The document discusses the capture continuum and how organizations can move from paper-based processes to digital by implementing enterprise content management systems. It provides examples of how school districts and unions successfully digitized records and documents, reducing costs, improving compliance and accessibility of information. The trends highlighted include increased mobile and cloud computing solutions as well as sustainability initiatives to reduce environmental impacts of paper.

1. “The Capture Continuum”
Pamela Doyle, Director
Fujitsu Computer Products of America
Imaging Products Group
AIIM Ambassador
Chair, The TWAIN Working Group

2. Business Objectives
 Cost Reduction
 Customer Service
 Collaboration
 Compliance
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3. Content Chaos
 How much content does your
organization handle per day?
 Business depends on content to get
work done!
 Numerous forms of content
 A lot of content remains on paper
 Mission critical business processes
initiated by a single piece of paper
 Contradiction between proliferation
and corporate agility

4. The Impact
• Lost documents = lost productivity; lost
revenue
• Uncontrolled documents = deficient business
processes; poor customer service; unable to
prove compliance
• Unshared documents = no shared vision; no
shared input

5. Volume of Content
• Average number of corporate emails per individual sent
and received per day in 2011 was 228 (Radicati Group)
• IDC reports the digital universe increased more than six-
fold from 2006 to 2010 (The Expanding Digital Universe)
• 80% of information is still retained on paper (CAP Venture)
• Documents claim 60% of office worker‟s time
• Account for 45% of labor costs
• Average office employee generates 9,999 more sheets of
paper (Resource Conservation Alliance)
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6. Most Costly … Paper
 Store
 On Premise
 Offsite
 Manage
 $20 to file; $120 to search for misfiled; $250 recreate lost
 7.5 percent of all documents get lost; 3 percent of the remainder
get misfiled (Inc. Magazine)
 25K to fill a 4 drawer filing cabinet; 2K to maintain (futurelawoffice.com)
 Deliver
 7 minutes to FAX a 3 page document (Davidson Consulting)
 Average cost of courier - $15
 USPS
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7. Other Costs of Paper
 Duplicate copies
 Kept beyond retention
 Discovery
 Inability to demonstrate compliance
 Broken chain of custody (privacy)
 No process visibility
 Poor business intelligence
 Not green
 Vulnerable
 Loss evidence of transactions
 Loss revenue
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8. The Solution
 Capture all your documents
 Transform them into a valuable
resource
 Combination of hardware and
software
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9. Five Phases of Capture
Enterprise
Capture
Distributed
Capture
Intelligent Data
Extraction
Automated
Indexing
“A Document Strategy
Handbook, from Simple
Scanning to Enterprise
Scan and Store Capture”
Author: Kevin Craine
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10. Hardware Evolution
Wireless
Cloud
NW
Drivers Citrix Attached
Linux
Macintosh USB
Windows SCSI
Video Controllers
10

11. Enterprise Content Management (ECM)
11

12. ECM Functionality
Capture (On Ramp) :
• Digitize
• Image enhancement
• Scan to archive
• Scan to process
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13. ECM Functionality
Manage: Store:
• Metadata • Media
• BCS • Magnetic
• Search & retrieval • CDs/DVDs
• Security (access control) • Blue Ray
• Collaboration • Premise
• On
• Off (Hosted/Cloud)
13

14. ECM Functionality
Preserve: Deliver:
• Declaration • Workflow
• Retention • EAI
• Disposition • Output options
• Audit trail
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15. The Applications
 Historical  Claims
 Customer (Acct. Mgmt.)  Contracts
 Employee  EOB
 Patient  Case management
 Client  Lending
 Research (i.e. clinical)  Expenses
 Technical documentation  Accounts receivable
 Proof of delivery  Accounts payable
 Signature verification  Mailroom automation
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16. The Benefits
• Improve content accessibility and security
• Enable collaboration and communication
• Provide online access
• Enhance customer service
• Compliance (audit trail)
• Better business intelligence

17. Return on the Investment
• Reduce distribution costs
• Reduce expenses
• Increase productivity
• Streamline business processes
• Save time and boost company-wide
efficiency
• Reduce on-site and off premise storage

18. Describe your capture applications.
Scan to Archive (store) 15%
Scan to Process (initiate a
9%
transaction)
Combination of Both 76%
Total 100%
Source: Fujitsu End User Scanning Survey „2012
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19. How would you describe the
success of your scan to archive
projects? (Please check all that apply)
We have made real savings in paper storage costs 53%
We have opened the archive for much wider access 31%
We have much improved response time and/or
68%
customer service
The recognition/indexing quality has been excellent 42%
We need to expand the scope of capture
27%
documents
We need to move the next step of scan to process 32%
Source: Fujitsu End User Scanning Survey „2012

20. Have your scan-to-process projects been successful?
Yes, we achieved the ROI
17%
faster than expected
Yes, we achieved the ROI
49%
as expected
Yes, but it is taking a bit
24%
longer to achieve the ROI
Not really, we are still
9%
struggling with it
Source: Fujitsu End User Scanning Survey „2012
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21. 5 Ways to Get Buy In for ECM
 Gain an executive sponsor
 Build a tight business case
 Find quick wins
 Reference examples of success
 Learn best practices
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22. Keys to Successful Deployment
 Seek expert advice
 Communicate objectives & process to be addressed
 Determine delivery model
 Identify requirements
 Careful vendor analysis & demand proof of handling
 Prepare groundwork
 Roll out solution
 Benefit realization
 Leverage the investment
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23. Capture Continuum (Trends)
 4 C„s
 Slow economic recovery
 Healthcare
 Financial services
 Government
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24. Capture Continuum (Trends)
Business continuity:
25% of medium to large organizations have no DRP
19% have not tested in last 5 years (Digital Research)
75% of SMBs have no DRP (Inc. Magazine)
The ramifications:
Businesses suffering incapacitating disaster with no DRP
Only 43% resume operations
Of the 43%, 29% still in business in 2 years
Total of 71% out of business in two year (Contingency Planning Research)
The solution
Redundant off site storage
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25. Capture Continuum (Trends)
 Environmental sustainability:
 Integrate sustainability in core business strategies
 Environmental impact of paper:
 Average office worker uses 10,000 sheets per year (Xerox)
 45% of documents thrown out within 24 hrs. (Xerox)
 65% of organizations say paper usage has stayed the same or
increase (AIIM Int’l.)
 Manufacturing paper depletes resources
 1 tree = 8,333 sheets of paper (conservatree.com)
 Stop proliferation of paper (store, manage and deliver a single copy)
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26. Capture Continuum (Technology)
 2007 release of SharePoint included elements of document
management
 2010 release of SharePoint delivered an ECM platform but not
infrastructure
 Requires partner ecosystem
 Capture is the on-ramp to deliver content to SharePoint:
 Access all content including paper
 Accurately and completely extract metadata for SP
optimization
 Microsoft shop?
 SP may be a way to leverage your investment
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27. Capture Continuum (Technology)
 Faster, smaller, less expensive scanners
 Wireless
 Further advances
and application of
recognition technologies
 Distribute capture will remain preferred deployment
model
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28. Capture Continuum (Technology)
 Mobile:  Applications:
 Rise in mobile workforce  Field service
 Strategic initiative  Mobile worker
 Three technologies: productivity
 Tablets  Home healthcare
 Smart Phones  Scan-to- the-cloud
 Mobile/Micro  Assessment/Audit
Scanners  Mobile check deposit
 Transportation
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29. Capture Continuum (Technology)
 Cloud:
 Viable alternative to on premise
 Cost effective
 Faster start up
 Easy to maintain
 Service repositories
 Unprecedented access to all content
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30. Adams County District 50
Overview:
• One of CO largest school districts
• 10,000 students, 1,000 employees
• 19 locations
Problem:
• Create more than 10K records each year
• Finance & HR adds another 2,500 monthly
• Employees spent 30 minutes per request
• Files and filing cabinets occupied more than
2,000 sq. ft. (spilling into common areas)

31. Adams County District 50
Objectives:
• Eliminate risks with paper-based and
microfilm records
• Disaster recovery
• Compliance concerns
• Environmental sustainability
Solution:
• Cloud-based ECM

32. Adams County District 50
Implementation:
• Phased:
• 2000 – HR
• 2002 – Finance and AP
• 2007 – Student records
• Considerable ROI
• More than 30 employees have secure,
instant access
• 1 million records dated back to 1930

33. Adams County District 50
Benefits and ROI:
• Increased employee productivity
• Reduce storage space
• Saved building costs (2K sq. ft. in new
HS = $40K)
• Environmental responsible
• Award for better financial reporting
• “The system more than pays for itself”

34. Union Case
 MOEITS:
 Largest labor union
 Chicago based
 24,000 members
 Numerous business units
 Key Issues
 Geographically dispersed
 Paper everywhere (thousands or millions)
 Employee searching ($31.25)
 Cost of office space
 Office site storage ($9,000 per month)
 Compliance issues (HIPAA, Taft Hartley, GLB/SOX)
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35. Union Case
 Objectives:  Thorough research and
 Reduce reliance on analysis
paper  Solution:
 Compliance concerns  SharePoint
 Streamline  Microsoft shop
 Business continuity  Portal
 Collaboration  Granular security
 Reduce costs  KnowledgeLake
 Ease of use  Fujitsu scanners
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36. Union Case
 Phase One – Legal  Phase Two - PAC
 Paper intensive  Not always volume
 Office space but flow
 Banker boxes in  Form authorizes
basement collection of fee
 Time to discover  Deficient process
 Document capture  Huge financial loss
with barcode  SharePoint for
 Matters database workflow
 Scanned then shred
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37. Union Case
 Phase Three – Contracts  MOEITS Update
 Another example of process  Ron Borden, Executive
automation Director of IT
 Signed contract took 34
days 14 steps
 FAX
 Interoffice
 1 – 2 pages grew to 111
 Now, scanned at point of
origin
 Routed electronically
 20 minutes
37

38. 38

39. Union Case
 Benefits:
 Payback in 5 months
 Hard dollar savings:
 Reduced storage
 Recovered PAC funds
 Expedited processes (contract & grievance)
 Eliminated costs of paper-based processes
 Soft dollar savings:
 Reduced time to find documents
 File sharing and collaboration
 Business continuity
 Projecting 1 million over 3 years
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40. More Information
Product information and white papers:
• http://us.fujitsu.com/fcpa
• http://www.fujitsu.com/us/about/platforms/fcpa/me
dias/whitepapers/
Industry information:
• www.aiim.org
• www.arma.org
• www.twain.org