Putting the “i” back in “i-t” Sanjeev Gupta Manager, Professional Services FUJI XEROX GLOBAL SERVICES

The Key Question “From 1998 through 2000, businesses spent $65 billion on technology in the U.S. alone. Where’s the return?” Anne Mulcahy Chairman & CEO Xerox Corporation Big “T”

Key business requirements  Managing new compliances Corporate governance & management accountability New/Ongoing regulations & deregulations Privacy issues – access in general Risk management, Business Continuity Planning, Disaster Recovery  Managing operational efficiency Best of breed processes, standards & products to achieve a more efficient & effective process Reduction of manual steps Policies and procedures understood by all  Managing the consistency of various publications channels Disparate business processes – paper vs. electronic vs. ‘hybrid’ Digital paper, digital assets – content re-usability Connectivity & scalability

Where is the problem? - Ineffective Intellectual Asset Utilisation “If only HP knew what HP knows, we could be three times more productive.” -- Lew Platt, Former CEO, Hewlett Packard Unstructured Information is difficult to organise and manage –Is stored in thousands of machines –Lacks structure –Is in various formats The result: –Timely access to content is rare –Inefficient content reuse –Brain drain – valuable knowledge lost with every employee that exits Unstructured Information Represents the Bulk of Corporate Intelligence Little “i” and Big “T”

The World of Documents The World of Data Convergence Complexity Embedded Process Costs Reside Here Convergence Complexity Embedded Process Costs Reside Here Data = Information Structured for Machine Processing Document = Information Presented for Human Comprehension “More than 75% of enterprise data is unstructured and document-related, rather than being neatly sorted numbers in a database.” Source: Gartner Inc., “CIO Update: Four Steps to Raise the Value of Real-Time Content Management,” Mark R. Gilbert, 28 May 2003 Big “I” Little “t”

SCM MRP ERP Enterprise Information CRM Marketing Sales Accounting General Services Manufacturing Human Resources Customer Call Centre Direct Mail Newsletters Product Marketing Brochures Product Specifications Market Attack Plans Sales Manuals Proposals/RFPs Event Invitations Sales Collateral Parts Catalogues Statements Invoices Reporting Office Printing Commercial Print Publishing/Reprographics Forms Transactional Documents Recruiting Collaterals Employee Benefit Communications Employee Education Letters Vouchers Coupons Checks Sales Program Information Product Literature 90% of business communications is through documents. 82% of companies view documents as crucial to the successful operation of their organisation – Source: IDC. Product Drawings Work Orders Safety Data Sheets Change Orders Process Sheets Product Documentation

It involves the use of people, process, and technology to manage the cradle to grave (whole life) of the Information Lifecycle Store & Share Deliver & Transform Create & Capture Information Lifecycle Manage & Maintain & Dispose AP-AR processes Policy holder communications for insurers Account Opening Process The focus on “I” in “I-T”

How well is it supporting your business? How much is it costing your business? What do you have? Where is it? How well is it working? Information Life Cycle Management Gap Analysis

Unstructured Documents Structured Data Workflow & Repository Manage How Do You Bridge the Document/Data Gap? Centralized Imaging Distributed Capture New Forms of Capture Index Transform Structure Capture Integrate Integrated Delivery Platform Print Web Delivery Deliver Decision Support Translation Initiation End-to-End Business Process

Workflow for Approval Send out PO Receive goods transaction documents and automate capture and index Firewall ERP Systems Matching, verification and approval Send paper or electronic transaction documents Internet digital repository Take advantage of early payment discounts and reduce late payment penalties Enable direct cost reduction Migrate from paper to electronic Streamlining AP/AR Using Capture-Manage-Deliver Platform Raise Purchase Requisition

In Summary Information Lifecycle Management presents many tangible but hidden opportunities to improve your bottom line and help you meet your legislative and compliance obligations These opportunities are everywhere: Business records and transactions Financials Customer charter communications Work processes (workflow)