Document Management 101:Reduce Paper, Boost ProductivityGo Paperless by Automating Your Key Document Processes

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Your Presenters

Richard SchoenDirector of Document Management Technologies

Greg SchmidtSenior Technical Solutions Consultant

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Agenda

• HelpSystems overview• Document management introduction• WebDocs introduction• Demo• Q&A

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HelpSystems Family of Brands

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Solution Overview

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Document Examples

• Bills of lading• Proofs of delivery• Sales proposals• Contracts• Expense reports• Time sheets• Loan agreements• QC documents• HR documents

• Designs• Health records• Patient and consent forms• Purchase orders • Maintenance reports

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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 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.

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Business Challenges

• 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 oftentimes become obsolete.

• Distributing documents to customers, vendors, and business partners via mail or fax is costly and time consuming.

In the Beginning….

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Where Do We Keep Our Documents?

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How Do I Locate A Document Today?

Name: Acme Corp

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But We Already Manage Documents

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How Do I Locate My “Managed” Documents?

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Introduction to Document Management

• Invoices• Purchase Orders

• Bills of Lading• Proof of Delivery

• Statements• Acknowledgements, etc.

Documents are scanned Images are indexed Images are stored in ECM

system or network drive

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Introduction to Document Management

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What Is Document Indexing?

Customer name: Acme Corp

Customer number: 200556

Order: ORD100

Order Date: 1/1/2016

Order Total: $1200.45

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Digital Mailroom – Capture Every Inbound Document

Contracts Invoices Orders Online Forms

Scan Fax Email Web Form

A/R A/PFinance

HumanResources

SalesOrder Entry

Purchasing

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What is the Document Management Lifecycle?

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Introduction to WebDocs

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

TIFF, PDF, Word, Excel, Powerpoint, Outlook Emails, Audio and Video Files

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Paper and Electronic Document Capture

Paper document capture

Scanner or MFP device

Automated email capture

Monitor inboxes

Inbound and outbound fax

Scanner orMFP device

Web form data capture

Capture data viaonline entry

Application integration

ERP, financial apps, etc.

Automate foldermonitoring

Automatedworkflow

Microsoft add-ins, PDF print driver, drop and drag

Application:Generated documents

such as reports and forms

Approval processing

Applicationcapture

Integration

WebDocs can be easily integrated with other HelpSystems products!

Demo Time

Questions and AnswersPlease enter your questions in the chat log.

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Thank You for Attending

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For More Information:

2016 IBM i Marketplace Surveyhttp://www.helpsystems.com/ibm-i-marketplace-study

2016 IBM i User Group June 20–23http://www.helpsystems.com/shiftit

Website:http://www.helpsystems.com/rjs

Telephone:Sales: 800-328-1000

Support: +1 952-933-0609

Technical Experts:richard.schoen@helpsystems.comgreg.schmidt@helpsystems.com