Do your users keep paperwork on their desk until it's processed? Are people constantly removing documents from filing cabinets? What happens when your company depends on an outdated document management strategy? Too much paper is wasted—approximately 1,000 pages per month per worker. Attempts to locate documents in endless filing cabinets drive your employees crazy. And distributing documents to customers, vendors, and business partners is expensive and takes up far too much time. These are just three common reasons why it might be time for your company to implement a paperless document management system. Discover how easy it can be to: -Capture -Manage -And distribute documents digitally Plus, our experts will provide a live demonstration of how implementing a document management solution will quickly solve your paper-based problems, so you can be more efficient.

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Go Paperless by Automating Your
Key Document Processes
Time to Remove the
Paper from Your Desk
and Become More Efficient

2. Time To Remove The Paper From Your Desktop And Become More Efficient
Your Presenters
Richard Schoen
Director of Document Management Technologies
Greg Schmidt
Senior Technical Solutions Consultant

3. Time To Remove The Paper From Your Desktop And Become More Efficient
• HelpSystems Overview
• Document Management Introduction
• Common Desktop Paperwork Challenges
• Webdocs Introduction
• Demo
• Q&A
The Journey to a Paperless Desktop

4. Time To Remove The Paper From Your Desktop And Become More Efficient
Flexible IT Software Solutions
IT operations
management
IT infrastructure
monitoring
Cybersecurity
Document & forms
management
Business
intelligence
Compliance &
audit reporting
• Workload automation &
job scheduling
• Business process automation
• Data backup management
• Disk space management
• Message & event monitoring
• Performance &
application monitoring
• Remote monitoring &
management for MSPs
• Network monitoring
• Vulnerability assessment
• Virus protection
• Identification & access management
• Security & integrity monitoring
• Security policy management
• Intrusion prevention & detection
• Encryption
• Document & image management
• Automated process &
workflow management
• Electronic forms management
• Signature capture &
approval management
• Enterprise data access
• Executive dashboards
& reporting
• Mobile data access
• Data warehousing
• Compliance reporting
• System & audit reporting
• SOX compliance
• HIPAA compliance
• PCI compliance

5. Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview

6. Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview

7. Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview

8. Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview

9. Time To Remove The Paper From Your Desktop And Become More Efficient
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 spooled 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. Time To Remove The Paper From Your Desktop And Become More Efficient
• Managing incoming paperwork
• Generating output forms and labels
• Creating paperwork packets
• Capturing signatures on documents
• Managing workflow and approvals
• Filling out paperwork
• Servicing customers without growing staff
Common Desktop Paperwork Challenges

11. Time To Remove The Paper From Your Desktop And Become More Efficient
• Keep users in core business applications
• Less training
• Less data entry
• Faster response times
• Push button document viewing
• Integrated document capture
Why Integrate Documents to Business Systems?

12. Time To Remove The Paper From Your Desktop And Become More Efficient
Business Document Examples
• Invoices
• QC documents
• HR documents
• MSDS documents
• C of A documents
• Shop floor
procedures
• Testing documents
• Maintenance
reports
• Machine
inspections
• Engineering
change orders
• Bills of lading
• Proofs of delivery
• Sales proposals
• Purchase orders
• Contracts
• Expense reports
• Time sheets
• Shipping
documents

13. Time To Remove The Paper From Your Desktop And Become More Efficient
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 the
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.

14. Time To Remove The Paper From Your Desktop And Become More Efficient
• 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 often
become obsolete.
• Distributing documents to customers, vendors, and business
partners via mail or fax is costly and time-consuming.
Business Challenges

15. Time To Remove The Paper From Your Desktop And Become More Efficient
In the Beginning…

16. Time To Remove The Paper From Your Desktop And Become More Efficient
Where Do We Keep Our Documents?
When you’re done with a document, please
return it to the filing cabinets.
Thank You,
Finance Team

17. Time To Remove The Paper From Your Desktop And Become More Efficient
How Do I Locate a Document Today?
Name: Acme Corp

18. Time To Remove The Paper From Your Desktop And Become More Efficient
But We Already Manage Documents!

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Introduction to Document Management
• Invoices
• Purchase orders
• Bills of lading
• Proof of delivery
• Statements
• Acknowledgements, etc.
Images are
stored in ECM
system or
network drive
Documents
are scanned
Images are
indexed

20. Time To Remove The Paper From Your Desktop And Become More Efficient
Introduction to Document Management

21. Time To Remove The Paper From Your Desktop And Become More Efficient
What is Document Indexing?
Customer name: Acme Corp
Customer number: 200556
Order: ORD100
Order date: 1/1/2016
Order total: $1200.45

22. Time To Remove The Paper From Your Desktop And Become More Efficient
Digital Mailroom
Contracts
Scan
AR, AP,
finance
Online forms
Web form
Purchasing
Sales orders
Email
Order entry
Invoices
Fax
Human
resources

23. Time To Remove The Paper From Your Desktop And Become More Efficient
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
• On premise or cloud-based
TIFF, PDF, Word, Excel, PowerPoint,
Outlook emails, audio and video files
Introduction to Webdocs

24. Time To Remove The Paper From Your Desktop And Become More Efficient
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
Automated folder
monitoring
Application:
Generated documents
such as reports and forms
Web form
data capture
Capture data via
online entry
Automated
workflow
Approval
processing
Application
integration
ERP, financial
apps, etc.
Application
capture
Microsoft add-ins,
PDF print driver,
drag and drop

25. UP NEXT...
Demo Time

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

27. Time To Remove The Paper From Your Desktop And Become More Efficient
Thank You for Attending—Let Us Help You Get Started
Begin Your Paperless Desktop Journey
Next step: FREE 30-minute process review
Website:
https://www.helpsystems.com/solutions/document-forms-management
Telephone:
Sales: 800-328-1000
Support: 952-933-0609
Technical experts:
richard.schoen@helpsystems.com
greg.schmidt@helpsystems.com