New Electronic Document Management Solution (EDMS) For ABC Stock broking firm

Electronic Document Management Solution (EDMS) For BG Nigeria Ltd

Prepared By

Support Systems Limited

INFOTECH, GIS & ENVIRONMENTAL MANAGEMENT CONSULTANTS

346, Herbert Macaulay Way, Yaba, Lagos

Tel: 234-1-8932520, 234-1-4325015, 234-8022683794, 234-8033000090

E-mail: gis@supportssystems.com, info@supportssystems.comWebsite: www.supportssystems.comMarch, 2009.

OVERVIEW

As a major operator & player in the organized private sector, BG Nigeria Ltd must constantly increase revenue while operating in a complex multi-regulatory environment. The expense of inefficient electronic document management cuts into profits and unnecessarily complicates your offices workflow. Paper storage, time-sensitive retrieval demands and the expense of processing documents impede your organizations progress towards meeting that challenge.

BG Nigeria Ltd daily generates lots of documents at every level of the organization. These papers include but are not limited to Account Records, Appraisals, Asset Allocations, Customer Records, Correspondence, Financial Statements, Fund & Investment Statements, Files, Invoices, Loan Documents, Policy Documents, Order Confirmations, Proposals, Purchase Orders, Monthly & Quarterly Statements, Transaction Confirmations, Vendor Invoices, Wills & Trusts.

With extensive records, files and time-sensitive retrieval demands, you must find a way to work at maximum efficiency while meeting compliance directives and retention requirements, all without compromising customer service. Laserfiche solutions help you meet these challenges with cost-effective, rapidly deployable solutions. Laserfiche software helps practitioners prosper by gaining efficiency, improving profitability and increasing productivity, all while reducing the cost of compliance.

Increase business value, streamline your workflow and

The Business Cost of not using EDMS Productivity and time lost searching for files.

Lost and misplaced documents.

Copying, mailing and faxing documents to staff in other location and branches.

Labor-intensive archiving of physical records.

Expensive physical storage space.

Document storage and retrieval mandated by multiple regulations.

Unauthorized access to sensitive documents

Inability to use a document when someone else is using it.

The cumulative impact on overhead costs and quality of customer service.

The Laserfiche Potential Retrieve documents and locate information instantly.

Securely store documents electronically and prevent misfiling.

Distribute documents quickly and economically via Web or e-mail.

Archive documents digitally and securely.

Reclaim the space currently needed to store paper documents.

Streamline compliance processes.

Access files simultaneously from multiple locations.

Reduce costs and increase profits while serving customers more effectively.

Consider the Cost of Responding to Management Requests: How much time do you lose searching through file cabinets for records?

How long does it take to locate the relevant information in each record?

How long does the management wait for a response?

How many other tasks are left waiting while you complete the management requests?

Now Consider Meeting Those Demands with Laserfiche:

Retrieve records instantly, without leaving your desk.

Locate the exact information you need quickly.

Provide prompt responses to customer/management inquiries.

Respond faster to management, without hiring more staff.

Laserfiche at Work with Financial "We sBy having the documents scanned and electronically archived, all staff and managers in your firm minimize the time spent in searching for documents, increase their productivity, save valuable office space and safeguard the archives against any natural disaster.

Once scanned and electronically stored on a central repository, the electronic archive provides instant and shared access to everyone who needs to print, e-mail or simply view the documents.

Support Systems Limited is the Nigerian Representative of the world renowned Laserfiche Document Management Solution which is one of the foremost Document Management Software in the world. With the rapidly-changing technology and increasing emphasis on managing information properly, your firm should not be left behind when it comes to Electronic Document Management. When information is freed from the physical limitations of paper and converted into an electronic format, it becomes a more valuable strategic resource. Our Document Management System allows you to create electronic documents which can be searched, accessed, viewed and printed from virtually any computer or printer by authorized personnel. This helps to achieve ease of use, improvement in efficiency, profitability and productivity in the organization.There is therefore a need for your office to be able to:

1. Manage millions of document & retrieve the right one in an instant

2. Share document with colleagues while protecting confidential information.

3. Back-up files and records for disaster recovery.

4. Cutting time spent copying and distributing documents to staff and branches.

5. Eliminating issues of lost & misfiled documents that must be recreated and filed.

6. Facilitate the workflow routing of documents.

7. Secure documents from unauthorized access & allowing authorized users easy access.

We have a solution to these kinds of document management problems. We introduce to you the Laserfiche Document Management Solution which is designed to solve all your document related problems, and increase the efficiency and profitability of your organization. Laserfiche is used to capture, store and archive documents. It uses its indexing and retrieval tools to locate and retrieve needed electronic documents/images instantly, no matter how large the database.

Simultaneously with all the above, Laserfiche document management systems helps your organization succeed by

I. SAVING TIME

With Laserfiche, you can

Answer information requests immediately and eliminating call backs

Responding quickly to auditors s request for information

Immediately locate documents and highlight essential information.

Eliminating lost documents that must be recreated and filed.

Cutting time spent copying and distributing documents to staff, branches and outside contacts

Speeding document handling work-flow by enabling automation

II.INCREASING PROFITABILITYA recent International Data Corporation (IDC) study pinpoints the return on investment (ROI) on document management solution at less than one year, with a 5year ROI at 404%. Half of the organizations studied had a payback within 6 months.

The benefits include:

Reduced overhead

Lower costs for on-site and off-site storage

Reduced costs of regulatory compliance

Reassignment of staff to more strategic positions

Simplify business continuity

Using space currently used for paper storage for more productive revenue generating activities

Increasing efficiency

III.INCREASING PRODUCTIVITY

Reduced misfiling, document retrieval time and photocopying costs.

Reduced labor and clerical mistakes with OCR and indexing

Reduce the costs of data input via image recognition

Improve the speed and accuracy of locating individual or related groups of documents

Management of your entire organizational archives and repository from your desktop

Fast document distribution with Web and CD publishing

IV.FREE UP VALUABLE OFFICE SPACE Maximizing office floor space is one of the key priorities for any company.

Free up valuable office space by converting paper records to image.

Reduce the costs of archive and office storage by converting paper records to image.

We offer different levels of service for different types of documentation from active and regularly retrieved information, to records that need to be retained but are seldom accessed.

V.INCREASED INTERDEPARTMENTAL COMMUNICATION & COLLABORATION Collaboration is inherent in Laserfiche Laserfiche makes it easier to collaborate and share documents electronically with colleagues and customers over a network, on CD or DVD or securely over the Web.

Sharing paper documents usually entails photocopying and physically distributing the copies. With digital documents, several people can view the same document simultaneously.

You can create CDs with built in search capabilities, so documents can be viewed on any PC, regardless of whether the Laserfiche has been installed.

VI.ENHANCE DOCUMENT SECURITY

Document security is vital in Laserfiche Document Management Solution. As the system is expanded to allow more and different departments and users access to files, Laserfiche will not allow users to see objects for which they do not have viewing privileges. Laserfiche will permit every authorized person to perform required duties (whether from desktop, laptop or a remote location over the Web) without compromising the integrity of the database.

Laserfiche has a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people. For example, a financial advisor could be given rights to read, search, create, annotate, print and e-mail documents in certain folders. If a supervisor was responsible for monitoring ten advisors, a group could be created that included all folders the ten advisors have access to. The supervisor would be granted all the rights to the folders that the advisors have, plus some additional ones like the right to edit or delete a file.

VII.ENABLING AUTOMATION & WORKFLOW Laserfiche allows your organization to:

Streamline document handling procedures.

Copy and move documents using routing services and your computer network.

Automatically notify staff, supervisors and management when certain events occur.

Laserfiche monitors user activity, prompting for follow-up action, thus guaranteeing project completion and efficiency. When documents need to pass from one person to another, rules can be created and integrated into Laserfiche for how the work should flow. Laserfiche document management systems can automate approval processes, editors, and other document routing. Extensive workflow rules can be a distinguishing factor between small to mid-sized solutions and true enterprise-level systems.

VIII. ADDING VALUE TO EXISTING TECHNOLOGY INVESTMENTSLaserfiche is thoroughly compatible with Microsoft products. It particularly integrates directly and seamlessly with Microsoft Office Suite, Microsoft SQL Server Database and Oracle Database Management System. The advantage this confers is that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application.

IX. DISASTER RECOVERYPaper is a vulnerable archival medium. Fire, flood, power outages and theft threaten the integrity of your archives, but duplicating paper documents for off-site storage is an expensive, time-consuming process. Industry regulators do expect companies to have considered disaster recovery and business continuity planning issues, including the possibility of a future significant business disruption and how to access systems and replace files in case of a disaster. Digital archiving with Laserfiche eases compliance with this directive by simplifying disaster preparation and recovery and assuring the long-term accessibility of critical information. Easily enhance your ability to continue operating during an emergency or disaster and speed your response time to any disaster.

Enhance Business Continuity Planning

Assure data back-up and recovery and maintain customer contact information outside of the office.

Create backup duplicate copies of your records in accordance with rules. Store entire document repositories on durable CDs, which can be easily stored in a secure, off-site location.

Provide document access, even if your network is down or destroyed, with built-in search and viewing capabilities on each disc, easing compliance with rules. Comply with rules requiring companies to establish business continuity plans detailing emergency preparedness procedures. Document ConversionWhen there has been a reasonable back-log of documents in electronic form, Laserfiche can import electronic files such as Microsoft Office documents, Graphics, Audio files and video clips. They can be dragged into Laserfiche and remain in their native formats. These files can then be viewed in their original format by either launching the originating application or by using an embedded file viewer from within Laserfiche.

If the back-log of documents is in hard copy form, the documents can be scanned and electronically archived. Thus, most departments within the company minimize the time spent in searching for documents, increase their productivity, save valuable office space and safeguard the archives against any natural disaster. Once scanned and electronically stored on a central repository, the electronic archive provides instant and shared access to everyone who needs to print, e-mail or simply view the documents.

The investment in scanners and computers, the availability of appropriate space and human resources, training the workforce and the salary costs necessary for scanning and OCR must be considered. Document and Plan Scanning

The first step in converting paper documents into a digital collection that can be imported into Laserfiche is to obtain images of all documents in digital format. This means the documents will need to be scanned and processed into machine-readable form.

Support Systems Limited has a document, drawing and plan scanning bureau which specializes in large and small volume scanning services. We can help you to achieve the solution you require by scanning your documents then archiving themWe have the facility to scan 500,000 pages/sheets per day. From project folders, customers files to HR documents, we offer the best possible service, quick turn around time, unmatchable image quality and competitive prices as well as help and support you with your preliminary assessment of documents, files filing cabinets and estimating document volume ensuring a smooth conversion of your paper documents to fully organized electronic files.

Taking the decision to outsource the entire process to us creates endless benefits which are calculated in terms of a reduction in staffing & IT costs. This, also, allows you to focus on your core business and grow exponentially without hiring additional personnel.

We have a wealth of experience in the scanning and document management sector, with many high profile projects. Our portfolio of customers include National and State Government Agencies, Oil and Gas Companies, Engineering and Construction companies, Research and learning Institutions and many small to medium size enterprises.The Laserfiche Document Management Solution utilizes its characteristic features above to provide four fundamental capabilities: Store, Index, Retrieve and Exchange.

ScanningIn order to efficiently scan all available materials, regardless of size, our scanning services retain a wide range of scanners. We provide Large Format Scanners for A0 A 1 documents. Scanners for Other lesser sizes of documents such as A2 to A5 are also available. For unique requests like scanning books we possess Book scanners.

Our scanners are amongst the fastest and most sophisticated in the scanning industry. They have both top and bottom illumination, which gives excellent image quality from the sheet.

LARGE FORMAT SCANNER

BOOK SCANNER

A3 SCANNER

A4 SCANNER

.

StoreLaserfiche Document Management Solution will store records and data electronically, on a hard-drive or other memory device, providing a safe central repository. Data replication and system co-location facilities are often used to provide backup copies of stored data, protecting system integrity in the event of loss.

IndexIndexing records makes future access, retrieval, and use possible. Your company can benefit maximally from the use of a multitude of powerful search methodologies (including full-text, metadata, annotation or folder/file tree search) inherent in Laserfiche Document Management Solution.Laserfiche even includes a fuzzy-logic search, so you can find the document you need, even if you arent certain of the exact name or spelling.Document IndexingAfter the document scanning process is complete, for a fast and efficient document search, we can index the documents by the following categories or as required.

Document Reference Number Title Date Hundreds of other easily customizable template fields.

RetrieveThe Laserfiche Document Management Solution retrieval capabilities centers on the interface used by an organization to access the storage solution. Proper planning of retrieval operations improves the performance of a Document Management System.

ExchangeLaserfiche Document Management Solution integrates with other information systems within an organization. Exchanging information with legacy systems and other databases determines the true institutional efficiency of an enterprise system.

Storage MediaOver 5000 A0 size documents can be archived on a standard CD or over 30,000 A0 documents can be archived on a standard DVD. Quality Control

Support Systems Limited uses ISO 9001:2000 accredited and certified equipment, being the Nigerian Representative of the world renowned Laserfiche Document Management and Imaging Software which will be deployed to effectively manage the repository or archives. We also operate our internal rigorous quality control procedures that ensure the highest quality possible for all our scanning services.

Document Scanning Security

Our document scanning bureau and storage warehouse is equipped with the full 24 hours Red Alert security. For organizations such as yours which may be reluctant to move documents off-site for scanning, we can come on-site with our specialized equipment and team of experienced staff. Our Security is audited and monitored at all times to ensure the best possible care of your documents. In addition, our staffs have undergone security screening by a reputable security firm.Consultancy and Support

Support Systems Limited offers free of charge document scanning and conversion consultancy, support, neutral advice, and surveys for all our existing and new customers. We can help you from the start of your document scanning project to the completion of your document scanning, document conversion, document storage and import into your internal document management system.

Benefits of Laserfiche by Role and Responsibility

Different members of staff at various levels and departments on the organogram of your company derive different direct benefits from Laserfiche.

Management

Laserfiche solutions support straight-through processing, helping you realize a competitive advantage by speeding up business operations and reducing paper -related overhead. The result is a leaner organization focused on revenue-generating activities. Laserfiche also

promotes transparency and accountability throughout your enterprise, facilitating risk management and limiting exposure to criminal and civil liability.

IT

Laserfiche solutions allow you to administer your document repository from a central server while implementing distributed capture in field offices. Laserfiche is built on an open architecture that integrates seamlessly with your existing infrastructure and scales to accommodate business expansion. The secure, Web-based Laserfiche customers allow you to deploy instantly organization-wide and minimize your support burden.

Operations

Authorized users throughout your organization enjoy immediate access to customer and transaction records, allowing them to work together more effectively and deliver better customer service. Laserfiche solutions eliminate redundant, labor-intensive manual processes, and workflow automatically routes new account forms and other records for rapid transaction approval. In addition, Laserfiche integrates with practice management, CRM and portfolio management applications to eliminate software and work process redundancieshelping you design business operations for maximum efficiency.

Protect customer and transaction records with comprehensive security, including word-level redaction and records freezing capabilities.

Use audit trails to provide complete accountability and transparency organization-wide.

Accommodate your preferred business procedures through an intuitive visual interface and integrations with CRM and other business-critical applications.

Provide practitioners in the field with information management tools to help them succeed.

SUMMARY

A COMPARISON OF PAPER MANAGEMENT SYSTEM AND ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS IS SHOWN BELOW.

Paper Filing SystemDigital Document System

File RetrievalMay take minutes to hours depending on whether the file has been properly filed, is on someone's desk, or has been removed from the office. Archived files are a particular problem if they are stored off-site.You can search and retrieve documents in seconds right from your desktop PC -- including archived files.

Lost DocumentsAccording to Coopers & Lybrand 7.5% of all documents get lost, and 3% of the remaining are misfiled.It is virtually impossible to lose a document filed using our system.

Document FilingMay take from a few minutes to several hours. Off-site filing is especially time-consuming.Easily managed from your desktop PC; once accessed, documents are re-filed instantly with the click of a mouse button.

Document SharingRequires making multiple copies using a copy machine. The average document gets copied 19 times and most of the copies get filed.Everyone accesses the same digital document, eliminating the need for physical duplicates.

Sending DocumentsMail 2 - 5 days, overnight mail, fax (poor copy). Faxed copies can be seen by anybody that walks by the fax machine.Print, fax or e-mail documents. E-mail can be password-protected so that only the intended recipient can view the document.

Disaster ProtectionInherently vulnerable to physical insults (e.g. fire and water damage).Duplicate electronic backups may be maintained off-site.

Storage SpaceOne incurs the cost of filing cabinets and the cost for the space that they require.Approximately 23,000 documents can be stored on one CD, which costs under $1. Active files reside on your server (which requires minimal space).

Customer ServiceWhen a customer calls you must usually pull the file and call him/her back. Many times this results in a game of "phone tag."Customer files are retrieved instantly from your desktop PC, reinforcing your professional image and avoiding many return phone calls.

Laserfiche document management solutions will establish a clear line of sight from the CEO to the transaction level, effectively managing the flow of information across the range of marketers, operations dept and corporate HQ.

Laserfiche document management solutions power a holistic approach to record keeping, security and compliance and; allowing not only greater transparency and accountability, but also organization-wide efficiency that strengthens your competitive stance. A straight-through processing foundation, Laserfiche software streamlines information collection and management, from document capture at the point of creation to long-term records retention. Marketing and Operations staff begin to realize profitability benefits immediately upon deployment. They respond to customer information requests faster, simplify third-party storage and enjoy smoother communications with the office. Simple reductions in paper storage and office space overhead also contribute to a more robust bottom line. At the corporate HQ, the Laserfiche repository collects records for centralized processing while providing appropriate access to authorized users. Comprehensive security logs user activity and prevents unauthorized use of customer information. It accelerates transaction approvals by enabling straight through processing, distributed capture and other business process improvements.

With Laserfiche, you and your staff dont have to learn a new way to work. You work as you always have, except your records are securely stored in a repository on a server rather than in file cabinets. Your staff members use scanners to capture financial plans, new account forms, investment applications, customer correspondence and statements all your working and archival customer records into a single or multiple Laserfiche repositories. You can also import word processing, spreadsheet and other electronic documents with simple, drag-and-drop actions. Optical Character Recognition (OCR) technology reads and indexes every word in your documents, enabling full-text searches of their contents even if you dont know the exact spelling. Authorized personnel can then search and retrieve documents instantly with Laserfiches Intelligent Search capabilities. Authorized users view, print and e-mail documents from their desktops, speeding response to requests for information from customers, their attorneys and tax professionals, auditors and inspectors among others.

Documents may also be archived to CD/DVD or securely posted on an intranet or the Internet without HTML coding. You can easily allow customers or offsite Inspectors to view records over a secure Internet connection. Comprehensive security measures protect your documents from unauthorized access. The Audit Trail module constantly monitors user activity. Documents published to disc can be accessed but not altered in line with retention requirements. Compact digital backups can be stored securely and more cost-effectively off-site. Facilitate response to audits, easily assure compliance with multiple regulations, speed workflow processing and order approval and track how efficiently your staff is working, all from one easy-to-operate interface.All these, overall, lower costs and increase revenue resulting in enhanced profitability. According to a Gartner Group research, when you implement a digital document management solution, your organization can reduce overall document- related costs by 40%.

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