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AIIM Show april 18

AIIM Show april 18

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  • 1. “The Capture Continuum” Pamela Doyle, Director Fujitsu Computer Products of America Imaging Products Group AIIM Ambassador Chair, The TWAIN Working Group
  • 2. Business Objectives  Cost Reduction  Customer Service  Collaboration  Compliance 2
  • 3. Content Chaos How much content does your organization handle per day? Business depends on content to get work done! Numerous forms of content A lot of content remains on paper Mission critical business processes initiated by a single piece of paper Contradiction between proliferation and corporate agility
  • 4. The Impact• Lost documents = lost productivity; lost revenue• Uncontrolled documents = deficient business processes; poor customer service; unable to prove compliance• Unshared documents = no shared vision; no shared input
  • 5. Volume of Content • Average number of corporate emails per individual sent and received per day in 2011 was 228 (Radicati Group) • IDC reports the digital universe increased more than six- fold from 2006 to 2010 (The Expanding Digital Universe) • 80% of information is still retained on paper (CAP Venture) • Documents claim 60% of office worker‟s time • Account for 45% of labor costs • Average office employee generates 9,999 more sheets of paper (Resource Conservation Alliance) 5
  • 6. Most Costly … Paper  Store  On Premise  Offsite  Manage  $20 to file; $120 to search for misfiled; $250 recreate lost  7.5 percent of all documents get lost; 3 percent of the remainder get misfiled (Inc. Magazine)  25K to fill a 4 drawer filing cabinet; 2K to maintain (futurelawoffice.com)  Deliver  7 minutes to FAX a 3 page document (Davidson Consulting)  Average cost of courier - $15  USPS 6
  • 7. Other Costs of Paper  Duplicate copies  Kept beyond retention  Discovery  Inability to demonstrate compliance  Broken chain of custody (privacy)  No process visibility  Poor business intelligence  Not green  Vulnerable  Loss evidence of transactions  Loss revenue 7
  • 8. The Solution  Capture all your documents  Transform them into a valuable resource  Combination of hardware and software 8
  • 9. Five Phases of Capture Enterprise Capture Distributed Capture Intelligent Data Extraction Automated Indexing “A Document Strategy Handbook, from Simple Scanning to Enterprise Scan and Store Capture” Author: Kevin Craine 9
  • 10. Hardware Evolution Wireless Cloud NW Drivers Citrix Attached Linux Macintosh USB Windows SCSI Video Controllers 10
  • 11. Enterprise Content Management (ECM) 11
  • 12. ECM Functionality Capture (On Ramp) : • Digitize • Image enhancement • Scan to archive • Scan to process 12
  • 13. ECM Functionality Manage: Store: • Metadata • Media • BCS • Magnetic • Search & retrieval • CDs/DVDs • Security (access control) • Blue Ray • Collaboration • Premise • On • Off (Hosted/Cloud) 13
  • 14. ECM Functionality Preserve: Deliver: • Declaration • Workflow • Retention • EAI • Disposition • Output options • Audit trail 14
  • 15. The Applications  Historical  Claims  Customer (Acct. Mgmt.)  Contracts  Employee  EOB  Patient  Case management  Client  Lending  Research (i.e. clinical)  Expenses  Technical documentation  Accounts receivable  Proof of delivery  Accounts payable  Signature verification  Mailroom automation 15
  • 16. The Benefits• Improve content accessibility and security• Enable collaboration and communication• Provide online access• Enhance customer service• Compliance (audit trail)• Better business intelligence
  • 17. Return on the Investment• Reduce distribution costs• Reduce expenses• Increase productivity• Streamline business processes• Save time and boost company-wide efficiency• Reduce on-site and off premise storage
  • 18. Describe your capture applications. Scan to Archive (store) 15% Scan to Process (initiate a 9% transaction) Combination of Both 76% Total 100%Source: Fujitsu End User Scanning Survey „2012 18
  • 19. How would you describe the success of your scan to archive projects? (Please check all that apply) We have made real savings in paper storage costs 53% We have opened the archive for much wider access 31% We have much improved response time and/or 68% customer service The recognition/indexing quality has been excellent 42% We need to expand the scope of capture 27% documents We need to move the next step of scan to process 32%Source: Fujitsu End User Scanning Survey „2012
  • 20. Have your scan-to-process projects been successful? Yes, we achieved the ROI 17% faster than expected Yes, we achieved the ROI 49% as expected Yes, but it is taking a bit 24% longer to achieve the ROI Not really, we are still 9% struggling with itSource: Fujitsu End User Scanning Survey „2012 20
  • 21. 5 Ways to Get Buy In for ECM  Gain an executive sponsor  Build a tight business case  Find quick wins  Reference examples of success  Learn best practices 21
  • 22. Keys to Successful Deployment  Seek expert advice  Communicate objectives & process to be addressed  Determine delivery model  Identify requirements  Careful vendor analysis & demand proof of handling  Prepare groundwork  Roll out solution  Benefit realization  Leverage the investment 22
  • 23. Capture Continuum (Trends)  4 C„s  Slow economic recovery  Healthcare  Financial services  Government 23
  • 24. Capture Continuum (Trends) Business continuity: 25% of medium to large organizations have no DRP 19% have not tested in last 5 years (Digital Research) 75% of SMBs have no DRP (Inc. Magazine) The ramifications: Businesses suffering incapacitating disaster with no DRP Only 43% resume operations Of the 43%, 29% still in business in 2 years Total of 71% out of business in two year (Contingency Planning Research) The solution Redundant off site storage 24
  • 25. Capture Continuum (Trends)  Environmental sustainability:  Integrate sustainability in core business strategies  Environmental impact of paper:  Average office worker uses 10,000 sheets per year (Xerox)  45% of documents thrown out within 24 hrs. (Xerox)  65% of organizations say paper usage has stayed the same or increase (AIIM Int’l.)  Manufacturing paper depletes resources  1 tree = 8,333 sheets of paper (conservatree.com)  Stop proliferation of paper (store, manage and deliver a single copy) 25
  • 26. Capture Continuum (Technology)  2007 release of SharePoint included elements of document management  2010 release of SharePoint delivered an ECM platform but not infrastructure  Requires partner ecosystem  Capture is the on-ramp to deliver content to SharePoint:  Access all content including paper  Accurately and completely extract metadata for SP optimization  Microsoft shop?  SP may be a way to leverage your investment 26
  • 27. Capture Continuum (Technology)  Faster, smaller, less expensive scanners  Wireless  Further advances and application of recognition technologies  Distribute capture will remain preferred deployment model 27
  • 28. Capture Continuum (Technology)  Mobile:  Applications:  Rise in mobile workforce  Field service  Strategic initiative  Mobile worker  Three technologies: productivity  Tablets  Home healthcare  Smart Phones  Scan-to- the-cloud  Mobile/Micro  Assessment/Audit Scanners  Mobile check deposit  Transportation 28
  • 29. Capture Continuum (Technology)  Cloud:  Viable alternative to on premise  Cost effective  Faster start up  Easy to maintain  Service repositories  Unprecedented access to all content 29
  • 30. Adams County District 50 Overview: • One of CO largest school districts • 10,000 students, 1,000 employees • 19 locations Problem: • Create more than 10K records each year • Finance & HR adds another 2,500 monthly • Employees spent 30 minutes per request • Files and filing cabinets occupied more than 2,000 sq. ft. (spilling into common areas)
  • 31. Adams County District 50 Objectives: • Eliminate risks with paper-based and microfilm records • Disaster recovery • Compliance concerns • Environmental sustainability Solution: • Cloud-based ECM
  • 32. Adams County District 50 Implementation: • Phased: • 2000 – HR • 2002 – Finance and AP • 2007 – Student records • Considerable ROI • More than 30 employees have secure, instant access • 1 million records dated back to 1930
  • 33. Adams County District 50 Benefits and ROI: • Increased employee productivity • Reduce storage space • Saved building costs (2K sq. ft. in new HS = $40K) • Environmental responsible • Award for better financial reporting • “The system more than pays for itself”
  • 34. Union Case  MOEITS:  Largest labor union  Chicago based  24,000 members  Numerous business units  Key Issues  Geographically dispersed  Paper everywhere (thousands or millions)  Employee searching ($31.25)  Cost of office space  Office site storage ($9,000 per month)  Compliance issues (HIPAA, Taft Hartley, GLB/SOX) 34
  • 35. Union Case  Objectives:  Thorough research and  Reduce reliance on analysis paper  Solution:  Compliance concerns  SharePoint  Streamline  Microsoft shop  Business continuity  Portal  Collaboration  Granular security  Reduce costs  KnowledgeLake  Ease of use  Fujitsu scanners 35
  • 36. Union Case  Phase One – Legal  Phase Two - PAC  Paper intensive  Not always volume  Office space but flow  Banker boxes in  Form authorizes basement collection of fee  Time to discover  Deficient process  Document capture  Huge financial loss with barcode  SharePoint for  Matters database workflow  Scanned then shred 36
  • 37. Union Case  Phase Three – Contracts  MOEITS Update  Another example of process  Ron Borden, Executive automation Director of IT  Signed contract took 34 days 14 steps  FAX  Interoffice  1 – 2 pages grew to 111  Now, scanned at point of origin  Routed electronically  20 minutes 37
  • 38. 38
  • 39. Union Case  Benefits:  Payback in 5 months  Hard dollar savings:  Reduced storage  Recovered PAC funds  Expedited processes (contract & grievance)  Eliminated costs of paper-based processes  Soft dollar savings:  Reduced time to find documents  File sharing and collaboration  Business continuity  Projecting 1 million over 3 years 39
  • 40. More Information Product information and white papers: • http://us.fujitsu.com/fcpa • http://www.fujitsu.com/us/about/platforms/fcpa/me dias/whitepapers/ Industry information: • www.aiim.org • www.arma.org • www.twain.org