1. FileTrail Solution Review
<Insert prospect logo>

2. Information Management Challenges
The “paper problem”
Significant volume – often the primary work product
Active files move around and are used by many
Lost/misplaced files are expensive and add risk
Managing documents off-site surrenders control
Audits consume significant time and resources
Compliance issues
Managing documents according to the retention schedule
Defensible and consistent disposition
Enforcing RM and privacy policies
Information Management Challenges

3. A Problem that Needs Attention
55%
A Problem that Needs Attention
52%
Source: AIIM 2009,

4. Company Overview Founded in 2000
Leadership in physical record management software and file tracking solutions
Over 400 clients using our RM solutions:
North America – 80%
Europe – 20%,
Middle East and APAC – current new markets
Headquarters in San Jose, CA, East Coast location in Washington DC.
Company Overview

5. Select FileTrail Clients

6. FileTrail Records Management
Capabilities for:
Records Management
Record creation
Retention management
Label printing
File tracking (barcode & RFID)
File Room Management
Request and task fulfillment
Integrations with commercial records centers (IM, Recall, etc.)
End Users
Search
Request
History
FileTrail Records Management

7. Item Tracking with RFID
Superior to bar codes, long- distance batch reads with no user involvement
Dramatic performance improvements and cost declines in recent years
Process efficiency and policy enforcement benefits
Item Tracking with RFID
“FileTrail is the leader in ‘front-office’ deployments”
- Gartner, April 2010

8. FileTrail for SharePoint
Integrated view of physical items alongside related electronic content
Search and request physical records
Use built-in SharePoint tools on both physical and electronic records (workflow, retention, holds, security)
Real-time document, file or box location information
FileTrail for SharePoint
“This is the best RM integration with SharePoint we’ve seen.”
- Microsoft RM team, April 2010

9. FileTrail Advantages Solution reflects real business processes
End-to-end capabilities, from label printing to archive management
Features exposed to users in a way that supports their work – minimal menu transitions and keystrokes
Unmatched “live” file management, not just file room mgmt
Barcode tracking and RFID
Pull/delivery lists, streamlined auditing, and tools to find missing files
Technology superiority
Built on an SOA (architecture), no proprietary or aging code
Multiple deployment options: fully localized web-clients or integrations with leading document management, case management, and custom applications.
FileTrail Advantages

10. <Insert appropriate slides from the Reference Material section found at the end of the presentation>
Client Examples

11. Configurable Across Industries
Case File Management
Life Science Document Control
Asset Tracking and Management
Armory and Weapons Tracking
Health Care Chart Tracking
Exhibit / Evidence Management
Loan Document Control
Contract Document Management
Human Resources File Control
Configurable Across Industries

12. Next Steps Review case studies and published articles
Perform initial assessment with internal team
Product demonstration
Industry specific
Via web
Next Steps

13. Reference items follow
Reference Material

14. Qualification Questions
Process
Discovery Questions
Record Creation
How do you enforce consistency in the records creation process? Can duplicate records be created accidentally?
Retention Assignment
How do you create and communicate your Records Series and Retention Plan so that it is applied consistently across all physical records? When new Record Series are added or Retention Periods change, what is the process to roll them out?
Request and Task
Management
How are requests submitted? Is it automated and consistent with an audit trail? Is there a reliance on phone calls and ?
Employee Use
How do end users self-service to understand what records exist that may be relevant to their work? Is there a risk they may see names of records that they are not authorized to know about? Are there automated ways for them to request the records they need?
Item Tracking
How do you find records that are misplaced? If a record is needed immediately, what process do you follow?
Enforcement of Policies
Other than assigning a record to its proper record series, what is in place to enforce the proper use of the record? Are there safeguards to prevent the inappropriate use or removal of records?
Record Destruction
How do you validate that you are consistently following the published disposition policies?
Off-site Storage
How do you know with certainty which records on-premises and which are off-site? What is the process for resolving discrepancies? How do you prove that records stored off-site are to be disposed of in accordance with the retention schedule?
Qualification Questions

15. Over 400 records management customers with unique requirements…
Success Stories

16. Over 400 Records Management customers with different requirements…
Success Stories

17. Williamson County Court (TX)
Case Study
Business problem
Case load growth was straining existing staff and file management processes
Judges and law clerks were keeping files to ensure they could find them later
Missing files took on average one day to locate – but often had to be re-created
Solution approach
Case data imported into FileTrail and all files tagged with RFID
Integration with the CM system to load new case data
Nightly import of the court calendar to provide staff with location-based pull lists
Results
Reliable retrieval of files – many hours are saved per day by automating file tracking
Less hoarding of files – staff now confident that files will be delivered to them on time
Simplified audits – RFID enables audits to be performed automatically
File room automation – check-in, check-out, refilling and archiving done more efficiently

18. Humberside Police Department
Case Study
Business problem
Prior software was not adequate for their staff of 12 spread over two locations
Manual processes hampered their ability to deliver records quickly
Significant risk in managing high-value items due to incomplete evidence tracking
Solution approach
Imported descriptions on over 500,000 pieces of evidence into FileTrail complete with audit trail to retain prior evidence history
Integrated with upstream systems to automate processes as new items are entered
Integrated with forms imaging solution to provide assess to electronic information
Results
Defensible chain of custody – every movement is recorded in an unalterable location audit trail that can be viewed or printed
Much faster retrieval – evidence can be located in a fraction of the time allowing better service to time-critical prosecutions and enforcement
Decreased evidence loss rate due to notifications and perimeter security

19. Competitive Landscape