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PRESTO Paperless Office

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ALL YOUR DOCUMENTS, ALL IN ONE PLACE

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PRESTO Paperless Office

  1. 1. Introductory presentation Record management made easy PRESTO Paperless Office
  2. 2. 61trips per week to the fax machine, printer or copier? Did you know… The typical office worker makes
  3. 3. 20$ Filing costs average per document125$ Every misfiled document costs in lost productivity 12 Every filing cabinets require 1 extra employee to maintain Did you know… 3
  4. 4. Whether your office is completely paperless, ‘paperless friendly’, or still heavily reliant upon paper documentation (and consequently large physical archives), enhance your documentation management strategy with PRESTO Paperless Office for big $avings ORGANISE & $AVE
  5. 5. HOW PRESTO HELPS Standardise documents & their terminology Accelerate the retrieval, maintenance and archiving of documents Install discipline via enhanced governance in the ongoing maintenance of documents 5
  6. 6. 50% of their time just looking for it The average employee spends 5-15% of their time reading information and
  7. 7. LET PRESTO ASSIST Paperless officeWhere you are today Where PRESTO helps All of your documentation is moved to electronic archives and storage allowing for the creation, retrieval and modification of each electronically Most of your documentation is kept in file cabinets. Administrative information of each document is kept offline (e.g. spreadsheets) ▪ Document storage ▪ Robust audit log ▪ Reduced time in locating documents ▪ Online read-only viewing (coming soon) ▪ Digital signature (coming soon) ▪ Increased governance capabilities ▪ Increased sense of ownership in the management of documents ▪ Increased sense of urgency in keeping documents complete with correct information ▪ Alert and e-mail notification for scheduled maintenance ▪ Link documents to business activities, initiatives, and issues ▪ Document version management Buried in paper archives 7
  8. 8. PRESTO offers 4 quick and easy ways to retrieve records Folder directory link (point-&-click) Immediate download Digital customised fields Online direct preview ACCESSING RECORDS Let PRESTO take you immediately to the folder directory where your document rests Download a copy of your record directly to your computer Create & capture information from a record directly in PRESTO so that you can archive your record for good while tracking key information directly online using PRESTO’s automatic alert reminders Want a sneak peak? Open your document in read-only view directly in PRESTO (e.g. similar to Google Drive) 8
  9. 9. PRESTO’s helicopter view into your document archive allows you to ‘drill down’ with a click to retrieve the document you seek, its owner and any process or activity that is linked to it ALL YOUR DOCUMENTS, ALL IN ONE PLACE Super filters for quick access to all docs Filter by…. • Document group and sub group • Media format • RACI owner • Impacted company initiatives • Business criticality • Condition/status • Free text search 9 ASSIGN OWNERSHIP Use the RACI logic to agree roles and responsibilities at the record level
  10. 10. OPTIMISED GOVERNANCEfilter by status Filter your dashboard to identify documentation dependencies and their impact on your portfolio of business improvement initiatives (projects) Filter by media format Filter by: - Owner - Business criticality - Open/close status 10
  11. 11. STANDARDISE THE BUSINESS LANGUAGE Get organised! Standardise the business language at the company level by creating document group sets and subgroups which will then be cascaded to the team level to classify each record (document) being managed 11
  12. 12. CUSTOMISED DASHBOARDS FOR YOUR CUSTOMISED BUSINESS Dashboards are customisable at the team level giving team leaders the view that they want to see when monitoring documentation statuses Accelerated risk-management 12
  13. 13. ‘Records management is knowing what you have, where you have it, and how long you have to keep it’ - Rich Lauwers
  14. 14. SENSE OF URGENCY MADE EASY Outlining roles, responsibilities and timing when manging records has never been easier with PRESTO’s automatic reminder & maintenance action plan tracker YOU DECIDE Customised, calibrated discipline at the team level • WHAT documents will be flagged for maintenance • WHEN e-mail and alert messages will be automatically triggered • WHO will be notified in moments of risk (and HOW) • HOW areas of risk will be displayed on your governance dashboard and reporting sets • WHICH situations will be tracked in an action plan • WHERE action plan activities will be tracked for resolution updated renewal approaching minor revisions required signoff required document missing signoff required document missing expired VISA doc creation maintenance doc creation maintenance Kanban Business critical Action plan Warning status Critical status med low low low 14
  15. 15. Key benefits ✓ Improved disaster recovery program ✓ Reduced environmental impact ✓ Improved industry competitiveness ✓ Increased productivity ✓ Increased storage space ✓ Reduced expenses ✓ Ability to work remotely ✓ Enhanced customer service ✓ Increased security 15
  16. 16. About PRESTO PRESTO's original prototype was first launched as a stand-alone tool by a group of Italian business professionals in collaboration with a local university within a multinational financial organisation who had acquired the complete back-office depository bank servicing arm of an Italian industry leader. The opportunity to build PRESTO presented itself during the restructuring phase of the two organisations when the vast differences between their managerial cultures, operational know-how, language barriers and their business operating models indicated a strong need to implement Lean methodologies into the DNA of the new organisation. While using PRESTO, the integration team together with Human Resources, Risk and IT were able to successfully map customer and client journeys, catalogue, measure and benchmark business processes, standardise best practices and its terminology, become more transparent and communicate change more effectively to their supporting global shared service centres of excellence. Since its launch, PRESTO has been further developed to include additional idea cultivation features offered at a corporate-wide level and has become a true instrument of organic innovation TOPP Tactical Intelligence, Ltd. 27 Old Gloucester Street, London WC1N 3AX +39 351 221 4087 www.toppti.com info@toppti.com Contact us: Value4b di Maurilio Savoldi Via Industria 3 CH - 6814 Lamone www.value4b.ch  maurilio.savoldi@value4b.ch +41 076 8121309

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