“Enterprise Content ManagementStreamlines Business Processes”

Pamela Doyle, Spokesperson, DirectorFujitsu Computer Products of America

AIIM Education Advisory Groupand Chair, The TWAIN Working Group

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Trends and Business Drivers

• Costs• Customer• Continuity (Risks)• Compliance

(Governance)

Risk and GovernanceU.S. Guidelines• Government Paper

Elimination Act• HIPAA• Gramm-Leich-Bliley• Sarbanes-Oxley• Bank Secrecy Act• SEC 17a3-4• Check 21

• The Health Care Quality and Modernization, Cost Reduction and Quality Improvement Act

• Data Protection Act• eDiscovery

The Solution• Enterprise Content Management, including

document imaging, the capture component, as it provides real world solutions that enable organizations to cut costs, improve data accessibility, control access, produce a more accurate audit trail and to ensure the secure retention and destruction of an organization’s information asset.

Enterprise Content Management“The strategies, methods and tools used to capture, manage, store, preserve and delivercontent and documents related to key organizational processes.”

AIIM International, 2006

ECM – E = EnterpriseECM – E = Enterprise

• Think like an environmentalist• Think globally, act locally• Think strategically, implement tactically

ECM – C = ContentECM – C = Content

• All content, not just text documents, not just emails without attachments

• How widely do you need to search & retrieve• Users inside & outside the organization

ECM – M = ManagementECM – M = Management

• Not just collecting & holding content, but actively managing it

Aiding with Information Management• Convert Paper to Electronic

Format• OCR/ICR/Barcode• Metadata• Full Text Search and

Retrieval• Forms Processing• Author• Check-In/Out Privileges• Version Control

• Audit Trail• Designated Privacy

Administrator for Access Control

• Remote Access• Simultaneous Access• IDR• BPM (Workflow)• Redundant Off Site Storage

ECM Applications

• Horizontal Applications:– Disaster recovery– Customer records management– Human resource records management– Processing forms– Document distribution– Document publication– Automating business processes

ECM Applications• Education:

– Student Records• HealthCare:

– Patient Records– Claim Processing– Order Entry (Lab, etc.)– Clinical Data

Repositories• Transportation:

– Proof of Delivery

• Legal:– Client Records– Case Reports

• Government:– Historical Records– Parking Tickets– Compliance

Documents– Police Department

Records

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ECM Applications• Insurance:

– Applications– Claims– Damage Inspections

• Hospitality:– Charge Authorizations– Reservations

• Retail/Manufacturing:– Contracts– Buyer Files– Sales Agreements– ISO Procedures

• Banking/Financial Services:– Proof of Deposit– Check Truncation– Signature Verification– New Account ID– Transaction Processing– Safe Deposit Contracts– Wire Transfer

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Success or Failure• As a scanner manufacturer we assume the

responsibility for the success or the failure of the implementation

• We are the entry point for digitizing the information

• We must pass off the highest quality image for the software application to be successful

Fujitsu Scanner Line-up

40PPM

Speed

$1,000 $5,000 $9,000

90 PPM

15 PPM

$18,000$2,000

25 PPM

$30,000

fi-5750C $7,995

M4099D $20,995

$21,000

fi-4990C $25,995

fi-4340C $4,995

fi-5220C $1,995

fi-4010CU$695

fi-5120C $1,195

60 PPM fi-4860C $16,995

fi-5530C $3,995

$4,000

ScanSnap $495S500

12 PPM

fi-5650C $5,995

fi-60F A6 FlatbedScanner $395

fi-5110C $895

ScanSnap $495fi-5110EOXM

100+ PPM

fi-5900C $24,995

New!

New!

New!

fi-5015C $695

Return on Investment

• Cut costs• Streamline business

operations• Improved customer

service• Ensure regulatory

compliance• Guarantee business

continuity

DHL Americas• Company Overview:

– Airborne Express (Acquired by DHL in 2003)– 50 years served business customers around the

world– Time sensitive delivery letters, packages and freight

to U.S. and more than 200 countries• Business Problem:

– Processes invoices and related documents for over 30,000 suppliers

– Manual process was slow and labor intensive– Manual processing often resulted in duplicate

payments, fraudulent billing attempts and overpayments

DHL Americas• Partner:

– Sought knowledgeable VAR (ImageSource) to automate Accounts Payables process

• Solution:– Capture – Kofax Ascent Capture– LOB – Stellent Application to image enable Oracle

Financial System– Manage – Stellent for content storage, retrieval and

workflow

DHL Americas• ROI:

– Streamlined AP processes (enhanced processing, accelerated cycle times, & increased user productivity) resulting in reduced operating costs

– Workforce reduction– Eliminated cost and reliance on an outsourced

microfilm service– Return on investment in 18 months

NASA• Overview:

– The United Space Alliance (USA) manages and operates the space shuttle program for NASA

– USA mission is to help NASA streamline and consolidate the shuttle program

– Safety is the most important measurement of a mission’s success

– At several hundred million dollars per launch, USA must maximize the use of taxpayer dollars

• Business Challenge:– Ensure the team has reliable, immediate access to

pre-, during and post-mission documents– These documents are critical to help the team to

develop scientific experiments on and outside the shuttle by the crew

NASA– Some of the documents are handwritten notes –

including research notes written by orbiting astronauts

• Implementation Objectives:– Find a document scanning solution capable of

producing best possible quality electronic documents – even better than handwritten originals

• Solution:– Fujitsu high-speed scanner combined with Kofax

VirtualReScan– Scanned images released as Adobe Acrobat files

(PDF) and distributed on high-security internet• ROI:

– Combined solution helps USA ensure all documents, including in-flight, are highest quality

– Maximizing the use of our taxpayer research dollars

Property Management Plus, Inc.

• Company Overview:– San Jose, CA– 4 Person Property Mgmt. & Real Estate Co.– Serves clientele in greater SF Bay & international

clientele in Australia, China, Israel, Japan, Philippines, & UK

• Business Problem:– Highly paper intensive (agreements, photos,

inspection reports, disclosures, etc.)– For regulatory purposes, physical file must be

archived for up to 4 yrs.– Receive an avg. of 70 calls per day requiring

immediate access to files

Property Management Plus, Inc.

– Relying on traditional information sharing(FAX, Postal & Courier Services)

• Solution:– ScanSnap to digitize files to PDF for archiving and

sharing via email• ROI:

– Eliminate costs of faxing (1 doc. to Philippines $27 / Korea $36) (Saved thousands)

– Eliminated courier minimum 7 day staggering value-add

– PDF provide for vast ability to collaborate– Execute contracts faster resulting in company

growth

Ruby Tuesday• Company Overview:

– Headquarters in Maryville, TN– Founded over 30 years ago– Founded by Sandy Beall and four buddies with a vision for a

restaurant with:• Quality,• Passion, and• Pride

• Today:– Publicly owned– Traded on NYSE– 850+ co-owned and franchised restaurants– More than 38,000 team members– Operations throughout U.S. and Worldwide

Ruby Tuesday

• Business Problem:– Fast-growing company with distributed operations– Needed to eliminate costly and in-efficient paper-based

processes– Weekly restaurants would ship week’s worth of

paperwork to corporate for processing (HR documents, payroll forms & invoices)

– 800 packages received on a given day– “FedExp boxes stacked to the rafters”

Ruby Tuesday

• Business Problem:– Accounts payable frequently took as long as six days to

process• Typical AP issues:

– Lost or misplaced documents resulting in duplicate payments or late fees

– Average cost of processing manually $24 (.22 to $350)– Invoice volumes increasing

Ruby Tuesday

• Solution:– Cardiff TeleForm with Web Capture Option (captures,

classifies & accurately extracts the data from the 1500+ invoices each day)

– Fujitsu fi-5120C scanners (800+ units)• ROI:

– Accelerated AP process by 5 days– Reduced annual shipping costs– Reassign 50% of employees– ROI achieved in 18 months

ECMECMStrategyStrategy

ECMECMConceptsConcepts

ECMECMProcessProcess

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