1. 1
Paul Conterio, Customer Relations
Why DropBox is not Document Management
– The 5 Functions You Should Look For in a
Document Management Solution

2. 2
Some Clients and PartnersSome Customers and Partners

3. 3
Agenda
Todays webinar covers
 Growth of document management software
 Dropbox
 5 critical functions for DMS
 Q&A

4. 4
Growth of DMS
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10

5. 5
Growth of DMS
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10

6. 6
Growth of DMS
Low Costs of Electronic Storage.
Government Encouragement
Need for Privacy, Backup, and Security
High Speed Scanners

7. 7
Dropbox
Great consumer-centric cloud solution
 Free for the first 2 gigs of online storage
 $10/Mo. for 50 gigs ($40/yr for version history)
 $20/Mo. for 100 gigs ($40/yr for version history)
 Team pricing for businesses
 $795/yr for 5 users (1000 GB total)
 $125/yr for additional user (200 GB each user)
 Phone support and Version History included
 Features
 All documents, photos, videos to be store online
and accessed from any internet connected tool
 Simple sharing of files with friends, families
 Back ups so files are safe from hardware failure
 Access anywhere – geographically flexible

8. 8
Wikipedia Overview of DMS
“A document management system (DMS) is a
computer system (or set of computer programs)
used to track and store electronic documents
and/or images of paper documents.
It is usually also capable of keeping track of the
different versions created by different users
(history tracking). The term has some overlap
with the concepts of content management
systems. It is often viewed as a component of
enterprise content management (ECM) systems
and related to digital asset management,
document imaging, workflow systems and
records management systems.”

9. 9
5 Critical Components of DMS
 Integration with office business applications
 Efficient capture of paper documents
 Smart indexing (OCR for PDFs)
 Security - access and transit documents to
comply with regulatory requirements (HIPAA,
FINRA, SEC)
 Document retention – automate record
management
 Include both Cloud and Server options for
businesses

10. 10
Business Benefits of DMS
Managing information to:
 Reduce RISK
 From compliance and regulatory requirements
 From, and for, customer records
 For communication between locations, mobile
phones and tablets, etc.
 Decrease Expenses
 Decrease labor required to manage files and
information
 Increase Profitability
 Faster, accurate access to information increases
revenue, reduces costs and increases quality
perception.

11. 11
Critical Components DropBox DMS
Integration with Business Applications
Paper Capture
Smart Indexing
Security
Document Retention
Summary

12. 12
Key Findings
After 10 years of experience, the following trends
are very noticeable
 Online backup options are drawing consumers
into using the cloud for file storage – then, as
employees, are then introducing businesses to
new online solutions
 Businesses are already scanning files in and
storing them in their Windows file systems
 Businesses that are paper-intensive and
compliance-bound are finding needs are not
being met with simple online storage
 Big issues emerging – security, duplicate effort,
integration, customization, retention

13. 13
Q&A