The document discusses an electronic document management system (eDMS) product demonstration. It outlines challenges of conventional document handling methods like high storage costs, difficulty retrieving documents, and redundancy. The presentation agenda includes information on Tele Dynamics Sdn Bhd, features of eDMS like centralized digital storage and full-text search, and benefits like increased productivity and reduced costs. It demonstrates eDMS workflow and integration with other systems.

1. ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
Presentation & Product Demo
13th April 2009

2. AGENDA
 About Tele Dynamics Sdn Bhd
 Challenges Of Today’s Business
 Disadvantages Of Conventional Document
Handling Method
 Features Of eDMS
 Benefits Of eDMS
 Product Demo

3. Tele Dynamics Sdn Bhd

4. Tele Dynamics Sdn Bhd
 ISO 9001:2000 Certified
 Established 21st January 1981
 RM 12 million paid up capital
 Net Sales of RM 300 Millions (‘07)
 5 Branches – Penang, Ipoh, JB & Kuching, Kota Kinabalu and 26 OA Centers throughout
Malaysia
 2 Subsidiaries – Tele Dynamics Solution Sdn Bhd & Tele Dynamics Global Com Sdn Bhd
 Employs 456 staff (1st Quarter ‘07), 60% in Technical Service & Support
 Exclusive Distributor for TOSHIBA Information & Communication Systems (ICS), and
Retail Information Systems (RIS)

5. Document & Data Processing Solution (DDPS) Division
Our forte:
• Total solution provider in eDMS document management
solution – form processing, eDMS, Workflow, Output Management,
etc
• Industry recognized Document Processing Outsourcing
(DPO) Centre – Singapore Evident Acts conformance

6. Challenges Of Today’s Business

7. Challenges Of Today’s Business
Information gathering
Increase productivity
Fast decision making / efficiency / revenue
Cost efficiency Customer satisfaction
Reduce business process
turnaround time

8. Conventional Document Handling
Method

9. Conventional Document Handling
High documents volume
90% of corporate memory exists on paper.
(Source: Imersion Technologies, Inc.)
Invoice, Delivery Order, Purchase Order, Credit
Note, Report, Statement, Form, Agreement, Letter,
Drawing (Plan, Design), Standard Operating
Procedure, Company Rules and Regulation,
Signature Verification Card….etc.

10. Conventional Document Handling
High labor and equipment cost
Salary
3500
3000
2500
2000
1500
1000
500
0
1998 1999 2000 2001 2002 2003 2004 2005 2006

11. Conventional Document Handling
Difficult to retrieve
“IDC has estimated that the typical
enterprise with 1,000 knowledge workers
wastes $2.5 million to $3.5 million per year
searching for nonexistent information,
failing to find existing information, or
recreating information that can't be found.”
(Source: IDC)

12. Conventional Document Handling
Time consuming / slow
80% of employees waste an average of
half an hour per day retrieving
information, while 60% are spending an
hour or more duplicating the work of
others. (Source: “Show me the Money, Measuring the Return on
KM” Knowledge Management)

13. Conventional Document Handling
High storage & retrieval
cost – on-site / off-site

14. Conventional Document Handling
Misfiled / damage / lost of document
7.5% of all documents get lost, 3% of the remainder get misfiled.
(Source: Imersion Technologies, Inc.)

15. Conventional Document Handling
Redundancy cost
Account Credit Control Sales Logistic
Department Department Sales Department
Department Department
The average document gets copied 19 times.
(Source: Imersion Technologies, Inc.)

16. Conventional Document Handling
Decentralized filing
3rd Floor
Contract / Agreement
2nd Floor
Invoice
1st Floor
Purchase Order
Ground Floor
Delivery Order

17. Conventional Document Handling
Windows file-level filling method

18. Conventional Document Handling
Disaster / business interruption
76% of business that have a disaster effecting paper storage
will go out of business

19. Fire destroyed
documents in
Finance and
Account
Department
(Oct 2006)

20. eDMS workflow
Admin &
Finance
Online Task Monitoring through eDMS
Admin
Manager Executive
Director
1) Documents are sort
by types. Index &
Export
eDMS
Finance
Legal & Corporate Electronic
Manager
Secretary Route &
Response
Toshiba
eStudio
Colour Legal
MFP Manager
eDMS Internet
access to
Server
All scanned eDMS
documents are filed HR
and stored
accordingly
No more hard
copy documents

21. Enterprise Document Management System
Scan & Index Client
(Hard copy and soft copy document)
Branch Office HQ Subsidiaries
eDMS Web
Clients
E-DMS Server
Internet /
Intranet
Oversea
Branches
LAN users access
Integration to E-DMS
System
Backend
Single Point
of Access SAP HIS LOAN

22. Enterprise Document Management System
Scan & Index Client
OCR,ICR
Branch Office HQ Subsidiaries
eDMS Web
Clients
Internet /
Intranet
E-DMS SQL 2000 Image Oversea
Application Database Server Branches
Server Server
LAN users access
Integration to E-DMS
System
Backend
Single Point
of Access
SAP HIS LOAN

23. Features Of eDMS

24. Features Of eDMS
Digital document
250++ file formats

25. Features Of eDMS
Centralized storage / file sharing

26. Features Of eDMS
Easy retrieval / search index data or text within document
Full Text Content Search
Profile Search

27. Features Of eDMS
Standardized filing structure Finance Department
Invoice
Purchase Order
Vendor Profile
Sales Department
Quotation
Brochure
Comparison
HR Department
Employee Profile
Rules & Regulations
Employee Suggestion
Administration Department
Contract
Company Profile
Event (Photo / Report)

28. Features Of eDMS
Restricted access / security
HR Department
Data
8 8 4 8 8
Account User Sales User HR User Logistic User Legal User

29. Features Of eDMS
Collaboration
Start Process 1 Process 2 Process 3 End
Hard Copy Document
Digital Document
Process 1
Start Process 2 End
Process 3

30. Features Of eDMS
Document Life Cycle
Current Document End Of Life Document
DMS Server
Online Data Offline Optical
Storage

31. Features Of eDMS
Data Backup in case of disaster
DMS Server

32. Benefits Of eDMS

33. Immediate Benefits
• Document retrieval time reduction 30-90% range
• Improved Client Service
• Productivity Gains 20-30% range
• Ability to access documents anytime, anywhere
• Storage & net floor space reduction in 50-80% range
• Reduce mailing and copying costs 50-90% range
• No lost or misfiled documents.

34. Immediate Benefits
 Document retrieval time reduction 30-90% range
 Improved Client Service
 Productivity Gains 20-30% range
 Ability to access documents anytime, anywhere
 Storage & net floor space reduction in 50-80% range
 Reduce mailing and copying costs 50-90% range
 No lost or misfiled documents.

35. Intermediate Benefits
 Cost reduction for archival storage
 Cost reduction for internal mail, courier, etc
 Improve physical security (write only optical media is
rated at 30+ years, read write media at 10+ years, but for
most intents, the media is virtually indestructible. It’s even
immune to low level radiation fields)
 Cost reduction by shipping documents in CD

36. Potential Strategic Benefits
 Reduce business risk
 Improve customer service
 Projection of a high tech/high touch image to customers
 Improve information flow
 Significantly improve response time for data analysis
 Reduced administrative workload

37. 4. Tele Dynamics eDMS customers ( Partial )
Banking & Insurance Corporate Organization
 EPIC-I Sdn Bhd (Subsidiary of Bumiputra  Bursa Malaysia Bhd
Commerce Bank )  Shell MDS, Bintulu, Sarawak
 Aeon Credit  Courts Mammoth Sdn Bhd
 Tokio Marine Insurans (Malaysia) Bhd  Patrick Mirandah Co. Sdn Bhd
 Federation of Malaysia Unit Trust Managers  Spanco Sdn Bhd
 AmAssurance Berhad  Kenneison Brothers Sdn Bhd
 Berjaya Vacation Club Berhad
Shipping & Logistic
 Servex Malaysia Sdn Bhd
 Ben Line Agencies (M) Sdn Bhd
 MPH Group (M) Sdn Bhd
 CMA, CGM & ANL (M) Sdn Bhd
 Kumpulan FIMA Berhad
 Trans-Asia Shipping Corporation Bhd
 Benkert Sdn Bhd
 Diperdana Bhd
 Sistem Televisyen Malaysia
 Konsortium Logistik Bhd
 NorthPort Berhad
 Integrated Logistic Berhad
Government Trading & Distribution
 NPC  First Tech Pacific Sdn Bhd
 SMIDEC  Bausch & Lomb (M) Sdn Bhd
 MITI  Servex Sdn Bhd
Property Developer / Construction
Manufacturing
 Maju Holding Sdn Bhd
 Onkyo Electronic Sdn Bhd
 IGB Corporation Bhd
 Mah Sing Group Bhd

38. Product Demo

39. Thank You