Armed & Paperless – Discover how Document Management can revolutionize your Business


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The overall impact of processing, handling, and storing paper documents in the workplace is astounding from a financial, environmental, and resource perspective. Not only can the inefficiencies attendant with paper-based bottlenecks be cumbersome on day-to-day operations, but the improper storage or loss of these documents can cripple or devastate a business. Join us and discover how document management can revolutionize your business.

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Armed & Paperless – Discover how Document Management can revolutionize your Business

  1. 1. Armed & Paperless Discover how Document Management can Revolutionize your Business Save Time, Money and Space Paul Crompton – VP V1 Document Management Inc. Nick Kudrycz – Technical Manager V1 Document Management Inc.
  2. 2. V1 Document Management Introduction <ul><ul><ul><li>Established in 1989 – experienced </li></ul></ul></ul><ul><ul><ul><li>Over 2,500 customers </li></ul></ul></ul><ul><ul><ul><li>17 worldwide offices – Boston and Orlando </li></ul></ul></ul><ul><ul><ul><li>5 th Largest Software Company in Europe </li></ul></ul></ul><ul><ul><ul><li>Business Partners in 20 countries </li></ul></ul></ul><ul><ul><ul><li>Software Authors </li></ul></ul></ul><ul><ul><ul><li>Specialize in Integrations with ERP systems </li></ul></ul></ul><ul><ul><ul><li>Award Winning Solutions </li></ul></ul></ul><ul><ul><ul><li>ROI in typically in 6 months </li></ul></ul></ul>
  3. 3. DbArchive DbScanner DbAuthorise Output Manager Forms Design Auto Email Auto Fax DbCapture OCR XML Finance Systems DbWeb Retrieve
  4. 4. Saving Time, Money and Space <ul><ul><ul><li>Today's Demonstration Finance </li></ul></ul></ul><ul><ul><ul><li>Expand into other business areas </li></ul></ul></ul><ul><ul><ul><li>Contract management </li></ul></ul></ul><ul><ul><ul><li>Case management </li></ul></ul></ul><ul><ul><ul><li>Student records </li></ul></ul></ul><ul><ul><ul><li>Design Documents </li></ul></ul></ul><ul><ul><ul><li>HR and Payroll </li></ul></ul></ul>
  5. 5. AP Issues <ul><ul><li>Focus on 2 areas of business </li></ul></ul><ul><ul><ul><li>Purchase Invoice data capture </li></ul></ul></ul><ul><ul><ul><li>Purchase Invoice approval </li></ul></ul></ul>
  6. 6. Software Demonstration Nick Kudrycz – Technical Manager
  7. 7. AP Issues – PI Processing <ul><ul><ul><li>Business problems – Without Document Management </li></ul></ul></ul><ul><ul><ul><li>Manual data entry expensive </li></ul></ul></ul><ul><ul><ul><li>Manual processing prone to error </li></ul></ul></ul><ul><ul><ul><li>Paper documents get misplaced in AP </li></ul></ul></ul><ul><ul><ul><li>Document Retrieval is a problem </li></ul></ul></ul><ul><ul><ul><li>Auditing time is increased </li></ul></ul></ul><ul><ul><ul><li>Difficult to Disaster Recovery Plan </li></ul></ul></ul><ul><ul><ul><li>Storage of documents – Space issues </li></ul></ul></ul>
  8. 8. <ul><ul><ul><li>Business solutions from V1 </li></ul></ul></ul><ul><ul><ul><ul><li>Automated data capture using OCR </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Header Level </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Line Level </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Train the system to capture the data </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Apply business rules to captured data </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Captured images available to view immediately and share </li></ul></ul></ul></ul>AP Issues – PI Processing
  9. 9. AP Issues – PI Approval <ul><ul><ul><li>Business problems – Without Document Management </li></ul></ul></ul><ul><ul><ul><li>Internal mail costs for document delivery </li></ul></ul></ul><ul><ul><ul><li>Multiple locations increases the cost </li></ul></ul></ul><ul><ul><ul><li>Delays in approval, delays in payment </li></ul></ul></ul><ul><ul><ul><li>Documents get mislaid, no automatic tracking </li></ul></ul></ul>
  10. 10. AP Issues – PI Approval <ul><ul><ul><li>Business solutions with V1 </li></ul></ul></ul><ul><ul><ul><li>Documents and approvals delivered electronically </li></ul></ul></ul><ul><ul><ul><li>Users instantly notified, approve documents online </li></ul></ul></ul><ul><ul><ul><li>Complete administration for tracking and reminders </li></ul></ul></ul>
  11. 11. Why use V1 Document Management ? Save Time and Cost Save on filing, photocopying. Save storage space. Save on external archiving/storage Improve Productivity Make documents available instantly to key staff Compliance Issues Secure archiving without the paper Removal of redundant/expired documents Business Continuity / Disaster Recovery Reduce the chance of losing valuable documents Secure controlled access Non revisable permanent records Version Control Full history Audit Trail Green Agenda Use less paper, fewer photocopies, more efficient document delivery
  12. 12. Why use V1 Document Management ? The cost of Paper :- Using Paper Moving Paper Filing Paper Storing Paper Copying Paper Retrieving Paper Labour costs Office Rent Compliance Initiatives Have all gone up………. You can now buy 1 terabyte of storage for $100 This will hold 1000 copies of the Encyclopedia Britannica The cost of scanners has also dropped and most new copier machines or multi function devices now have the capability to scan documents A V1 system does not need a vacation, wont complain about its working conditions, does not belong to a union and never complains about working over time
  13. 13. Bringing visibility to the ROI – Hidden Costs Staff spend 15% of their time locating and retrieving documents 7% of documents get lost and 3% are misfiled It takes 25 hours to recreate the information for any lost document The cost of unauthorised access to confidential documents The cost of time spent in routing and tracking documents that require a review and an approval process manually is estimated at $1 per document The average business spends $20 on labour to file each document Loses 1 out of 20 documents Spends $25,000 to fill a four drawer cabinet and $2000 annually to maintain it Document Management is one of the top 10 technology priorities in the world today So Calculate the ROI ………………………..
  14. 14. ROI Calculation – V1 can help How many filing cabinets do you have ? Do you have an off-site storage facility – What is the cost ? Do you store documents with a third party storage company – What is the cost ? Number of copies made of incoming documents ? Do you spend on pre printed stationery ? What are the courier costs to move paper around your organisation ? How long does it take to retrieve a paper document ? How many people handle each document ? How much time does it take to file a paper document ? These are just some of the questions we ask as part of our solution design and ROI analysis that we undertake for every client We then produce an ROI report for you and show you ways that we can save you TIME, MONEY AND SPACE