What is document management and how to SoftAge and Kodak Alaris do it.

1. DMS –
The Transforming Landscape
SoftAge Global Document Management Conclave 2014, Goa
December 22, 2014

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• DMS has very humble origins……what began as an attempt in the 1980’s to
manage and secure paper documents, is silently becoming the primary IT tool for
Business Transformation
• The original need stemmed from:-
– I can solve the dilemma of shredding paper records and losing information forever, just because
I did not have physical space to store – having the information as well as physical space!!
– I want to prolong the usable life of physical paper documents – eliminate need for costly
chemical treatment to prolong life
– Economically achieve disaster recovery
• They were limited to mere “capture”, “storage”, “indexing” and “retrieval”
• Never looked at the fallout of “disk space”, “bandwidth utilization” or “share ability”
Historic Origins of DMS

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• Speed in handling a Business Transaction, reducing or eliminating physical
movement and its associated costs
• Ability to maintain multiple copies of documents in the process chain where
relevant
• Easier for Safekeeping
• Save Paper
The Co-lateral Gains

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• Modularity – to be able to implement in a phased manner
• Support for heterogeneous document types – paper, e-forms, fax, electronic files,
emails, attachments
• OCR capability
• Logical storage
• Secure retrieval – hierarchical access
• Search capability – file name/full text search, document type search, bookmark
search, etc.
• Scalability – from one to many users, unlimited filing cabinets, store billions of
document
• User friendliness – annotations, sticky notes, content hiding with redaction
The Centre-piece of DMS Today

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• Looks for DMS integrations with third party applications, typically:-
– Active directory
– Core ERP
– Email system
• Moving to a SaaS model deployed through a cloud:-
– Web enabled
– Web based
• Integrated Portal solutions for enhanced client portal functionality
• Workflow capability which facilitates the flow of engagement and document
information through the business process
• Tablet integration to easily bring documents from the DMS into tablet form to carry
out the business process
An Enterprise Today demands…

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• State Bank of India’s online Will creation service for individuals
(“My Will Services Online”)
• ICICI Bank’s “e-Locker” – free 1 GB shared folder to store documents for individuals
• Mumbai University’s “IntelliEXAMS” which provides distributed authoring of Question
Bank, secure online question paper delivery and centralized evaluation system
• DHL’s “Electronic Proof of Delivery” which lets you download receiver’s signed
docket within an hour of delivery
Transformative Impact

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The Real cost of Scanning
37%
39%
24%
Preparation
Post-Scan
Processing
Scanning

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Key considerations in architecting the Scanning
piece
Choice of scanner equipment must be made:
– to cover peak volumes, which appear weekly, monthly or seasonally
– to process the volumes in net working hours
– to complete the job within a given time-window
– to run the operation with a streamlined staff - a fleet of scanners requires
a fleet of operators and supervisors to control the process
– to consider the ongoing and hidden costs including premature
replacement of scanners that are not suited to the job

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What we do with Softage…
R
e
s
u
l
t
Document
Input
Image
Capture
Image
Formation
Image
Enhancement
Quality
Assurance
Preparation
Image data
Processing
Output
Formation
Export /
Delivery
Document
Images & Data
Document
Output and
Disposition
Scanning
Post Processing
Preparation
Storage and Access
Workflow
Processing
Document Management
Staple / Clip removal
Damage repair
Sorting
Batching
Feeding
Jam clearance
Cleaning
Maintenance
Conversion to digital form
Drop-out
Adjustment /
Correction
(Compensation,
Filtering, Noise
Removal)
BinarizationDocuments for
re-scanning
Re-scan
Management
De-skew
Border removal
Cropping
Rotation
Verification
Quality Control
Data Capture
Indexing
Forms Recognition
OCR
Extraction
File formats
Directory structures
Image Routing
Present to “system”

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If only it was this easy !

11. The Kodak trademark and trade dress are used under license from Eastman Kodak Company.
© 2014 Kodak Alaris Inc. Kodak Alaris will be the Company's trade name for its global business.