Document Mall Customer Presentation


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  • The goal of the presentation is to deliver 2 key messages : 1. the customer needs a document management system 2. Ricoh DocumentMall is easy to use, robust, secure and cost effective
  • The flow of the agenda reflects the following approach : Start from addressing the customer’s needs of managing documents Then introduce imageWARE document management solution
  • Why You Need A Document Management System -- The presentation opens up with these statistics to catch the attention from the audience – tremendous amount of paper records businesses deal with. Also address the fact that with technology advance, today’ business records resides on a broad variety of media , which makes it more challenging to manage.
  • Now summarize the challenges customers are facing to manage their critical business records.
  • The role of equipment is changing.   CLICK Equipment does not have to be just an output device.   CLICK If you consider its ability to capture and route information equipment sales are no longer based purely on output volumes, leasing rates and the cost of supplies. Devices can now be the on-ramp to document management systems.  
  • So the customer needs a document management solution to change the way they work - from sorting through cabinets to a simple click-through approach on the computer.
  • digitize paper documents and forward faxes and electronic files to DocumentMall
  • IKON Professional Services provides content management solutions such as DocumentMall that automate manual business processes. Manual processes create competitive disadvantages. These processes need to be identified, analysed and re-engineered.   For instance, let’s take a look at a manual accounts payable process – • Typically, invoices arrive in a mail room, waiting to be sorted. • At the next mail run, maybe that afternoon, or the next day, the mail is delivered. • If the recipient is busy or away, he or she may not actually examine the mail until the next business day. After waiting in a queue, it is opened and read. • If it requires another level of approval, it may have to go through the same manual process a few more times before any action can be taken. • Staff typically have to search for back up documents, or call suppliers when they need information. • Also, with a manual system, only one person can access a file at a time, unless multiple physical copies are made. • Manual processes are prone to time delays, errors, lost documents, and dissatisfaction – and they’re expensive as well.   CLICK Now let’s look at an automated electronic accounts payable process. • Capturing, sharing and storing information electronically means it can be quickly pushed to the people, processes and devices that need it. • Images of invoices are stored electronically. • Information is available from remote locations even when in use by others (in case you want to check purchasing or proof-of-delivery files). • And system administration features allow processes to be measured and improved.   This example clearly shows how IKON efficiency solutions: • Digitize information so it can be stored electronically and shared instantly with anyone, anywhere • Eliminate hard costs of manual document management (space, couriers, lost documents, filing costs, redeploy FTEs) • Speed workflows to save time and money   And when applied to additional areas of a business added benefits emerge, such as: • Increased customer satisfaction due to faster response (inquiries can be answered instantly, while customers are on the phone) • Increased revenue from reduced cycle times, (such as faster time to market) • The security of knowing your information can be backed up to avoid catastrophic loss (Disaster Recovery)
  • Validate – Customer story
  • We can get you to Document Efficiency through three phases. . . • First , IKON can assess your present state through consultative assessment services focused on your business processes. Our consultants have years of experience in industries such as legal, pharmaceutical, manufacturing, healthcare, education and financial services, analysing business processes to improve, simplify and streamline document workflows. • Second , we can recommend solutions that combine best-in-class hardware and software with IKON Professional Services’ expertise. The IKON Document Solution Portfolio software products are built on open architecture to integrate seamlessly with your existing infrastructure. IKON document efficiency solutions automate processes and move information through your organization effectively and efficiently. Our Solutions Engineering and Development team seeks out and tests the worlds leading document management software for open architecture, scalability and compatibility with the rest of the portfolio to ensure you have a robust and reliable, state-of-the-art solution, and provides custom application scripting to maximize the value of your solution. • And third , we implement and support those solutions – either in a managed services environment, on or off site. IKON Professional Services has experts to help you at every stage of the process – Our practice area experts keep us up to date on technology trends Our Systems Analysts design, configure and implement solutions on-site and work with you to ensure that your system runs smoothly and your staff are thoroughly trained. The Project Management Office has project management experts offering a systematic approach that leverages world-class standards, tools and techniques to get you up and running on time and on budget. The PS Client Support helpdesk are software specialists equipped to identify and resolve application problems, expert in end user training.  
  • Summary If you want to manage information as a corporate asset and meet compliance regulations, it’s good to know that IKON has the resources to help you make the right strategic moves.   • You can come to one company for a total solution and help with all your document management needs. • IKON will assess your processes; and customize, install and support a solution to help you save money and meet compliance requirements. • We are creating unique product bundles to automate processes as specific as the Accounts Payables function within a business • We are also developing vertical offerings to address areas, such as Legal, Education, Finance and Healthcare • And we can provide these solutions across North America and Europe. • Our vendor independence, depth of expertise and international coverage makes us unique in this industry   Whether you are a multinational organization with a footprint across the globe, or a small business that wants a multinational image, IKON can help you save money, increase efficiency and compete effectively.  
  • This is the main screen of DocumentMall. The overall look-and-feel is intuitive and easy to use and learn.
  • Document Mall Customer Presentation

    1. 1. Ricoh DocumentMall
    2. 2. Agenda <ul><li>Need for Document Management </li></ul><ul><li>Software as a Service </li></ul><ul><li>DocumentMall </li></ul><ul><li>IKON experience </li></ul><ul><li>Contact Information </li></ul>
    3. 3. Paper is Pervasive <ul><li>200 million documents are filed daily </li></ul><ul><li>Paper output growing at 21% per year </li></ul><ul><li>80% of all information is still paper based </li></ul><ul><li>15% of knowledge worker’s time is spent looking for documents </li></ul><ul><li>3-7.5% of enterprise paper documents are misplaced and will never be located </li></ul><ul><li>A misfiled document costs $61-$122 to be located and recreated </li></ul><ul><li>On top of mounting hard copies, knowledge workers work with electronic files, fax, drawings, audio/video and digital images </li></ul>
    4. 4. Document Challenges <ul><li>Keeping hard copies is expensive </li></ul><ul><ul><li>Documents replicated at multiple locations </li></ul></ul><ul><ul><li>Storage, distribution and processing labor costs </li></ul></ul><ul><li>Finding information takes too long </li></ul><ul><ul><li>No off-site access or immediate document sharing </li></ul></ul><ul><ul><li>Paper documents get lost </li></ul></ul><ul><li>Manual processing of paper documents is cumbersome </li></ul><ul><ul><li>Ineffective document workflows </li></ul></ul><ul><ul><li>Slow response to customer inquiries </li></ul></ul><ul><ul><li>No central repository </li></ul></ul><ul><li>Urgent need for regulatory compliance </li></ul><ul><ul><li>No document protection or security </li></ul></ul>
    5. 5. Leverage Equipment MFP Data and Process Portal
    6. 6. Document Management Solution Move from this To this <ul><li>A Document Management System electronically captures, stores, retrieves, distributes and manages hardcopy documents the same way electronic files are handled to improve office efficiency </li></ul>
    7. 7. Software as a Service <ul><li>Not all organizations want to spend the time or capital expense on implementing an in-house solution </li></ul><ul><li>DocumentMall is a Software as a Service (SaaS) solution hosted by Ricoh </li></ul><ul><ul><li>No hardware to purchase </li></ul></ul><ul><ul><li>No software upgrades </li></ul></ul><ul><ul><li>Minimal IT involvement </li></ul></ul><ul><ul><li>Start using solution immediately </li></ul></ul><ul><li>Store and retrieve documents via the Internet </li></ul><ul><ul><li>Easy to use </li></ul></ul><ul><ul><li>Accessible from anywhere </li></ul></ul>
    8. 8. DocumentMall <ul><li>Scanned documents from MFP or scanner </li></ul><ul><li>Faxes from Internet Fax </li></ul><ul><li>Application files </li></ul><ul><li>TIFF, JPG, BMP, PDF files </li></ul><ul><li>Web pages </li></ul><ul><li>Documents on CD </li></ul><ul><li>Central archive </li></ul><ul><li>Index/ Search and retrieval </li></ul><ul><li>Secure document access </li></ul><ul><li>View multiple formats </li></ul><ul><li>Add annotation </li></ul><ul><li>Distributes faxes, emails </li></ul><ul><li>Print </li></ul>Ricoh DocumentMall
    9. 9. DocumentMall Features & Benefits <ul><li>Friendly and intuitive user interface, minimal training required </li></ul><ul><li>SaaS model – no capital investment or IT overheads </li></ul><ul><li>Reduces costs associated with hardcopy storage, fax, filing, shipping, distribution, and reprinting </li></ul><ul><li>Built on EMC Documentum – fully functional including OCR for full text search and version control for collaboration </li></ul><ul><li>Data backup and recovery and paperless environment for sensitive information aids in compliance </li></ul>
    10. 10. Process Automation Invoices captured electronically Electronic approval Payment sent automatically [Manual or EFT] Invoices arrive in mailroom Mail delivered daily Accounting staff Backup information Payment sent
    11. 11. <ul><li>Healthcare practice </li></ul><ul><li>Expanding practice </li></ul><ul><li>Outsourced billing to third party agency to improve receivables </li></ul><ul><li>Limited space and limited IT resources </li></ul><ul><li>Time consuming process preparing daily records – copy, print, packaging, overnight shipping to agency </li></ul>IKON Case Study <ul><li>Ricoh MFP with DocumentMall </li></ul><ul><li>Barcode Service </li></ul><ul><li>Training </li></ul><ul><li>Results </li></ul><ul><li>Secure environment to share patient files with billing agency </li></ul><ul><li>Monitor when files are viewed and downloaded by agency to ensure timely action </li></ul><ul><li>Minimal investment </li></ul><ul><li>Quick to implement </li></ul><ul><li>No IT support required </li></ul>
    12. 12. IKON Solution Implementation <ul><li>Consultants </li></ul><ul><li>Business process focused </li></ul><ul><li>Best-in-class hardware and software </li></ul><ul><li>Open architecture </li></ul><ul><li>Solutions Engineering and Development </li></ul><ul><li>Practice Area experts </li></ul><ul><li>Solutions Analysts </li></ul><ul><li>Project Management </li></ul><ul><li>Support Professionals </li></ul>Assessment Services Document Solutions Implementation and Support
    13. 13. The IKON Difference <ul><li>One organization </li></ul><ul><li>A complete solution </li></ul><ul><ul><li>Assess </li></ul></ul><ul><ul><li>Automate </li></ul></ul><ul><ul><li>Save </li></ul></ul><ul><ul><li>Comply </li></ul></ul><ul><li>Unique solution offerings </li></ul><ul><ul><li>Horizontal </li></ul></ul><ul><ul><li>Vertical </li></ul></ul><ul><li>Global reach </li></ul><ul><li>Vendor independence </li></ul><ul><ul><li>Hardware </li></ul></ul><ul><ul><li>Software </li></ul></ul><ul><ul><li>Services </li></ul></ul>
    14. 14. Thank You <ul><li>Questions? </li></ul><ul><li>Contact information </li></ul><ul><ul><li>Kelly Day </li></ul></ul><ul><ul><li>(901)348-1588 </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>
    15. 15. Backup slides
    16. 16. DocumentMall Website/Messaging <ul><ul><li>Streamlined navigation </li></ul></ul><ul><ul><li>Flash utilized on Home Page to provide an “At a Glance” overview of the solution </li></ul></ul><ul><ul><li>Content boxes on Home Page draw attention to new content or featured promotions and can be easily and quickly updated to keep site fresh </li></ul></ul>
    17. 17. DocumentMall Login Page <ul><ul><li>Current users will get a choice to view/use original 8.x version or new 9.0 version </li></ul></ul><ul><ul><li>8.x will be available for a limited time(TBD) </li></ul></ul><ul><ul><li>All New Customers/Demo Accounts/Free Trials will run on v9 </li></ul></ul>
    18. 18. Branding Option <ul><li>Customer Name and Logo on DocumentMall Account </li></ul><ul><ul><li>Sign-in screen </li></ul></ul><ul><ul><li>User Interface </li></ul></ul>Save this page as your DocumentMall Login Page URL to bypass the Login Options page
    19. 19. DocumentMall Main Screen
    20. 20. Admin Functionality <ul><li>Creating Users </li></ul><ul><li>Creating Groups </li></ul><ul><li>Creating Permission Sets </li></ul><ul><li>Account Settings </li></ul><ul><li>Registering Machines </li></ul><ul><li>Creating Document Types </li></ul><ul><li>Upload Manager (Upload Agent) </li></ul><ul><li>Audit Reporting </li></ul><ul><li>Usage Report </li></ul><ul><li>Creating Barcode Templates </li></ul>
    21. 21. User Preferences/Drag & Drop <ul><li>Select Drag & Drop Option </li></ul><ul><li>Customize Interface Settings </li></ul>
    22. 22. Advanced/Quick Searching <ul><li>New Saved Searches </li></ul><ul><li>Quick Search available on Main Screen </li></ul>
    23. 23. Custom Search Page with Index Fields <ul><li>Available for display at Login </li></ul><ul><li>Displays all Indexes of the document on Main Screen </li></ul>
    24. 24. Brava Viewer <ul><ul><li>View and Print virtually any native format. </li></ul></ul><ul><ul><li>Markup/Annotate with a full range of markup tools you’d expect from a multi-format viewer </li></ul></ul><ul><ul><li>Print features include a full range of options and settings </li></ul></ul><ul><ul><li>Measure using magnified view, copy measurements </li></ul></ul><ul><ul><li>Compare two files, pages or sheets </li></ul></ul><ul><ul><li>Redact allows you to block text you don’t want to share for confidentiality purposes </li></ul></ul><ul><ul><li>Publish any viewable format, share content with anyone, anywhere in a highly compressed and encrypted format </li></ul></ul>
    25. 25. <ul><li>Multi-functional Products </li></ul><ul><ul><li>Only solution to deliver integrated MFP internet browser for secure upload of scanned documents over the Internet </li></ul></ul><ul><ul><li>Barcode indexing option streamlines indexing of scanned documents </li></ul></ul><ul><ul><li>Fax documents to DocumentMall </li></ul></ul>Input Options DocumentMall MFP Browser Optional Barcode cover sheets, route scanned documents with indexing (Meta) data
    26. 26. DocumentMall Replicator <ul><li>New optional add-on service for DocumentMall </li></ul><ul><li>Volume replication of documents from computers & network drives to DocumentMall </li></ul><ul><ul><li>MS Office Files </li></ul></ul><ul><ul><li>Scanned images </li></ul></ul><ul><ul><li>Etc </li></ul></ul><ul><li>A more efficient method for getting documents into DocumentMall </li></ul><ul><li>Delivers immediate benefits for disaster readiness & remote accessibility of business documents </li></ul>
    27. 27. Subscription Services <ul><li>Allows users to subscribe to specific documents </li></ul><ul><li>Quick availability of subscribed documents in the Subscription folder </li></ul>
    28. 28. Notifications <ul><li>Document properties shows user that has subscribed to document </li></ul><ul><li>Once a transaction is performed against the document, notification will be sent to “subscribed” user </li></ul>
    29. 29. Auditing and Audit Reports <ul><li>All transactions performed against a document are </li></ul><ul><li>Other Audit Reports are available that will capture all transactions in the repository </li></ul>
    30. 30. Support: RightNow Web