enterprise content management steven gorgias [email protected] lenny morris...

Enterprise Content Management

Steven [email protected]

Lenny [email protected]

mailto:[email protected]

mailto:[email protected]

Enterprise Content Management2

Enterprise Content Management

ECM allows you to minimize paper, organize and track documentation and automate business processes and their related documentation. This session will provide a comprehensive of OnBase from Hyland Software, our partner. The session will highlight practical and easy to implement solutions for managing tickets, invoices, statements and reports that are crowding your file cabinets and storage areas.

Session Objective

Increased Productivity

Reduce paper-handling tasks

Improve workflow

Reduce lost files

Manage more activity without increasing staff Too much time is wasted manually handling paper-based activities that are known to be managed more productively through electronic systems.


Improved Client Responsiveness

Find requested information instantly Forward information to clients the way they

request it (fax, e-mail, reprint back to hard copy or download to CD)

Answer questions and provide necessary information in one call, no more return calls and "telephone tag“

Today's world is too competitive to operate without the efficiencies of electronic files, network faxing and other electronic tools that improve response time to clients.


Savings Opportunities

Minimize staff time requirements Improve collection capabilities through

instant retrieval and forwarding of signed documents

Reduce overtime and temp hours Reclaim lost office space and convert back

to useable work areas The combination of aging receivables, increases in general administrative expenses and continuous loss of valuable office space to aging paper files has made it easy to justify electronic filing and faxing.


Increase Control and Security

Easy file back up. All files are backed up on a daily basis.

Back ups can be stored at an “offsite” location for disaster recovery.

Can establish user rights to files and information. Reality is that any sort of disaster (fire, water, etc.) would completely destroy all records relating to your current business. For a manageable price, 100% disaster recovery could

be implemented.


File Sharing and Portability

Paper files rest in file cabinets until they are manually “unfiled”.

Once unfiled, they are no longer accessible by others in need of the same information.

Electronically filed information never becomes unfiled—even while in use by others, the file remains accessible by anyone on the network.

Making room for new files always involves transportation of old files to secondary filing areas again involving manual efforts and requiring excess space.


File Sharing and Portability

Electronic files are easily accessed and communicated via fax or e-mail to anyone, anytime and anyplace.

Electronic information can also be viewed remotely via Windows Terminal Services. Easy access over the world-wide-web enables you and your staff secure access to files and information at your convenience. The time, energy and expense associated with manual paper handling amounts over time and is completely unproductive. By filing documents electronically, you enable years and years of effortless access to those files and information.


Some things to consider

90% of corporate "memory" exists on paper

Of all the pages that get handled each day in the average office, 90% are merely shuffled

The average document gets copied too many times

7.5% of all documents get lost, 3% of the remainder get misfiled

Professionals spend 5-15% of their time reading information, but up to 50% looking for it.


Advantages of Electronic Filing

Filing electronically can triple process capacity

Electronic filing can reduce staff time by 50%

Digital files reduce storage space by up to 80%


ECM

• Can be used throughout your entire company• Accounts Payable• Human Resources and Payroll• Legal• Purchasing• Inventory• We will focus on industry specific tasks like Delivery

Tickets, Invoicing and Accounts Receivable


Delivery Ticket Example

Typical Operation

COMMANDseries OnBase

Batch Control

Scanner

Data


Aggregate

C O M M AN D series O nBase

Scanner

D ata

W eig h S c a le


Batch Link


BatchContro l

Scanner

D ata

Batch Link


Wide Area Network

W A N


BatchContro l

Scanner

D ata


Ticket Data Sent


BatchContro l

Scanner

D ata

Ticket Data is sent to the plant


Electronic Copy Created


BatchContro l

Scanner

D ata

Electronic Ticket isstored


OnBase gets ticket


BatchContro l

Scanner

D ata

OnBase sw eepsdirectory fortickets on ascheduledtimeframe


Ticket Printer


BatchContro l

Scanner

D ata

Delivery Ticket printedw ith bar code

before batching


Batch Control prints ticket


BatchContro l

Scanner

D ata

Delivery Ticket printedw ith bar code

by batch control


Ticket sent to main office


BatchContro l

Scanner

D ata

Ticket is returned to mainoffice and scanned


Workstation and Scanner at the plant

W AN


BatchContro l

Scanner

D ata

Scanner


Scan ticket at plant

W AN


BatchContro l

Scanner

D ata

Scanner

S canticke t a t

p lan t


Transmit Image

W AN


BatchContro l

Scanner

D ata

Scanner

Transm it to m a ino ffice


Invoice Example

Invoice Process Now


Scanner

D ata

Prin te r


Print Invoices


Scanner

D ata

Prin te r

Invo ices sentto P rin ter


Prepare for Mail


Scanner

D ata

Prin te r

M anual p rocess tostu ff enve lopes and

insert ticke ts ifrequ ired


Send Electronic Invoice to disk


Scanner

D ata

Prin te r

C O M M A N D series prin tsinvo ices to d isk


OnBase collects invoices and links tickets


Scanner

D ata

Prin te r

O nB ase co llectsinvo ices and

associa tes ticke tsw ith the invo ice


OnBase Distributes Invoices


Scanner

D ata

Prin te r Fax

e-m ail


Entering Documents into OnBase

• COLD– Read an electronic text file– Index selected text from the row and column coordinates

and make them keywords for the document

• Scan– Capture an image of the document– Hand-Key index information– Auto-Index the document from the information we collected

during a COLD process


Most Common Document Types

COLD

• Delivery Ticket

• Customer Invoice

• Customer Statement

• Reports

SCAN

• Signed Delivery Ticket

• Check or Remittance Advise

Thick Client Demonstration

A Command Alkon Solution Partner

Scanners

Scanning documents is accomplished with any TWAIN or Kofax™ compliant scanner.

Support for most major hardware manufacturers;

Scanner Interfaces

TWAIN -Typical interface for Lower Volume Scanners

KOFAX – Interface for High Volume or “Production Level Scanners”.

Barcode Recognition is supported through Kofax Interface.

Scanner Categories

Desktop Workgroup Scanners

Up to 500 pages per day

Departmental Scanners

500 to 1000+ pages per day

Production Scanners

5000+ pages per day

Virtual Rescan Software

Perfect Scans the first time, Every Time

VRS performs a multi-point inspection of each document

VRS instantly adjusts for Correct Alignment (skew) Brightness, Contrast and image Clarity

Any inconsistencies are are immediately corrected so that only the straightest most readable

images are passed along to the imaging system.


Please Complete Your Evaluation

• Be sure to circle the session you are evaluating on the back of your card– Back Office– BKO-002– Enterprise Content Management

• All breakout session materials can be accessed at:www.commandalkon.com/cc2012/update/index.htm

• Thank You!

http://www.commandalkon.com/cc2012/update/index.htm

http://www.commandalkon.com/cc2012/update/index.htm

enterprise content management steven gorgias [email protected] lenny morris...

Documents

session objective slide

electronic information

portability electronic

lost files

digital files

new files

portability paper files

electronic copy