Smartfish Presentation 2007

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Do you need document management?

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  • Mike Morper comment: Should the sub title be, “The OS of Capture”
  • Smartfish Presentation 2007

    1. 1. Document Scanning Informational presentation to ______________ By Wayne Hooper 757-547-2352
    2. 2. Who is Smartfish Corp? <ul><li>One division of Smartfish specializes in Document Management systems. Smartfish is a certified solution provider of the award winning Kofax document and data capture software, “Ascent Capture” and “Virtual ReScan”. On the document repository side, we specialize in the IBM Content Management suite for the iSeries (AS/400). This includes Content Manager and On Demand. Smartfish is a reseller of both the ADOS document image repository and the eDrawer image repository. </li></ul><ul><li>Smartfish is available to meet your needs with a wide complement of services including: </li></ul><ul><ul><li>Strategic Planning; Feasibility Studies </li></ul></ul><ul><ul><li>Project Management and Project Leadership </li></ul></ul><ul><ul><li>Software Package Evaluation and Acquisition Assistance </li></ul></ul><ul><ul><li>Business Modeling and Process Flow Analysis </li></ul></ul><ul><ul><li>Functional System Design and Architecture </li></ul></ul><ul><ul><li>Detailed System Development and Implementation </li></ul></ul>
    3. 3. <ul><li>At Dollar Tree Stores: </li></ul><ul><li>We manage, design and develop document management solutions for several departments. Current applications involve Personnel, Benefits and Employee Relations of the Human Resources area. Construction, Leasing, Lease Administration and Property Management of the Real Estate area. Help Desk, Risk Management, Finance (accounts payable), and Merchandising (both Domestic and Import) areas all have solutions with future ongoing enhancements. The companies goal is to utilize document and workflow management technologies to achieve productivity gains for all associates. </li></ul>
    4. 4. <ul><li>At Bank of America: </li></ul><ul><li>We managed, designed, developed and implemented many major enhancements to a credit card charge-back and retrieval application. This application involved automation of workflow, fax integration, image and document management. </li></ul><ul><li>Developed initial pilot for On Demand statement retrieval of customer credit card statements. </li></ul><ul><li>Analyzed enhancements (additional automatic processes) for credit card application. Designed, developed and implemented software enhancements. </li></ul><ul><li>Managed, designed project for associates to manage from their desktop inbound/outbound fax documents utilizing both WAF and VisualInfo components of IBM's Content Management suite.    </li></ul>
    5. 5. <ul><li>At Christian Broadcasting Network: </li></ul><ul><li>We designed and developed a document Disaster Preparedness solution for the Employee Relations department. The companies goal is to utilize document management as their Disaster Preparedness plan covering 2.5 million active and archive pages of employee records. </li></ul><ul><li>At Tidewater Cancer Specialists: </li></ul><ul><li>We installed an eDrawer repository to reduce the paper storage problem and ease the user requirement of locating lab reports, billing documents and patient documentation. Imported existing PDF images created by multifunction copiers. </li></ul>
    6. 6. <ul><li>The Challenge: Automate indexing of AP invoice documents. Protect all active and inactive Commercial lease document files for disaster preparedness. </li></ul><ul><li>The Result: </li></ul><ul><li>Implemented Ascent Capture capture solution to perform scans of invoice documents with barcodes containing index information. </li></ul><ul><li>Ascent Capture also captures commercial lease documents into the eCabinet where the backup process provides disaster preparedness. </li></ul><ul><li>Software VRS eliminated 99.9% of document re-scan process and insures very high accuracy of barcode processing. </li></ul><ul><li>Local eCabinet repository provides quick access to invoices and leases </li></ul>
    7. 7. You need Document Management if… <ul><li>People are spending more time hunting for information than using and acting on it </li></ul><ul><li>Workgroups (local office and remote locations) are unable to access important multiple departmental documents </li></ul><ul><li>You often “start from scratch” because information is too difficult to locate </li></ul><ul><li>You don’t have the right information at the right time or the latest information quickly enough </li></ul><ul><li>You wish you could better share and reuse information </li></ul><ul><li>Your business processes are “paper” driven </li></ul><ul><li>Running out of room to add another metal file cabinet </li></ul><ul><li>You wish to enable business continuity/disaster recovery </li></ul><ul><li>Compliance – Sarbanes Oxley, HIPAA, many others </li></ul>
    8. 8. Two Kinds of Solutions <ul><li>An archival only system </li></ul><ul><ul><li>When all done using the paper convert it to images for desktop access when required </li></ul></ul><ul><li>An enhancer to business processes </li></ul><ul><ul><li>Convert “paper” to images early in life </li></ul></ul><ul><ul><li>Images can be shared without “loosing” original </li></ul></ul><ul><ul><li>Images accessed from any desktop </li></ul></ul><ul><ul><li>Images help implement automated business processes </li></ul></ul>
    9. 9. eDocuments and Documents for New Applications <XML> eDocuments Traditional Ascent Capture Process Auto-Import Digital Content Prepare Paper Documents Scan Documents Recognize Documents (Bar Code, OCR, ICR, OMR) Complete Indexing & Validation Release to Content Repository Office docs
    10. 10. Ascent Capture C U S T O M I Z E C O N N E C T C O N N E C T The Operating System of Capture Ascent Scribe Import Controller Custom Modules Release Scripting User Interface Index scripting Recognition scripting DjVu Document Express MFP’s & Digital Senders Fax Servers HTML/XML Office Docs Digital Images Audio Video C O L L E C T D I S T R I B U T E Scan/Import Recognize Validate Release C O N N E C T C U S T O M I Z E Scanners D I S T R I B U T E
    11. 11. Why is Ascent Capture right for your company? <ul><li>Ascent Capture offers a single-platform solution for all capture requirements </li></ul><ul><ul><li>Documents – Black/White or Color </li></ul></ul><ul><ul><li>Data – OCR, ICR, OMR </li></ul></ul><ul><ul><li>Paper or electronic originals </li></ul></ul><ul><li>Ascent Capture is proven as the easiest to deploy, maintain and operate </li></ul><ul><ul><li>Experts available worldwide </li></ul></ul><ul><ul><li>Meets most needs “off-the-shelf” </li></ul></ul><ul><li>Ascent Capture fits your business today and anticipates what you will need tomorrow </li></ul><ul><ul><li>Bridge the transition from paper-based business processes to eCommerce </li></ul></ul><ul><ul><li>Integrate using standards such as XML and Java </li></ul></ul>
    12. 12. Scanner hardware <ul><li>Offer individual, work group or high speed scanners from Bell & Howell and Fujitsu </li></ul><ul><ul><li>Size scanners for your volume of documents </li></ul></ul><ul><ul><li>Provide service options – call management, onsite, exchange or depot repairs </li></ul></ul><ul><ul><li>Adrenaline SCSI or video cards provide connectivity, image processing accelerators, and sophisticated image processing (deskew, despeckle, black border removal, etc) </li></ul></ul><ul><ul><li>Rentals available </li></ul></ul>
    13. 13. Virtual Re-Scan <ul><li>Perfect Scans the first time, Every time </li></ul><ul><ul><li>Lowers cost of scanning, lowers cost of data entry, faster processing of documents </li></ul></ul><ul><li>Reduced document preparation </li></ul><ul><ul><li>Delete blank pages, rotate upside down pages </li></ul></ul><ul><li>Virtually eliminate re-scans </li></ul><ul><ul><li>Deskew, despeckle, brightness, contrast </li></ul></ul><ul><li>Intelligent color handling – detection, background elimination </li></ul><ul><li>Document file size compression </li></ul><ul><ul><li>Crop </li></ul></ul><ul><li>Improved image quality and data capture </li></ul><ul><li>Hardware and software versions </li></ul>
    14. 14. Documents and Data <ul><li>Storage and management of documents </li></ul><ul><ul><li>Store document images on LAN drive </li></ul></ul><ul><ul><li>Burn documents to CD/DVD </li></ul></ul><ul><ul><li>Store indexed documents in a DMS repository </li></ul></ul><ul><ul><li>Email documents </li></ul></ul><ul><li>Captured data </li></ul><ul><ul><li>Release to a file to be imported by other programs </li></ul></ul><ul><ul><li>Direct application database update </li></ul></ul>
    15. 15. Repositories <ul><li>Many different choices available - differences </li></ul><ul><ul><li>Different databases </li></ul></ul><ul><ul><li>Different client software – thick or thin </li></ul></ul><ul><ul><li>Different server/operation systems requirements </li></ul></ul><ul><ul><li>Pricing – User, feature limitations or extras </li></ul></ul><ul><ul><li>Feature differences – some better at certain types of functions than others </li></ul></ul><ul><ul><li>Huge cost range from $2,500 to $250,000 </li></ul></ul>
    16. 16. Repositories <ul><li>We recommend and work with the following: </li></ul><ul><ul><li>IBM Content Manager – IBM - MVS, AS400, Windows </li></ul></ul><ul><ul><ul><li>Highly scalable, customizable </li></ul></ul></ul><ul><ul><li>Webdocs – Windows or AS400 with workflow options </li></ul></ul><ul><ul><li>ADOS – advanced intranet and internet functionality </li></ul></ul><ul><ul><li>ZyImage – best text searching </li></ul></ul><ul><ul><ul><li>Web and XML based </li></ul></ul></ul><ul><ul><li>eDrawer – low cost </li></ul></ul><ul><ul><li>Ricoh eCabinet – network appliance </li></ul></ul><ul><ul><li>Capio – one person desktop </li></ul></ul>
    17. 17. Burn Images to CD/DVD <ul><li>Mail CD/DVD to people </li></ul><ul><li>“ Project” folders of documents </li></ul><ul><li>Good for low volume </li></ul>
    18. 18. Webdocs – Small business edition <ul><li>Documents are accessed and viewed via any web browser and can be easily shared and distributed via fax or email. WebDocs also has the unique feature of being able to track revisions and changes to existing documents. Archiving documents is also easy. They can be saved to CD, optical disk or remote FTP sites for long-term storage. </li></ul><ul><ul><li>Web-based: documents are viewed and accessed from any web browser. </li></ul></ul><ul><ul><li>Document changes and revisions are automatically tracked. </li></ul></ul><ul><ul><li>No document conversions required – documents can stay in their native format. </li></ul></ul><ul><ul><li>Document security: access is regulated by user at the folder level. </li></ul></ul><ul><ul><li>Documents can be scanned from any scanner. </li></ul></ul><ul><ul><li>Up to 5 user-defined search keys can be assigned to each document. </li></ul></ul><ul><ul><li>Documents are stored in Windows folders </li></ul></ul><ul><ul><li>Easy document archiving: save to a CD, optical disk or remote FTP site. </li></ul></ul><ul><ul><li>Software ($5000) Includes: </li></ul></ul><ul><ul><ul><li>1 Scan Station (additional scan station $999.00 each) </li></ul></ul></ul><ul><ul><ul><li>5 User Licenses (Additional licenses- 5 viewer $999.00, 10 view $1750) </li></ul></ul></ul><ul><ul><ul><li>5 User-defined index search keys </li></ul></ul></ul><ul><ul><ul><li>Supports Email/Print/Fax </li></ul></ul></ul><ul><ul><ul><li>Document Check Out/In </li></ul></ul></ul><ul><ul><ul><li>Version Control </li></ul></ul></ul><ul><ul><ul><li>Running Notes </li></ul></ul></ul><ul><ul><ul><li>Audit Log </li></ul></ul></ul>
    19. 19. What is eCabinet? <ul><li>Document File Management Made Easy </li></ul><ul><li>Captures from many sources </li></ul><ul><li>Stores documents in a central location </li></ul><ul><li>Fully indexes documents for easy retrieval </li></ul><ul><li>Uses standard web browser interface </li></ul><ul><li>Intelligently archives documents for storage </li></ul><ul><ul><li>1000 series DVD Backup </li></ul></ul><ul><ul><li>Backup to NFS File Server / NFS NAS </li></ul></ul><ul><ul><li>HTTP: encrypted remote backup </li></ul></ul><ul><ul><li>DVD or CD Jukebox </li></ul></ul>
    20. 20. e Cabinet Overview <ul><li>Software Integration </li></ul><ul><ul><li>Web Server features </li></ul></ul><ul><ul><li>Automatic: </li></ul></ul><ul><ul><ul><li>OCR </li></ul></ul></ul><ul><ul><ul><li>Indexing </li></ul></ul></ul><ul><ul><ul><li>.PDF creation </li></ul></ul></ul><ul><ul><ul><li>Archiving </li></ul></ul></ul><ul><li>Hardware Integration </li></ul><ul><ul><li>Passive Network Device </li></ul></ul><ul><ul><li>Paperless Printer </li></ul></ul><ul><li>Finding Your Documents Has Never Been So Easy! </li></ul>
    21. 21. e Cabinet Features <ul><li>Capturing documents </li></ul><ul><ul><li>Scanners Networked or PC connected </li></ul></ul><ul><ul><li>Fax Internet capable fax devices </li></ul></ul><ul><ul><li>Printers Networked PCL or Postscript </li></ul></ul><ul><ul><li>Copiers Networked </li></ul></ul><ul><ul><li>Email SMTP Mail Systems </li></ul></ul><ul><ul><li>PC Any file type (Over 200 can be indexed) </li></ul></ul>
    22. 22. Other service offerings <ul><li>Provide scanning services – equipment and people for short term needs </li></ul><ul><li>Host your documents as a subscription service </li></ul><ul><li>Advanced document search software - ZyImage </li></ul><ul><li>Large image file size compression – DjVu – excellent for emailing large files, web sharing (fast downloads), color scans </li></ul>
    23. 23. Thank You! Any Questions? Smartfish Contacts: Wayne Hooper, (757) 547-2352 [email_address] In summary, Smartfish can provide and integrate all the software and hardware components required to meet your document and data capture requirements.
    24. 24. Enterprise Integration for Complex Applications <ul><li>Import controller </li></ul><ul><ul><li>Enables automatic importing of files and association with batch and document classes </li></ul></ul><ul><ul><li>Allows Ascent to be connected on the front end much as release scripts allow Ascent to be connected on the back end </li></ul></ul><ul><li>XML auto-import </li></ul><ul><ul><li>Uses XML to connect Ascent to other systems </li></ul></ul>

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