workflow, web browser interface) is included and it all runs out of a single main window. Content Management ImagingWorkflowCollaborationERMIndexing
7 CONTROL ® … Repository CONTROL® is a centralized on-line repository into which users scan, index and store a wide variety of electronic documents. It manages all the documents it contains, internal and external, and routes them through the organization based on established business rules (workflow).
8 CONTROL ® … Setup Pre-tested turnkey setup All functions of Control can be setup and tested in the comfort of the vendor’s own office. Every custom system configuration can be thoroughly stress tested under production conditions without client participation or oversight. Setup and revisions will be quick, stress-free and pleasant for both the vendor and the client.
9 CONTROL ® … Technology CONTROL’s multi-tier architecture leverages Microsoft's document and document management technologies with the.NET 3.0 platform. The modular and layered design utilizes scalable data sources at the lowest tier while providing extendible user client interfaces from rich client Windows Presentation Foundation (WPS) and XMAL to thin client Internet access and Web Services at the higher tiers. Additional 200 pages of technical manual available upon request
10 Information “Organizations recognize that information represents the lifeblood in running their business, and networks represent the veins and arteries.” Richard R. Roscitt AT&T Solutions Outsoursing Practice
11 The Content Management Crisis Unstructured content is growing at 92% CAGR (Enterprise Storage Group) Typical office worker spends 40% of time looking for information Professionals spend over 500 hrs. annually reviewing and routing files Another 150 looking for incorrectly filed documents U.S. cos. $25-35B annually filing, storing and retrieving paper (IDC) By 2004, organizations will maintain 30 times more data than in 1999 (Gartner)
12 Heighten Demand for Document Imaging Corporate scandals –Wrongful accounting practices –Records management fraud New regulatory bodies and guidelines Compounding existing regulatory bodies and guidelines
13 Content Exists in Numerous Formats Most of today’s records start out in electronic form… Graphics Electronic Word & Spreadsheets & Faxes Audio Clips Streaming Media (Video) Web Content Non Electronic Records… Incoming Correspondence Signed Documents Handwritten Notes
14 Volume of Paper (PricewaterhouseCoopers Study) Average organization: –Makes 19 copies of each document –Spends $20 in labor to file each document –Spends $120 in labor searching for each misfiled document –Loses 1 out of every 20 documents –Spends 25 hours recreating each lost document –Spends 400 hours per year searching for lost files
15 Impact of IT Disasters on U.S. Companies 43% did not reopen after a disaster & 29% more closed within 3 years. 93% that suffered a significant data loss went out of business within 5 years. Source: Disaster Recovery Journal
16 U. S. Regulations Government Paper Elimination Act HIPAA Gramm-Leich-Bliley Sarbanes-Oxley The Interagency White Paper on Sound Practices to Strengthen the Resilience of the U.S. Financial System Patriot Act SEC 17a3-4 Federal Rule of Litigation Discovery DoD STD/DITSCAP FDA Fair Standards Act
17 Classification Systematic identification and arrangement of business activities and/or records into categories according to logical structured conventions, methods, and procedural rules represented in a classification system Source: ISO 15489
18 Compliance & Audit Trails Document Management: checkin/checkout, versioning, content types, document metadata, offline Workflow: business process for real people, review/approval, light-weight process customization, high-end workflow development Policy and Compliance: Records Management, expiration, IRM protection, auditing
19 Define Best Practices for Worldwide Data Management and Security Regulations define mandates regarding data: –Accessibility –Security –Protection –Privacy –Long-term storage
20 Imaging Is All About….
21 Document Technologies Market Revenue The total revenue opportunity for suppliers of software, hardware, maintenance and services is expected to grow to more than $51 billion in the year 2007, and $28 billion for Software alone. Gardner Group There are no market limitations for Document Management Software. Any and all Companies need this business process to compete in today's environment, provide disaster protection, as well to be in compliance with government regulations. Banking – Mortgage – Legal – Medical - Government – Education – Pharmaceutical – Insurance – Manufacturing – Distributors – Utilities ….
22 Document Imaging Delivers The average office worker wastes over 2 weeks per year looking for lost or misplaced files.
25 Imaging Presents a Clear Strategic and Economic Advantage Over Conventional Duplication. Imaging Copy Service Portability Rapid Duplication Turnaround No Lost Documents No Out of Order Documents No Damaged Documents Instant Retrieval Instant Chronological Organizing Computer Query Capability Digital Volumes Sent via Mail No Transportation Costs Disaster Recovery Protection Multi-user Sharing of Documents No Clutter Lower Overall Cost Internet & Intranet Ready
26 500,000 Pages
27 Control® is a centralized on-line repository into which users scan, index and store a wide variety of electronic documents. It manages all the documents it contains, internal and external, allowing users to retrieve and view them quickly and easily, manipulate them (insert, delete, append, annotate, redact, associate textual notes, etc), distribute them (print, fax, ), and route them through the organization based on established business rules (workflow). By nature, it also creates disaster recovery capabilities if effective backup practices are implemented, especially in the case of paper-intensive operations. Unlike other technologies offering workflow and information management capabilities, Control’s unified object-oriented technology is intended to allow companies to implement complex solutions in less time, with less effort, across a broader range of multi-use applications and at a dramatically reduced cost of ownership. Control ® Is…. Document Management Software a/k/a Information Management – Content Management – Knowledge Management
28 Control ® (Electronic Document Management System) is a suite of modules (all integrated) developed by MDI to provide a centralized customer information system that contains a global view of all related data and documents. Control ® integrates with Microsoft ‘s SharePoint providing unlimited flexibility and functionality. Scanning - Image Processing – Bar coding - Indexing – Searching - OCR - Routing - Workflow – Manage Internal & External Docs - Tickler - Production Manger – Reporting – Quality Control – Collaboration – Document Linking – Record Keeping - Archiving - Administration By combining the capabilities of Control®, information in its various forms can be shared throughout the business organization, resulting in improved operating efficiencies and more informed management decision making. Control is designed around and integrated with Microsoft’s operating system and Office suite of products. There is no competing product that addresses the complexities of managing documents on an enterprise level with the same ease and dependability as Control®. Unlike other technologies offering workflow and information management capabilities, Control’s unified object-oriented technology is intended to allow companies to implement complex solutions in less time, with less effort, across a broader range of multi-use applications and at a dramatically reduced cost of ownership. Control ® Functionality
29 Benefits of Imaging Reduce the Physical Space Requirements Allow a Complete Backup of Records Simultaneous Access by More Than One Person Many Different Methods of Finding a Records Requests for Information Quickly and Efficiently Provides Disaster Protection
30 Why Choose Control 1. Powerful functionality 2. Price - Fraction of the cost compared to competition 3. All modules bundled – not al a carte 4. Ease of installation 5. Ease of end user training 6. Customizable to industry and language within minutes
31 What makes Control better than the competition? To begin with, Control ® was conceived and designed by end-users as opposed to programmers. This is a huge factor. Unlike the competition, the developers of Control ® owned and operated a document imaging / indexing service bureau for over 20 years and understand first hand what it takes to process millions of documents. The developers and architect sold, installed, integrated, trained, and supported over 10 different competitors software applications. This provided for a competitive advantage by keeping the good and fixing shortcomings of other systems. Simply stated, no other product, worldwide, offers all the advantages of Control ® : Module free, no click charge for scan and COR, simple installation, user training in minutes and at a cost that is unbeatable. Control ® vs. Competition Competitive matrix available upon request
32 Batch Indexing Interface: The datagrid displays the names of the fields in reverse video and in the tab order. Required fields are in red letters. The name of the active field displays above the text box. The data entered replaces the fieldname and the video changes to the normal setting. Click in the row of a completed data entry to return to that field. Press the Tab key to return to the normal tab order. The Batch Indexing interface has a Reject and a Save button. The Scan-Time Indexing does not have these buttons: Click the Reject button to send a document back for correction. Click the Save button to keep any image modifications. Batch Indexing
33 Initialize Enroll Admin Users - assign only Admin Roles Build Project Folder Hierarchy - one default folder provided Build Field Definition Folder Hierarchy - one default folder provided Build Document Type Folder Hierarchy - one default folder provided Setup Populate Project Folder(s) - add Project Names Populate Field Definition Folder(s) - name and configure Field Definitions to add Populate Document Type Folder(s) - name and assign fields to Document Types to add Activate Enroll Operational Users Assign Project/Production Roles Control - System Startup
34 Control - Project Setup Select Select a Project from the Sessions Manager - locate under Project Directory tab General Settings Select Document Separation Method Map Zone for Forms Recognition or Barcode Methods - scan sample image, draw box around area Configure Bates Numbering - optional Add Doc Types Add Fields Assign a generic Field Name Cont…
35 Control - Project Setup cont… Modify Doc Types Add or Delete Fields Change Field Defintion 2 - default value, XML compliant name, data type, mask, RegEx, list of choices, and input help message Data Acquisition Select Document Level Options (if required) Map Regions for Redaction - scan sample image (If not previously scanned ), draw box around area Link fields if populating fields from an external data file Select Field Level Options (if required) Map Zone for Zoned Key Entry, OCR, Barcode Methods - scan sample image, draw box around area Task Assignments Assign Users to Required Production Tasks
36 Control - Production Select Select a Project from the Sessions Manager - locate under Project Directory tab Select a Recent Project from the Sessions Manager - locate under Recent Projects tab Continue an Open Session - locate under Open Sessions tab (default view) Capture Scan Documents Edit a document or page - rescan, insert/append, resize, rotate, and delete Key Enter Data - if required Perform Automated Data Acquisition - read barcode, perform zone OCR, populate fields from external data source (full Text OCR is expected to be a batch process) Full Text OCR Process Images - if required OCR Correction Operator Intervention to Review and Correct Questionable Text - if required Cont…
37 Control – Production cont… Select Continue an Open Session - locate under Open Sessions tab Inspection Inspect Images - if required Edit a document or page - rescan, insert/append, resize, rotate, and delete Select Continue an Open Session - locate under Open Sessions tab Index Key Enter Data - if required Reject Unacceptable Images - images are routed to Inspection even if inspection is not specified for all images. Make Basic Image Corrections Resize, rotate and save
38 Sessions Manager Capture Full Text OCR InspectAdminIndex OCR Correction Control - Task Relationships
39 Capture / Imaging Capture Mapping Inspection Rescan - The current page (displayed by the viewer) is the beginning of the document, a page within the document, or the last page. Insert/Append - The current page (displayed by the viewer) is the beginning of the document, a page within the document, or the last page. The documents in the scanner hopper are inserted after the page in view. If the page in view is the last page, the pages in the scanner hopper are appended to the end of the document. Rotate - The Scanner Setting selection is intended to orient a series of documents that must be rotated. However, a specific document can be rotated as an edit function. Delete - Delete a single page or delete multiple pages and/or documents in succession.
40 Reasons VARs and Integrators Are Choosing C o n t r o l Reasons VARs and Integrators Are Choosing C o n t r o l ® 1.Cost Savings - lower cost to acquire, lower cost to operate due to no click and pay 2.Ease of Use - Easy Installation and User Friendly 3. Performance - Retrieval Speeds of.05 Second to 3 Seconds 4. Scalability - Single User to Entire Corporation 5. Web-enabled - Intranet/ Internet & 6. Flexibility - Multiple options available to configure with Control ®