docUnity Document Management System Overview

1. Document Management Solutions
Integrated Document Management
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

2. docUnity Document Retrieval Application
• Launch & View specific documents from your business application
Use the Integrated Document Launch Menu Button to launch documents that are a
part of a business transaction such as the Accounts Payable example below.
• Setup specific documents for quick retrieval from business application
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

3. docUnity Document Retrieval (continued)
• Search by Doc Type, Keyword(s) and Date Range
Searches can contain any combination of Keywords and Date Ranges. For example:
find all Customer PO’s for Customer 1001 received in last 60 days and the invoices
associated with the transactions.
• Related Document Viewing
For Example: When viewing the Vendor Invoice - the Vendor PO, Packing Slip
and A/P Check are immediately available by clicking on the Related Doc Tab.
• Recently Viewed Document Viewing
Documents that you have recently viewed are immediately available by clicking on
the Recent Docs Tab.
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

4. docUnity Document Retrieval (continued)
• Logical Folder Searches
With a single search retrieve all of an employee’s documents or all documents
that relate to a single A/P or S/O transaction.
• Email, Print or Fax any Document
Direct interface to MS Outlook or any MAPI email software.
• Add Notes to Documents
Add specific notes to any document in the system.
• Multiple Document View
Compare documents side by side for shipping or payment discrepancies.
Customer PO compared to Customer Invoice
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

5. docUnity Client Document Capture
• Scan Documents in the Document Viewer
Scan single page or multi-page documents using a local scanner, add Keyword
data and save in docUnity.
• Import Documents
Multi-function devices or network scanners typically save scanned files in a network
directory. Doc Types in docUnity can be mapped to specific network directories for easy
importing. Just add Keyword data and save in docUnity.
• Save Email Attachments
Drag & Drop or Copy & Paste email attachments (or any digital file) into the
document view area, add Keyword data and save in docUnity.
Document Capture & Save Buttons
Import & Scan
Icons appear in
Capture Mode
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

6. docUnity Document Capture Application
With docUnity Document Capture transform paper forms and documents into
efficient digital documents and add Keyword data based upon document type. As
documents are scanned or imported they are automatically optimized for viewing.
Keyword values are typically automatically extracted using Optical Character
Recognition or Barcode Recognition technology. Additional keywords are typically
pulled from your business system database so that the document is cross-
referenced with other related documents for easy retrieval.
docUnity Capture of a Customer Delivery Invoice using Barcode Recognition
The Barcode Sales Order # is read and SO # is used to
lookup the balance of the Keywords you’re your
business system database. The Inv. # is automatically
added after the invoice is created.
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

7. docUnity Document Capture (continued)
Whether you require centralized scanning using a high speed document scanning
configuration or a distributed environment using desktop scanners, docUnity is a
solution that meets your document capture requirements. DocUnity can also
import virtually any type of digital file or documents that originate as faxes and
emails.
DocUnity provides a complete document capture solution that optimizes speed
and accuracy while requiring minimal user intervention.
docUnity Automated Vendor Invoice Identification and Capture
docUnity uses Forms Recognition technology to determine the correct Vendor. The
Vendor PO #, Invoice Date and Vendor Invoice # are then read using OCR Technology.
The PO# is used to lookup the balance of the Keywords from the business system
database and the AP Check # is automatically added after the check is generated.
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

8. Distributed Document Capture
Remote scanning is a snap with docUnity Distributed Document Capture. This advanced
capability lets you easily deploy distributed document scanning and indexing at remote
locations using the Internet or your corporate intranet. Remote document capture
eliminates the need to ship paper documents to a central site for scanning and processing.
Benefits:
Eliminate shipping costs of documents to your corporate office
Prevent lost documents between sites
Decrease scanning requirements at central site
Reduce labor costs
Improve customer service
Use of low-cost scanners
Scan Remotely, Index Centrally
Remote offices scan vendor invoices as they are received. The scan operator at the
corporate location verifies the invoice keywords are captured correctly and saves the
documents in docUnity. The Accounts Payable representative at corporate can then set the
invoice up for payment in your Accounts Payable System.
Scan Remotely and Index Remotely
With this method, remote offices also scan vendor invoices as they are received and then
take the additional step of verifying that the Keyword data has been captured correctly. The
Accounts Payable representative at corporate can then set the invoice up for payment in
Accounts Payable.
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

9. docUnity Control Center Application
The Control Center is the heart of the docUnity system. All system
parameters and business rules are setup here. Flexibility is provided in the
way documents are configured, captured, routed, viewed and secured.
Key Features:
• Easily tailor the system to meet your company’s additional or unique requirements.
• Allows creation of business rules for Customers, Vendors, Employees and
Workgroups.
• Complete database integration with your business application.
• Enhance Security: Role based Workgroups, Document and Folder permissions
keep documents and information secure.
• Ensure Uniformity: Know your company’s document archive standards are being
followed throughout the company with the Document Lifecycle Management
process.
docUnity Control Center
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

10. docUnity for Human Resources
Manage all employees’ documents from within the docUnity document
management system. Be certain that all documents are up to date and that you
have digital copies of all required governmental documents immediately available
for HR or employee needs.
Streamline the hiring process by having employees fill out HR forms electronically
and then import them directly into docUnity. Other HR documents can be scanned
using docUnity capture software.
Capture HR Documents by importing or scanning the documents in the
docUnity Capture software
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

11. docUnity for Human Resources
Folder Searches make finding employees’ documents simple.
One search using the employees’ name, employee number, dept. etc. can provide
a focused list of the requested employee documents.
Other searches may involve any combination of employee keywords and dates to
retrieve HR documents.
docUnity Employee Folder Search
Add employee document launch points to the Payroll system so that Time Sheets
and Federal & State withholding documents are always available for payroll
personnel.
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net

12. Why docUnity Document Management
The overall business impact of processing, handling and storing paper documents is astounding from
a financial, environmental and resource perspective. Not only are the inherent inefficiencies of paper-
based bottlenecks cumbersome on day-to-day operations, but the improper storage or loss of these
documents can cripple a business. Industry statistics quantify the impact of paper and why
companies are implementing document management solutions such as docUnity.
Business Continuity/Disaster Recovery
• 90% of critical business information exists only on paper.
• 90% of documents that are consulted daily are handled without any appropriate management.
• 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based
records due to fire or flood.
Coopers & Lybrand
• 1 in 4 businesses will suffer a catastrophic loss.
U.S. department of labor
Cost Savings/Productivity Enhancement
• Professionals spend 50 percent of their time searching for information, and take 18 minutes to locate each
document on average.
Gartner Research
• $14,000 worth of productivity is lost per worker per year due to their inability to find the data they require to
do their job.
IDC Canada
• Companies typically misfile up to 20 percent of their records - thus losing them forever.
ARMA International
• Each day one billion photocopies are made.
AIIM, Forrester, Star Securities, US Department of Labor
• US companies spend approximately $20 on labor costs in order to file a document, $120 on the labor required
to find a misfiled document and $220 to reproduce a lost document.
• For companies that manage their own files, employees spend between 20-40% of their time searching for
documents manually.
• For lost documents, companies pay a cost of searching, 6 times the value of the original document.
• Companies that need to redo documents pay 11 times more than the cost of the original document.
• Out of all documents generated, up to 7% are lost.
• The average document is copied 19 times.
• Paper files are doubling every 3.5 years.
Coopers & Lybrand
docUnity Document Management
Contact: Harvey Heath hheath@docunity.net
Office 678-228-1128 #2 Mobile 678-207-9553
docunity.net