1. Archiving Challenges
By: Ahmed Shawki Senior Business Development Manager

2. Agenda Paper Management Paper Problems Intelligent Capture Solutions Physical File Management Case Management Why Content Management needed Information Archive Q & A

3. The Paper Management
Managing volume and variety
Forms, documents, digital pictures, electronic formats
Inefficiency and expense
Slow, sequential, “one-person-at-a-time” processing
Inadequate information access
Global, 360-degree access to citizens data and business transactions needed
Compliance
Difficult to establish controls and comply with regulations
Citizens service
Need for better, faster reactions to citizens inquiries

4. Managing volume & variety Forms, documents, engineering drawings, maps; all need to be archived
Inefficiency and expense Papers search / retrieval is in- efficient & time consuming File storage takes thousands of square feet of expensive office or warehouse space.
Security and Information Protection Poor security – loss, fire, degradation No backup
4 The Paper Problem within an organization

5. Inadequate information access Inability to immediately access data anywhere in the company or outside the company Often the original file is the only copy; if someone leaves it on a desk, no one else can use it. Worse, if a disaster destroys a file, millions of dollars of crucial information can vanish.
Compliance Difficult to enforce policies and regulations
5 The Paper Problem within an organization

6. A Typical company: Makes 19 copies of a single document Spends $20 in labor to file one document Spends $120 in labor searching for each misfiled document Loses one out of every 20 documents Spend 25 hrs recreating each lost document apart from disasters & losses
6
Sources: PricewaterhouseCoopers and IAPP The Challenges of Paper within an organization

7. Invoice Number
Vendor Name
Purchase Date
Subtotal
Grand Total
Payment Terms
•10010
•Acme Products
•30 January 2008
•$ 6,014.81
•$ 6,025.88
•Net 30 Days
Capture
Classify
Extract
Validate
Store Intelligent Capture Solution

8. Identify document types based on graphic and text characteristics
Route documents to appropriate business processes or departments
Reduce costs of preparing documents for capture
Classified Documents
Tracking Forms
Criminal Forms
Medical Records
Civil
Forms
Order to
Seal
•Doc Type
•Case #
•Gender
•Race
•Date
•Court order
•8791233
•Male
•White
•12-Mar 2010
Capture
Classify
Extract
Validate
Deliver
Classify, Identify, & Organize Documents

9. Doc Set 4
Doc Set 1 Patient folder: 0045128
Doc Set 2
Doc Set 3 Patient Folder: 0045670 Addressing Complex Document Sets
Automatically organize documents into multiple levels
Single and multi-page docs plus attachments

10. Automatic extraction of machine-printed and hand-printed text
Data extracted using both zonal regions and intelligent freeform extraction rules
Reduce data entry and operations cost
•Doc Type
•Case #
•Gender
•Race
•Date
•Court order
•8791233
•Male
•White
•12-Mar 2010
Capture
Classify
Extract
Validate
Deliver
1830662112
Civil
Seal Record
Court File #
Case Type
Doc Type
Automate Data Extraction

11. Intelligent Data Extraction
SSN
Patient #
Date
555-44-3333
369-6123
04/08/08
Extracts data from all document types using zonal or freeform data extraction
Identifies regular patterns and data formats to increase accuracy

12. Auto-Learning of Documents
New, text-based classification
Service Invoice
Work Order
Total
•Well suited for documents with variations in layouts or size
–Invoices with floating footers
–Documents coming in from different channels
•No setup required—automatically determines text block and position pattern
Delivers significant classification accuracy improvements = ROI

13. Automated validation against data sources, business rules, and applications
Manual validation to inspect errors
Increased data accuracy, minimizes exceptions , increases productivity
•Doc Type
•Case #
•Gender
•Race
•Date
•Court order
•8791233
•Male
•White
•12-Mar 2010
Capture
Classify
Extract
Validate
Deliver
1830662112
Civil
Seal Record
Court File #
Case Type
Doc Type
Business Systems, Databases
Ensure Highly Accurate Information

14. Dynamically control where documents are exported
Automatic naming convention of document files based on values
Assign attribute values based on data captured
•Doc Type
•Case #
•Gender
•Race
•Date
•Court order
•8791233
•Male
•White
•12-Mar 2010
Capture
Classify
Extract
Validate
Deliver
Deliver Information

15. 15
Intelligent Enterprise Capture Solution
CAPTURE
© Copyright 2012 EMC Corporation. All rights reserved.
15
•Desktop Scanning
•WEB-BASED Scanning
•MOBILE CAPTURE
FIELD OFFICES/ CUSTOMERS
BRANCH OR REGIONAL OFFICES

16. Physical Files Management

17. Checks /
Dispatching
Internal
Systems
External
Participants
Internal
Participants
Internal
Sources
External
Sources
Case
Management
Team
Collaboration
Notification
Documents
generation
Updates
Record
Citizen/
Customer
Approvals /
Assignment
Case
Management
Team
External
Systems
Case Assessment
& Assignment
Case Initiation Case Solution Case Closing
Case Management

18. Content Server
SOPs
video
presentations
proposals
specifications
project plans
illustrations
detailed designs
photos
web Information
animation
emails
research
scanned documents
forms
resumes
market requirements
product requirements
fingerprints
letters
white papers
SOWs
contracts
POs
invoices
meeting notes
NDA
data sheets
competitive analysis
Unstructured
Structured 30%
MRP
ERP
Order Mgmt.
CRM
Policy Mgmt.
Distributed/Federated Repositories
with Centralized Management
Lifecycles Workflows
XML Component Management
Version Management
Manage all content types
Content Server provides content repository
Library Services
Check-in, Check-out
Security and access control
Version management
Lifecycles & Workflow Services
Full-text Indexing & Search
Native XML Management
Relational Object Model
Globalization
Full Unicode support
Scalable, Reliable & High Performance
Clustering
Billion-objects benchmark
High volume processing
Content Server Paper in not the only challenge

19. Information Archive
19
•Ingests structured data and unstructured content in a single, unified archive, providing a holistic view of related information.
•Gain a long-term, compliant archive, meeting retention requirements and ensuring auditability, defensibility, and easy accessibility when needed. .
•Leverage cost savings in infrastructure, administration, and operations by archiving static and valuable information. Achieve even more significant cost savings to decommission legacy applications.
•Archive hundreds of billions of static records including transactions and statements with high-volume, rapid ingestion of data.

20. 20
Questions & Answers

21. For More Information Website: www.its.ws © 2010 International Turnkey Systems Group (ITS). All rights reserved. January 2010. ITS, and the ITS logo, registered Patent and Trademark. Other product names mentioned herein may be trademarks and/or registered trademarks of their respective companies. Technical specifications and availability are subject to change without notice.