Don't let paper-based processes slow you down any longer. Find out why it's time to implement electronic document management. Watch the on-demand webinar on HelpSystems.com: https://www.helpsystems.com/resources/on-demand-webinars/8-reasons-its-time-implement-electronic-document-management-system

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8 Reasons It’s Time To Implement
Electronic Document Management
Go Paperless by Automating Your Key Document Processes

2. 8 Reasons It’s Time to Implement Electronic Document Management
Your Presenters
Richard Schoen
Director of Document Management Technologies
Greg Schmidt
Senior Technical Solutions Consultant

3. 8 Reasons It’s Time to Implement Electronic Document Management
• HelpSystems overview
• Document management introduction
• Webdocs introduction
• Demo
• Q&A
Agenda

4. 8 Reasons It’s Time to Implement Electronic Document Management
HelpSystems Family of Brands

5. 8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview

6. 8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview

7. 8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview

8. 8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview

9. 8 Reasons It’s Time to Implement Electronic Document Management
Forms Management
Input Forms—Capturing Data (Webforms)
• Turn any paper-based form into an online form
• Validate data as it’s entered (no re-keying)
• Capture signatures on forms
• Merge data with fillable PDFs for pixel-perfect output
• Store in Webdocs (if form needs to be preserved)
Output Forms—Generating Business Output (iForms)
• Eliminate pre-printed forms
• Generate form document output as PDF, TIFF, Excel, and CSV
• Use spool files, text files, XML, and database for source data
• Create individual documents or document packets
• Print, email, and file automatically to network folder, SharePoint, or
Webdocs

10. 8 Reasons It’s Time to Implement Electronic Document Management
Document Examples
• Bills of lading
• Proofs of delivery
• Sales proposals
• Contracts
• Expense reports
• Time sheets
• Loan agreements
• QC documents
• HR documents
• Designs
• Health records
• Patient and consent forms
• Purchase orders
• Maintenance reports

11. 8 Reasons It’s Time to Implement Electronic Document Management
Business Challenges
• Going “Green”
– One tree yields 8,333 sheets of paper
– Each office worker prints 1,000 pages per month
(10,000–12,000 year)
– 45% of documents are thrown out within 24 hours
– 768 million trees produce world’s annual paper supply
• Knowledge workers spending >20% of their time on
document management tasks.
• The average document is copied—either physically or
electronically—9–11 times at a cost of about $18.
• Documents cost $20 each to file. Retrieving a misfiled
document costs $120.

12. 8 Reasons It’s Time to Implement Electronic Document Management
Business Challenges
• Regulations (SOX and HIPAA) stress the need for
electronic records & proper controls.
• Disaster Recovery/Business Recovery: what about the
paper?
• Pre-printed forms are costly, difficult to manage, and
oftentimes become obsolete.
• Distributing documents to customers, vendors, and
business partners via mail or fax is costly and time
consuming.

13. 8 Reasons It’s Time to Implement Electronic Document Management
In the Beginning…

14. 8 Reasons It’s Time to Implement Electronic Document Management
Where Do We Keep Our Documents?

15. 8 Reasons It’s Time to Implement Electronic Document Management
How Do I Locate a Document Today?
Name: Acme Corp

16. 8 Reasons It’s Time to Implement Electronic Document Management
But We Already Manage Documents!

17. 8 Reasons It’s Time to Implement Electronic Document Management
How Do I Locate My “Managed” Documents?

18. 8 Reasons It’s Time to Implement Electronic Document Management
Introduction to Document Management
• Invoices
• Purchase Orders
• Bills of Lading
• Proof of Delivery
• Statements
• Acknowledgements, etc.
Documents are scanned Images are indexed Images are
stored in ECM
system or
network drive

19. 8 Reasons It’s Time to Implement Electronic Document Management
Introduction to Document Management

20. 8 Reasons It’s Time to Implement Electronic Document Management
What Is Document Indexing?
Customer name: Acme Corp
Customer number: 200556
Order: ORD100
Order Date: 1/1/2016
Order Total: $1200.45

21. 8 Reasons It’s Time to Implement Electronic Document Management
Digital Mailroom—Capture Every Inbound Document
Contracts Invoices Orders
Online
Forms
Scan Fax Email Web Form
A/R A/P
Finance
Human
Resources
Order
Entry
Purchasing

22. 8 Reasons It’s Time to Implement Electronic Document Management
What is the Document Management Lifecycle?

23. 8 Reasons It’s Time to Implement Electronic Document Management
Introduction to Webdocs
Capture and Manage Scanned Images, Reports, and Forms
• Capture scanned image documents
• Manage forms captured via Webforms
• Archive reports for online access
• View documents from any web browser
• Secure by department or user groups
• Version control to track document changes
• Supports any PC file or document format
TIFF, PDF, Word, Excel, PowerPoint, Outlook Emails, Audio and
Video Files

24. 8 Reasons It’s Time to Implement Electronic Document Management
Paper and Electronic Document Capture
Paper document
capture
Scanner or
MFP device
Automated
email capture
Monitor inboxes
Inbound and
outbound fax
Scanner or
MFP device
Web form
data capture
Capture data via
online entry
Application
integration
ERP, financial
apps, etc.
Automate folder
monitoring
Automated
workflow
Application:
Generated documents
such as reports and forms
Approval
processing
Application
capture
Microsoft add-ins,
PDF print driver,
drag and drop

25. 8 Reasons It’s Time to Implement Electronic Document Management
Integration
WebDocs can be easily integrated with other
HelpSystems products and third party ERP applications

26. UP NEXT...
Demo Time

27. UP NEXT...
Questions and Answers
Please enter your questions in the chat log

28. 8 Reasons It’s Time to Implement Electronic Document Management
Thank You for Attending
For More Information:
Website:
http://www.helpsystems.com/rjs
Telephone:
Sales: 800-328-1000
Support: 952-933-0609
Technical Experts:
richard.schoen@helpsystems.com
greg.schmidt@helpsystems.com