2. That Was Then… This Is Now 2
Intelligent Information Management &
Decision-making for Today’s Enterprise
Information is the fuel that powers the enterprise. The ability to convert
unstructured data from across the organization into function-relevant information
is the engine that drives mission-critical business processes.
Every single function of your business from accounting, to production, to human resources, to Sales and everything in-
between relies on information being accessible in a timely fashion.
The effectiveness and quality of business management directly impacts the success of your company, therefore, the right
information delivered to the right people—within, or outside the boundaries of your organization—is critical for making
sound business decisions. Enter Business Process Automation (BPA).
Informed Business Decision-making through Intelligent Process Automation
When combined with the centralized repository of an Enterprise-wide Content Management
system (ECM), Business Process Automation can orchestrate the flow of information and
decision-making throughout the enterprise by leveraging existing technology investments
and personnel.
This strategic enhancement makes intellectual capital available to
business processes in a way that is streamlined, actionable, and
auditable.
Benefits include:
• Controlled costs through streamlined business execution
• Reliable output consistent with business objectives
• Reduced margin of error
• Adherence to company policies and procedures
• Alignment with regulatory compliance mandates
• Mitigated overall business and legal risk
• Centralized knowledge center as the underpinning for innovation and growth
3. That Was Then… This Is Now 3
The Economic Case
“ or every dollar spent on printing documents, companies
F
incur another $6 in handling and distribution.”
Source: Hesseldahl, Arik, “The New Push to Get Rid of Paper,” BusinessWeek, May 27, 2008
A study in a county in California showed that cost savings associated with reduced Research has shown that
paper purchase and disposal are just the tip of the iceberg:
about half of the documents
Savings Per ream of paper printed in a typical office are
Purchase savings $ 2.50 thrown away within 24 hours
Disposal savings $ 0.13 of being printed.
Labor savings* (in processing and handling) $25.00
It is estimated that companies
That’s a savings of $27.63 for each ream of paper you avoid using, or 5.5 will spend about $8 billion
cents per sheet, and that doesn’t even include storage and mailing costs. this year on paper alone;
Source: StopWaste.Org, “Profiting from Waste Prevention: Measuring the Benefits,” December 1999 that doesn’t include costs for
*Labor savings are generated from the avoidance of paper waste; e.g., reading reports from disk vs. hard copy, ink and toner, or for running
sending e-mail vs. printing and distributing paper memos, or filling out forms on the web. Paper waste is not copiers, printers, and fax
generated that needs to be printed, filed, faxed, or found.
machines.
Source: Hesseldahl, Arik, “The
New Push to Get Rid of Paper,”
A Minnesota study estimated that the costs of using paper (not including labor) in the BusinessWeek, May 27, 2008
office can run 13 to 31 times the cost of purchasing the paper in the first place. The
costs of storage, copying, printing, postage, disposal, and even recycling add up.
Costs Per ream of paper Per sheet of paper
Purchase costs $5.00 $0.01
Storage, handling and $65.00 - $155.00 $0.13 - $0.31
disposal costs
The real cost of a ream of paper purchased for $5 actually costs the
organization up to $155, or a minimum of 13 cents per sheet!
Source: Minnesota Pollution Control Agency, statewide office paper reduction campaign, www.reduce.org
Storage costs.
Paper is bulky to store, whether in boxes or in file cabinets. By using fewer sheets,
storage space can be put to more productive use. Eliminating 14,000 file cabinets can
save upwards of $30 million in storage and lease costs.
Mailing costs.
Fewer sheets mailed also means reduced postage. Six sheets of paper weigh about 1
ounce and in 2009 cost $0.44 to mail. A single-sided 42-page report would cost about
$1.90 to send by U.S. first class; that same report, copied onto both sides of the paper,
uses only 21 sheets and would require only $1.39 in postage.
Source: “Paperless Express - A Paper Use Reduction Guide for Your Business”, StopWaste.Org
4. That Was Then… This Is Now 4 That Was Then… This Is Now 5
Intelligent Information Management
With API you receive a full-featured solution for the price of a competitor’s comparable entry-level offering.
OptiView, Intelligent Document OptiWorkFlow, Business Process
Repository Feature Set: Automation:
Information Management: Relevant information
is automatically compiled and easily accessible. Robust workflow engine: deliver actionable and
• Unique approach to classifying information provides timely information to drive business execution.
easy access and makes the traditional tree-based folder • Workflows can be easily initiated from OptiView document
structure look like a maze. repository; file changes are automatically reflected in the
repository so that staff make decisions using the most up-
• Integration with line-of-business applications (ERP, to-date information.
Accounting, HR, etc.) puts relevant information at
your fingertips without the need to query! • Define automated business rules with serial and parallel
approval paths.
• Administrative rights to customize the tabs and category
views for particular users by their user profile. • Intuitive visual status monitor for identifying progress on
any workflow task.
• Drag-and-drop files and images to the desired destination.
• Data can be validated or rerouted based on predefined
• Send emails directly from the system with files as business logic rules.
attachments. Include annotations and notes.
• Monitor workflow status by user with administrative access
• Thumbnail view in the system inbox provides a rights for supervisors.
quick visual indicator of image contents.
• Tasks/approvals assigned to individuals or group queues for
Searching: Discover a better way of finding Your business data departmental access.
information • Automated e-mail notifications of tasks for users/groups,
• All digital text, even from image files, becomes part of
time-based triggers, and auto-assignment/escalation rules
your searchable database.
when conditions are met.
• Optical Character Recognition (OCR) functionality with
superior accuracy. Comprehensive process reporting audit trails.
• Scalable system that can be easily configured to define new
• Pinpoint exactly what you’re looking for: advanced search
processes as the organization grows or enhance existing
logic and parameters locate and highlight all words/phrases
processes.
in the database, in any kind of file.
• Easy-to-use interface to create forms and workflows.
• Search file contents, tags, even document annotations.
• Form designer uses industry standard controls including
Security Retention: Mitigate business and OptiView drop down lists, entry and comment fields, electronic
legal risk signature areas, table structures, multi-list selections, radio
• Sensitive information is accessible only by authorized groups, check boxes and more.
personnel: redact a single word or entire sections in
documents, including form fields.
• Granular user permissions controls, to the page level.
• Digital signatures validate against a secure server and
prevent alteration of file contents.
• Automated tracking of retention timelines with email
alerts (single files or group of documents).
Share Information, Collaborate, Authorize OptiWorkFlow
• Full annotation highlighting, sticky notes, redacting.
Store annotations as part of the image file.
• Choose between text stamps or image-based signatures.
Scanning
• Automatic removal of blank pages from the back sides of
single-sided documents.
• Scan/import any size paper or format. Handles anything
from blueprints to ID cards.
• Support for over 300 scanner models.
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Immediate Return on Investment
and On-going Savings
API customers recognize a positive effect to the bottom line almost immediately, and a return on their investment within 18 months
on average. Below are some representative examples of cost savings realized by API customers.
Clay County Schools has captured and stored over 50 tons of paper documents into their API solution in less than eight months with
just two part-time workers. Broward County Public Schools is another example of the way school districts reap the benefits
of an intelligent information management system. Take a look at the chart below to see how the district has changed the tide of
wasteful spending with the API OptiView solution.
million images
and counting
Using an API solution frees up dollars for enrichment programs rather than for printers, paper, toner, file cabinets and floor space.
The following figures represent an actual 10-year period for Broward County Public Schools, the 6th largest public school district
in the US.
*Hard costs that were avoided based on 61,332,497 images
Cost of paper to print images $490,600.00
Cost of toner to print images $2,023,971.00
Cost of 7,667 4-drawer file cabinets to store images $1,379,980.00
**Cost of 199,342 sq. ft. office space to store 7,667 4-drawer file cabinets $3,986,840.00
Total Costs $7,881,391.00
*Costs are shown in 2011 dollars and do not reflect labor (soft) costs. **Office space costs are for one year based on $20/sq. ft. average
API’s comprehensive document management solution mitigates all expenses
associated with paper document production and storage.
Aurora Water’s automated “...API has reduced the Within the first year, the
billing process is delivering turnaround for vendor invoices AP department of a well
measurable savings in money from three weeks to three known performing arts center
and time. Aurora estimates days, eliminated $5,000 reduced operating expenses in
savings of over $130,000 in FedEx charges per half and increased invoice
per year as a direct result of year, and replaced needless processing volume by
using the API system. There faxing. Major vendors have 300%.
are also significant soft cost direct, controlled access so
reductions achieved through they can track invoices and
instant information access and update information. We are
fewer errors from data entry. no longer letting paper drive
—Aurora Water, CO
our processes.” —Neighborly Care
Network
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Next Steps Checklist
Working with API couldn’t be easier. r Have all stakeholders been included to this point?
From assessment to roll-out, API will If not, who do we need to speak to next?
___________________________________________
walk you through the steps necessary
using this tried and true checklist. r Has budget been allocated for this project?
Review each step and determine if anything is If not, when do you anticipate funds being
required prior to moving on to the next step. available? This month, quarter, year?
This ensures the most efficient use of your time Other:______________________________________
and resources.
r Where would you like to deploy our solution?
Accounts Payable? Human Resources? Legal?
Other:______________________________________
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Discovery and Assessment Demo and Integration Testing Installation and Training
