e dms
TRANSCRIPT
ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
Presentation & Product Demo
13th April 2009
About Tele Dynamics Sdn Bhd
Challenges Of Today’s Business
Disadvantages Of Conventional Document
Handling Method
Features Of eDMS
Benefits Of eDMS
Product Demo
AGENDA
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)
Tele Dynamics Sdn Bhd
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
Challenges Of Today’s Business
Challenges Of Today’s Business
Information gathering
Fast decision making
Cost efficiency
Reduce business process
turnaround time
Customer satisfaction
Increase productivity
/ efficiency / revenue
Conventional Document Handling
Method
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.
Conventional Document Handling
High labor and equipment cost
0
500
1000
1500
2000
2500
3000
3500
1998 1999 2000 2001 2002 2003 2004 2005 2006
Salary
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)
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)
Conventional Document Handling
High storage & retrieval
cost – on-site / off-site
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.)
Sales Department
Conventional Document Handling
Redundancy cost
The average document gets copied 19 times.(Source: Imersion Technologies, Inc.)
Credit Control
Department
Logistic
Department
Sales
Department
Account
Department
Ground Floor
Delivery Order
1st Floor
Purchase Order
2nd Floor
Invoice
3rd Floor
Contract / Agreement
Conventional Document Handling
Decentralized filing
Conventional Document Handling
Windows file-level filling method
Conventional Document Handling
Disaster / business interruption
76% of business that have a disaster effecting paper storage
will go out of business
Fire destroyed
documents in
Finance and
Account
Department
(Oct 2006)
eDMS workflow
1) Documents are sort
by types.
Admin
Manager
No more hard
copy documents
All scanned
documents are filed
and stored
accordingly
eDMS
Electronic
Route &
Response
Executive
Director
Finance
Manager
Legal
Manager
HR
eDMS
Server
Internet
access to
eDMS
Onlin
e Task
Monito
ring th
rough eD
MS
Admin &
Finance
Legal & Corporate
Secretary
Index &
Export
Toshiba
eStudio
Colour
MFP
Branch Office
E-DMS Server
Single Point
of Access
eDMS Web
Clients
HQ Subsidiaries
Oversea
Branches
Backend
SAP HIS LOAN
Integration to E-DMS
System
Internet /
Intranet
Enterprise Document Management SystemScan & Index Client
(Hard copy and soft copy document)
LAN users access
E-DMS
Application
Server
SQL 2000
Database
Server
Image
Server
Branch Office
Single Point
of Access
eDMS Web
Clients
Scan & Index Client
OCR,ICR
HQ Subsidiaries
Oversea
Branches
Backend
SAP HIS LOAN
Integration to E-DMS
System
Internet /
Intranet
Enterprise Document Management System
LAN users access
Features Of eDMS
Features Of eDMS
Digital document
250++ file formats
Features Of eDMS
Centralized storage / file sharing
Full T
ext C
onte
nt S
earc
hP
rofile
Sea
rch
Features Of eDMS
Easy retrieval / search index data or text within document
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)
Features Of eDMS
Restricted access / security
Account User Sales User HR User Logistic User Legal User
HR Department
Data
8 8 8 84
Features Of eDMS
Collaboration
Start Process 1 Process 2 Process 3 End
Hard Copy Document
Start
Process 1
Process 2
Process 3
End
Digital Document
Features Of eDMS
Document Life Cycle
Current Document End Of Life Document
Online Data Offline Optical
Storage
DMS Server
Features Of eDMS
Data Backup in case of disaster
DMS Server
Benefits Of eDMS
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.
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.
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
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
4. Tele Dynamics eDMS customers ( Partial )Banking & Insurance
EPIC-I Sdn Bhd (Subsidiary of Bumiputra
Commerce Bank )
Aeon Credit
Tokio Marine Insurans (Malaysia) Bhd
Federation of Malaysia Unit Trust Managers
AmAssurance Berhad
Shipping & Logistic
Ben Line Agencies (M) Sdn Bhd
CMA, CGM & ANL (M) Sdn Bhd
Trans-Asia Shipping Corporation Bhd
Diperdana Bhd
Konsortium Logistik Bhd
Integrated Logistic Berhad
Government
NPC
SMIDEC
MITI
Corporate Organization
Bursa Malaysia Bhd
Shell MDS, Bintulu, Sarawak
Courts Mammoth Sdn Bhd
Patrick Mirandah Co. Sdn Bhd
Spanco Sdn Bhd
Kenneison Brothers Sdn Bhd
Berjaya Vacation Club Berhad
Servex Malaysia Sdn Bhd
MPH Group (M) Sdn Bhd
Kumpulan FIMA Berhad
Benkert Sdn Bhd
Sistem Televisyen Malaysia
NorthPort Berhad
Property Developer / Construction
Maju Holding Sdn Bhd
IGB Corporation Bhd
Mah Sing Group Bhd
Trading & Distribution
First Tech Pacific Sdn Bhd
Bausch & Lomb (M) Sdn Bhd
Servex Sdn Bhd
Manufacturing
Onkyo Electronic Sdn Bhd
Product Demo
Thank You