Oracle Distributed Document Capture

1. Distributed
<Insert Picture Here>
Document
Capture
Use Cases
Fujitsu – Oracle Lunch
Madrid, May 27th 2009
Hylke Visser, Director of Enterprise E2.0, Oracle

2. <Insert Picture Here>
Customer Case Study
JPMorgan Chase
Use Case Study
Rabobank Netherlands

3. JPMorgan Chase & Co.
Customer Case Study Implementing
Oracle Distributed Document Capture
Proprietary and Confidential – All Rights Reserved

4. i-Vault! Global Document Scanning Solution
Problems to be solved:
Global scanning
Lower volume scanning
Incorporate indexing at front end of the process or allow for central
indexing
Reduce cycle time to move business-critical documents to processing
locations
Meet regulatory storage requirements
Ensure documents are housed in a consistent, easily accessible repository
Solution must be:
Cost effective
Easily distributed
Easily maintainable
Allow for high quality and validated indexing
Leverage existing applications – archive, capture, standard desktop build
Proprietary and Confidential – All Rights Reserved Page 6

5. Current offsite document storage
At year-end 2006, estimated 6.1 million boxes held at Iron Mountain global
off-site storage facilities on behalf of U.S., UK, Belgium, Ireland, France
and Germany locations
Estimate does not include:
Approximately 272,000 boxes held in Asia locations where each branch
has independent arrangements with local suppliers
Approximately 110,000 boxes held in EMEA locations on behalf of
Spain, Luxembourg, Switzerland, Moscow and Italy
2006 archive box deposits
In 2006, approximately 711,000 archive boxes were stored with
Iron Mountain – excludes boxes stored on behalf of the Asia and
non-Iron Mountain EMEA locations at other third party vendor sites
2007 archive box deposits
Estimated that an additional 486,000 boxes were stored at
off-site locations
Proprietary and Confidential – All Rights Reserved Page 7

6. Impact of current document storage situation
Customer and service impacts
Delays in answering queries – archive boxes must be recalled from centralized storage facility
facility
with potential risk of wrong archive box being requested and/or received
Reduced staff efficiency and increased risk
Documents take longer to locate in archive box; possible that documents will be misfiled or
documents
not returned to the correct archive box. UK government statistics estimate that each query
takes an average of 2.5 hours to complete.
Recent fire at Iron Mountain location destroyed approximately 3,000 boxes owned by
3,000
JPMorgan Chase
Administrative overhead
Numerous ad hoc spreadsheets and databases maintained to track documents placed in each
documents
archive box
Staff has to manage the archive box process: packing, inventory compiled for each box,
sending each box to offsite storage location
Inefficient use of office space
Office space utilized for storage of archive boxes either waiting for collection or being
waiting
processed
Desks are cluttered with mountains of paper awaiting completion of archive box process
Proprietary and Confidential – All Rights Reserved Page 7

7. Processing flow, distributed capture and storage
USER BASIC PROCESSING FLOW
SiteMinder Release Document & Metadata
Scan a document Index Document
Single Sign-On to System to Server
Next Document
CTO IMAGE
GLOBAL DISTRIBUTED CAPTURE SYSTEM
ARCHITECTURE SCHEMATIC
Globally Distributed Low Speed Scanning Devices With Local
Web Based Indexing
MFD Device
PC PC PC PC
JP Morgan Chase
INTRANET
DISTRIBUTED CAPTURE Initially at two US
SYSTEM datacenters in an
(CENTRAL SERVERS) active/active
configurartion
i-VAULT Enterprise Repositories
I-VAULT i-VAULT
CM OnDemand Content Manager
Proprietary and Confidential – All Rights Reserved Page 8

8. Pilot implementations
Three lines of business participating
Treasury & Securities Services - as part of the Global Legal
Documentation project; estimated number of users: 200-250
Commercial Banking - as part of initiative to locally capture
customer documentation; estimated number of users: 450-550
Centralized Transaction Operations – as part of a cost initiative to
reduce number of documents stored at off-site storage facilities;
estimated number of users: 50-150
End of 3Q 2008: 1,000 users up on i-GDS!
Year-end 2008: estimate 1,800+ users
Currently have 50 implementations in queue, taking user base to more
than 3,500 users
Proprietary and Confidential – All Rights Reserved Page 9

9. Savings contributing to business case
Storage – 23% of benefit - Cost of sending
and storing paper documents offsite in
warehouse
Retrieval – 5.7% of benefit - Cost to
retrieve boxes and transport them back to
user requesting document retrieval
Efficiency – 71.3% of benefit –
Improvements in not having to search
through boxes; being able to pull necessary
document up via Web browser
Other savings opportunities not quantified
Ability to incorporate documents into
workflow within hours
Freed up floor space from eliminating
file cabinets
Legal retention and ability to produce Storage Retrieval Efficiency
document quickly
Customer satisfaction
Proprietary and Confidential – All Rights Reserved Page 10

10. Future plans for
i-Vault! Global Document Scanning
Continue roll out to global locations
Potential to add functionality (ability to import e-mail, PDF
documents, index improvements, etc.)
Integration of Distributed Capture with other Content Management
and Business Process Management functionality
Continued expansion of Capture Roadmap to include Capture locally or
centrally, and Key locally, centrally or globally. This would require
integration with higher volume Capture capability.
Proprietary and Confidential – All Rights Reserved Page 11

11. Manage the Customer Relation
Rabobank is a leader in Food and Agri financing and in
sustainability-oriented banking. The Rabobank Group has the
highest credit rating (AAA) and in terms of Tier 1 Capital, the
organisation is among the world's fifteen largest financial
institutions.
Rabobank required:
• A centralised, consolidated Enterprise Content
Management system
• A fully into the business processes and the User Interface
of their Siebel deployment integrated solution
• A scalable solution for over 34.000 employees to access
customer related documents
• A content platform that could fulfil their future needs for
RM and WCM

12. Universal Content Management within
Siebel view (Managed Attachments)

13. When clicking on Checkin, you can
add documents

14. Launch Distributed Document Capture with
relevant context for front office / ad hoc
scanning

15. Launch Distributed Document Capture with
relevant context for front office / ad hoc
scanning

16. For the demo we ‘scan’ a .tif document,
but normally you would have a scanner

17. After scanning the document, you can
add metadata

18. Or you can lookup information from the
Siebel database to search and validate

19. When you are ready, press the Send button

20. A user can also create a cover sheet
with relevant context for back office
scanning

21. A user can also create a cover sheet
with relevant context for back office
scanning

22. This back office scanned documents will be
visible in Siebel due to the barcodes

23. Clicking on the document will open a
PDF or PDF/A version of the document

24. Clicking on the document will open a
PDF or PDF/A version of the document

25. But clicking on the Edit button will do a
Check Out and Open in native application