archiving challanges v 1.0 ahmed shawki
TRANSCRIPT
Archiving Challenges
By: Ahmed Shawki
Senior Business Development Manager
Agenda
Paper Management
Paper Problems
Intelligent Capture Solutions
Physical File Management
Case Management
Why Content Management needed
Information Archive
Q & A
The Paper Management
Managing volume and variety Forms, documents, digital pictures, electronic formats
Inefficiency and expense Slow, sequential, “one-person-at-a-time” processing
Inadequate information access Global, 360-degree access to citizens data and business transactions needed
Compliance Difficult to establish controls and comply with regulations
Citizens service Need for better, faster reactions to citizens inquiries
Managing volume & variety
Forms, documents, engineering
drawings, maps; all need to be
archived
Inefficiency and expense
Papers search / retrieval is in-
efficient & time consuming
File storage takes thousands of
square feet of expensive office or
warehouse space.
Security and Information
Protection
Poor security – loss, fire,
degradation
No backup
4
The Paper Problem within an organization
Inadequate information access
Inability to immediately access data
anywhere in the company or outside
the company
Often the original file is the only copy;
if someone leaves it on a desk, no
one else can use it. Worse, if a
disaster destroys a file, millions of
dollars of crucial information can
vanish.
Compliance
Difficult to enforce policies and
regulations
5
The Paper Problem within an organization
A Typical company:
Makes 19 copies of a single
document
Spends $20 in labor to file one
document
Spends $120 in labor searching
for each misfiled document
Loses one out of every 20
documents
Spend 25 hrs recreating each
lost document apart from
disasters & losses
6
Sources: PricewaterhouseCoopers and IAPP
The Challenges of Paper within an organization
Invoice Number
Vendor Name
Purchase Date
Subtotal
Grand Total
Payment Terms
• 10010
• Acme Products
• 30 January 2008
• $ 6,014.81
• $ 6,025.88
• Net 30 Days
Capture Classify Extract Validate Store
Intelligent Capture Solution
Identify document types based on graphic and text characteristics
Route documents to appropriate business processes or departments
Reduce costs of preparing documents for capture
Classified Documents
Tracking Forms
Criminal Forms
Medical Records
Civil Forms
Order to Seal
• Doc Type • Case # • Gender • Race • Date
• Court order • 8791233 • Male • White • 12-Mar
2010
Capture Classify Extract Validate Deliver
Classify, Identify, & Organize Documents
Doc Set 4
Doc Set 1 Patient folder: 0045128
Doc Set 2 Doc Set 3 Patient Folder: 0045670
Addressing Complex Document Sets
Automatically organize documents into multiple levels
Single and multi-page docs plus attachments
Automatic extraction of machine-printed and hand-printed text
Data extracted using both zonal regions and intelligent freeform extraction rules
Reduce data entry and operations cost
• Doc Type • Case # • Gender • Race • Date
• Court order • 8791233 • Male • White • 12-Mar 2010
Capture Classify Extract Validate Deliver
1830662112
Civil
Seal Record
Court File #
Case Type
Doc Type
Automate Data Extraction
Intelligent Data Extraction
SSN
Patient #
Date
555-44-3333
369-6123
04/08/08
SSN
Patient #
Date
555-44-3333
369-6123
04/08/08
Extracts data from all document types using zonal or freeform data extraction
Identifies regular patterns and data formats to increase accuracy
12
Auto-Learning of Documents
New, text-based classification
Service Invoice
Work Order
Total
• Well suited for documents with
variations in layouts or size
– Invoices with floating footers
– Documents coming in from different
channels
• No setup required—automatically
determines text block and
position pattern
Delivers significant classification accuracy improvements = ROI
Automated validation against data sources, business rules, and applications
Manual validation to inspect errors
Increased data accuracy, minimizes exceptions , increases productivity
• Doc Type • Case # • Gender • Race • Date
• Court order • 8791233 • Male • White • 12-Mar 2010
Capture Classify Extract Validate Deliver
1830662112
Civil
Seal Record
Court File #
Case Type
Doc Type
Business Systems, Databases
Ensure Highly Accurate Information
Dynamically control where documents are exported
Automatic naming convention of document files based on values
Assign attribute values based on data captured
• Doc Type • Case # • Gender • Race • Date
• Court order • 8791233 • Male • White • 12-Mar 2010
Capture Classify Extract Validate Deliver
Deliver Information
15
Intelligent Enterprise Capture Solution
CAPTURE
© Copyright 2012 EMC Corporation. All rights reserved. 15
• Desktop Scanning
• WEB-BASED Scanning
• MOBILE CAPTURE
FIELD OFFICES/
CUSTOMERS
BRANCH OR
REGIONAL OFFICES
Physical Files Management
Checks /
Dispatching
Internal Systems
External
Participants
Internal
Participants
Internal
Sources
External
Sources
Case
Management
Team
Collaboration
Notification
Documents generation
Updates
Record
Citizen/ Customer
Approvals / Assignment
Case
Management
Team
External Systems
Case Assessment
& Assignment Case Solution Case Closing Case Initiation
Case Management
Content Server
SOPs
video
presentations
proposals
specifications
project plans
illustrations
detailed designs
photos
web Information
animation
emails
research
scanned documents
forms
resumes
market requirements
product requirements
fingerprints
letters
white papers
SOWs
contracts
POs
invoices
meeting notes NDA
data sheets
competitive analysis
Unstructured
Structured 30%
MRP
ERP
Order Mgmt.
CRM
Policy
Mgmt.
Distributed/Federated Repositories with Centralized Management
Lifecycles
Workflows
XML Component Management
Version
Management
Manage all content types
Content Server provides content repository
Library Services Check-in, Check-out
Security and access control
Version management
Lifecycles & Workflow Services
Full-text Indexing & Search
Native XML Management Relational Object Model
Globalization Full Unicode support
Scalable, Reliable & High Performance Clustering
Billion-objects benchmark
High volume processing
Content Server
Paper in not the only challenge
Information Archive
19
• Ingests structured data and unstructured content in a single, unified
archive, providing a holistic view of related information.
• Gain a long-term, compliant archive, meeting retention requirements and
ensuring auditability, defensibility, and easy accessibility when needed.
.
• Leverage cost savings in infrastructure, administration, and operations by
archiving static and valuable information. Achieve even more significant
cost savings to decommission legacy applications.
• Archive hundreds of billions of static records including transactions and
statements with high-volume, rapid ingestion of data.
20
Questions & Answers
For More Information
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