Content Management and Process Automation Presented by Mark Chambers SE Regional Manager Document Imaging Solutions, Inc.

What is Content Management? The sharing and management of information vital to an organization. The sharing and management of information vital to an organization. Document Management Document Management Revision Control Revision Control Index, Search, Retrieve, Manage, Store Index, Search, Retrieve, Manage, Store Full-Text Search Full-Text Search Records Management Records Management Web Forms, Web Publishing Web Forms, Web Publishing COLD / ERM (Capture / Access) COLD / ERM (Capture / Access) Imaging, Forms Processing & OCR/ICR (Capture) Imaging, Forms Processing & OCR/ICR (Capture)

What is Business Process Automation? The automation of a business process to increase efficiency through the use of enterprise software solutions. The automation of a business process to increase efficiency through the use of enterprise software solutions. Workflow Automation Workflow Automation System Integration System Integration Auditable processes and results Auditable processes and results Decreased future hiring requirement Decreased future hiring requirement

Business Process Automation Automation and management of business processes surrounding the use of content Automation and management of business processes surrounding the use of content Rules-based routing Rules-based routing Examples: Examples: - Purchase order - Accounts payable - New account creation - Design collaboration - Contract review - Human Resources Review

Discovery Process Price Waterhouse study Price Waterhouse study 20 documents selected randomly from 10, documents selected randomly from 10,000 Manual search Manual search 67 hours 67 hours 15 of 20 documents found 15 of 20 documents found Document management system Document management system 4.5 seconds 4.5 seconds ALL 20 documents found ALL 20 documents found Professionals spend 5-15% of their time reading information but up to 50% looking for it. Professionals spend 5-15% of their time reading information but up to 50% looking for it.

Studies Show… Companies spend about 10% of their revenue handling paper documents Companies spend about 10% of their revenue handling paper documents “Documents Drain Corporate Resources,” The Globe & Mail “Documents Drain Corporate Resources,” The Globe & Mail The average gain in productivity with document imaging is 30% The average gain in productivity with document imaging is 30% “The Future of the Document,” Forbes ASAP “The Future of the Document,” Forbes ASAP

Before a Solution What documents do we want to manage What documents do we want to manage Invoices, Purchase Orders, Contracts, Easements, Engineering Drawings, Press Releases, Board Minutes, HR Documents, etc. Invoices, Purchase Orders, Contracts, Easements, Engineering Drawings, Press Releases, Board Minutes, HR Documents, etc. Record or document Record or document Have we established our record retention schedules Have we established our record retention schedules How are they used How are they used Who uses them Who uses them What levels of security need to be considered What levels of security need to be considered Different users need different access rights Different users need different access rights

State/Federal Retention Requirements Before investing in a solution, investigate State and Federal requirements Before investing in a solution, investigate State and Federal requirements Sarbanes-Oxley Act Sarbanes-Oxley Act Gramm-Leach-Bliley Act Gramm-Leach-Bliley Act FERC retention and disposition guidelines FERC retention and disposition guidelines Emergency Response Plan (ERP) Emergency Response Plan (ERP) RUS Bulletin RUS Bulletin Solution performance Solution performance Non-proprietary Non-proprietary Storage medium Storage medium Indexing approach Indexing approach System architecture System architecture File storage methodology File storage methodology

Before Workflow Automation What processes do we want to automate What processes do we want to automate Define ROI Define ROI Define risk/error elimination Define risk/error elimination How does the process work today How does the process work today Be ready for surprises Be ready for surprises What enterprise systems involved What enterprise systems involved What level automation What level automation

Before Historical Conversion What should we convert? What should we convert? Document retention Document retention How often is information accessed How often is information accessed How quickly is conversion needed How quickly is conversion needed Who will do the conversion Who will do the conversion Outsource Conversion Outsource Conversion Rapid return but can be large investment Rapid return but can be large investment Self convert as an initiative Self convert as an initiative More time required but can be less costly More time required but can be less costly Consider leasing high-end scanners versus buying Consider leasing high-end scanners versus buying Convert on demand Convert on demand

Industry Trends More and more, organizations are embracing true web based applications. More and more, organizations are embracing true web based applications. Cost of ownership Cost of ownership Enterprise application integration Enterprise application integration Information availability Information availability Improved customer service Improved customer service Ease of use and administration Ease of use and administration Ease of installation and maintenance for a limited IT staff Ease of installation and maintenance for a limited IT staff

What is Microsoft.NET ? “Strategy to connect information, people, systems, and devices through software” “Strategy to connect information, people, systems, and devices through software” “Provides ability to quickly build, deploy, manage, and use connected, security-enhanced solutions with web services” “Provides ability to quickly build, deploy, manage, and use connected, security-enhanced solutions with web services” Microsoft Corporation

What are Web Services? A Web Service is programmable application logic accessible using standard Internet protocols. A Web Service is programmable application logic accessible using standard Internet protocols. Web Services are a powerful mechanism for integrating disparate IT systems and assets. Web Services are a powerful mechanism for integrating disparate IT systems and assets. Systinet Corporation

Web Services enable businesses to connect with customers, partners, and employees like never before. Image Archive eDMS Database Financial Scan Client Departmental Users External Users Web Server Inventory

Web Forms Process automation and information management Process automation and information management Collect information dynamically, manage it appropriately Collect information dynamically, manage it appropriately Collect information remotely Collect information remotely

Let’s Put it All Together! Flexibility and empowering nature of.NET technology utilizing web services Flexibility and empowering nature of.NET technology utilizing web services Many solutions are partially “web-enabled”, industry moving toward true web based applications Many solutions are partially “web-enabled”, industry moving toward true web based applications Technology allows for the integration of enterprise systems more than ever before. Technology allows for the integration of enterprise systems more than ever before. Utilize INTERNAL resources not extensive consulting Utilize INTERNAL resources not extensive consulting Improved efficiency Improved efficiency Improved customer service Improved customer service Improved bottom line Improved bottom line Importance of Content Management Importance of Content Management Business Process Automation Business Process Automation

To Sum It Up More and more, organizations are embracing true web based applications. More and more, organizations are embracing true web based applications. Cost of ownership Cost of ownership Enterprise application integration Enterprise application integration The sharing and management of information vital to an organization. The sharing and management of information vital to an organization. The automation of a business process to increase efficiency through the use of enterprise software solutions. The automation of a business process to increase efficiency through the use of enterprise software solutions. Workflow Automation Workflow Automation System Integration System Integration Auditable processes and results Auditable processes and results

To Sum it Up It truly is becoming a.NET world It truly is becoming a.NET world Ease of management Ease of management Cost of ownership Cost of ownership Ease of integration Ease of integration Ease of information sharing Ease of information sharing SAVE TIME AND MONEY !!!! SAVE TIME AND MONEY !!!!