slide 1 xerox docushare content management & business process automation
TRANSCRIPT
Slide 1
Xerox DocuShareContent Management & Business Process Automation
Slide 2
Topics
DocuShare History & Background
Business Challenges
DocuShare Solution
What’s New in Release 6.6
DocuShare Customer Case Studies
Slide 3
DocuShare History & Background
Slide 4
Xerox DocuShare
Business• Xerox DocuShare Business Unit founded in 2001• Part of Xerox Global Document Outsourcing• Sales offices in North America, Europe• Sold by DocuShare direct sales, and Xerox and partner
channels in 90 countries worldwide• Over 5,000 customers and millions of users
Technology• DocuShare Content Management Platform• Developed in 1996 by Xerox research centers; product
launched in 1997• Product offerings for small workgroups to large enterprises
Slide 5
DocuShare product evolution
1997
2002
2004
2006
2008
2003
2007
2010
3.0 – Introduced modern, J2EE architecture
1.5, 1.0 – First 100% web-based document management product
3.1 – Enterprise workflow and collaboration, developer environment (DSDE)
4.0 – Records management and certification
5.0 – Introduced DocuShare CPX, for advanced ECM functionality: social collaboration, team workspaces, content rules, XML component management
6.0 – Introduced multiple products on one platform, expanded scanning and production-level imaging (500K images daily), MOSS and portal integration
6.1 – Fuji Xerox Ltd. launch of DocuShare
6.5 – Increased scalability (50m documents), high-volume imaging ingestion
(1m+ images/day), expanded permissions, electronic forms, MFP-connect
Introduced DocuShare Express for SMBs, Xerox EIP integration
6.6 – Lifecycle Management, Professional Services offerings, enhanced workflow and eForms, Solutions, Production Capture
2011
Slide 6
Recent industry awards
Best Integrated Document Solution: Xerox DocuShare 6.5
2010 KMWorld 100 Companies That Matter in Knowledge Management
2010 Computerworld Honors Finalist – Western Forest Products
DocuShare CPX 6.5 awarded 4½ stars by Buyers Lab 2010
2011 AIIM Best Practices Award Finalist
BLI Winter 2011 Pick Award – Outstanding Document Management Solutions
2011 Green IT Awards – Copernicus Group IRB
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What our customers say
“This was a large undertaking but we view it as part of our ongoing commitment to innovation in ethical review. Going paperless has made us a more efficient, green company but most of all, it allows us to better serve our clients.”
– Bruce Tomason, CEO, Copernicus Group IRB
“This solution allows us to focus less on processing paperwork and more on what matters most—meeting the educational needs of our students.”
– Steven Kehayes, Director of Technology and Administrative Services, West Orange Public Schools
“Under the old system many of our managers were spending around 10% of their time sorting out invoices. Now, that time has been reduced dramatically.”
– David Byng, CIO, Western Forest Products
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What our customers say
“DocuShare was a complete, affordable solution out-of-the-box. With other solutions like Documentum you pay per user, and pay add-on charges for the workflow engine. We estimate we’ll reach ROI 50% faster with DocuShare.”
– Colby Giles, IT Manager, OwnerGUARD
“In the first nine months, we estimate that we saved 3,000 hours of scanning and 2,000 hours of copying time. We can now process a court order in five to ten minutes instead of 30 to 45 minutes.”
– Abdiel Ortiz, Court Technology Officer, 13th Judicial Circuit
“DocuShare was about 1/4 the price of competing solutions, which makes our lawyers happy.”
– Dean D. McCarthy, IT Manager, Kronis, Rotsztain, Margles, Cappel LLP
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Asia-Pacific, Japan
• Fuji Xerox Ltd.(Xerox Global Services)
DocuShare worldwide channels
Europe
• DocuShare Direct Sales
• DocuShare VAR/ISV Partners
• Xerox Global Services
Latin America
MEA, Russia, India (Xerox DMO)
• Xerox Global Services
• Xerox Office
North America
• DocuShare Direct Sales
• DocuShare VAR/ISV Partners
• Xerox Global Services
• Xerox Sales Channels
• Global Imaging Systems Partners
Expanding reachin Asia-Pacific
… In addition to traditional software delivery, Xerox delivers imaging and business process services based
on the DocuShare Content Management Platform
Slide 10
Business Challenges & DocuShare Solution
Slide 11
Today’s business challenges
How to… Reduce time spent retrieving and processing documents Facilitate information sharing and collaboration for virtual teams Protect and safeguard content Capture business content for integration with document processes Improve service and responsiveness to customers Comply with industry and government regulations Reduce operational costs
Slide 12
Xerox DocuShare: Platform for management of end-to-end business processes
With DocuShare, you can…• Convert paper documents and upload
electronic files for management and sharing• Automate document-based business
processes• Access needed content quickly and from any
location• Protect business-critical content• Deploy quickly, with little IT support• Realize savings throughout your organization
Slide 13
Integrated image capture and processing
• Scan cover sheets for ad hoc document scanning and processing
• EIP connector provides access to DocuShare from multifunction printers
• Integration with Xerox and 3rd-party image capture applications stores indexed content in DocuShare
Slide 14
Document sharing and management
• Electronic document repository with web access
• Document check-out/in and version history• “My DocuShare” home page for managing
personal content• Integration with Microsoft Office
Slide 15
Business process automation
• Ad hoc document routing and approval• Content rules for automating processes• Enterprise Workflow for custom
business applications• eForms automate form submissions
Slide 16
Collaboration tools
• Workspaces integrate people, content, and processes
• Blogs and wikis• Threaded discussions• Email notification of changes• RSS feed support
Slide 17
Compliance and security
• Change History provides audit trail of user activity
• User levels control access to capabilities
• Document- and version-based access permissions
• Administrative policies control site access, registry access, and account creation
Slide 18
Search capabilities
• Full-text and metadata indexing• Simple and advanced search
features• Customizable “Quick Search”
home page
Slide 19
DocuShare streamlines your processes
• Web-based, electronic repository speeds finding needed content
• Simple to sophisticated workflow capabilities automate document-based processes
• Capture features integrate documents and images with business processes
• Collaboration tools boost employee productivity
• Realized savings allow reinvestment in organizational priorities
Slide 20
What’s New in Release 6.6
Slide 21
Summary: What’s new in DocuShare 6.6
Search• Quick Search home page
preference and toggle• Relative date search
Process / Usability• New property types• Manage personal trashcan• Content rules enhancements
DocuShare SharePoint Integration Solution• Seamless access to DocuShare
from SharePoint
DocuShare eForms• Add attachments• Authenticate form submitter
Performance / Reliability /Administration• Content indexing by document
type• System monitoring reports• Storage efficiency improvements
(for backups)• Restart background jobs from
where they stopped• Additional user quotas
Slide 22
Easy access to Quick Search home page
Quick Search simplifies the user search experience.• Provides a customizable search-
centric home page• An admin can set the default
home page• Users can choose the home page
they prefer• Users can easily switch between
the Quick Search and “classic” DocuShare home pages
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• Run searches relative to the current date.– Find documents created within the past five days.– Find documents set to expire in the next month.
• Saved searches run from the current date.
Flexible date-based searching
5
Slide 24
Expanded use cases with new property types
• Big Decimal supports currency values in documents and electronic forms
• Long Integer enables large numeric values to be sorted easily
Slide 25
Enhanced personal trashcan management
Ability to expunge personal trashcan content enables users to better manage their content, particularly when document quotas are used.
Slide 26
Scoped content rules provide better process automation
• Apply content rules to collection hierarchy (existing and new collections)
• Provides tighter end-to-end value with middleware (images & forms)
ExportsDirectory
ContentIntake
Manager
Example: Application submitted to newly created collection automatically routed to HR manager.
Slide 27
Content rules enhancements expand usage
New methods for filtering which objects the content rule applies to• Use numeric properties with comparison operators (>, <, =).
Example: For any invoice over $10,000, route the invoice for approval.
New actions to run when the event trigger occurs• Set a date property relative to the current date.
Example: Set the next policy review date to 1 year after the last review.
• Apply permissions to objects added to a collection.
Example: After a reviewed document is moved to a public collection, apply the collection’s permissions to the document so it is available to all users.
Slide 28
DocuShare SharePoint Integration
Provides seamless access to DocuShare content from Microsoft SharePoint• Browse and manage DocuShare documents, collections,
workspaces, etc.• Search DocuShare and SharePoint repositories simultaneously.
Slide 29
Expanded DocuShare eForms capabilities
• Add attachments to forms allows users to easily upload documents with forms.
Example: Upload resume with online employment application
• Form submitter authentication supports processes that require the identity of the form submitter to be validated.
Example: Expense report submittal; time off requests
Slide 30
Administration and performance improvements support mission-critical deployments
• Full-text indexing by document type– Minimizes site re-indexing time
• System monitoring reports– Provides common DocuShare metrics in report form
• Storage efficiency improvements– Allows for faster and more reliable backups
• Background jobs resume from where they stopped– Improves background job reliability and performance
• Additional user quotas– Provides better control of IT system resources
Slide 31
DocuShare Customers
Case Studies
Slide 32
London Borough of Islington: Achieves paper-free document storage and access
Challenges: Economically diverse borough must bridge the digital divide between low- and high-income residents
Must retrieve public records efficiently in compliance with the UK’s 2005 Freedom of Information Act
Save costs by reducing office footprint and reallocating saved revenue for front-line services
DocuShare Solution: Enables a paper-free model for saving office space and allowing workers to be more mobile
Electronic and paper files loaded daily from users’ desktops via central scanning through Xerox multifunction printers
Servers store over 1 million documents, from single-page letters to 100-page leases
Results: Zero risk of misfiling or destroying scanned files, with backup and business continuity protocols in place
Paper-free efficiencies of DocuShare have saved the council some £8 million in 2007 alone
Easy search capabilities and rapid online retrieval allow quick response to members of the public requesting documents
Slide 33
Physicians Endoscopy: Streamlinesbilling, while going paperless
Challenges: Mid-size business that builds and manages outpatient surgery clinics
Centralized office bills 14 facilities across the country; manages daily hundreds of heavily annotated documents from regional offices, insurance companies, and banks
Company initiative to go paperless
DocuShare Solution: Content rules facilitate creating bill processing workflows
DocuShare OCR makes incoming TIFF files searchable
Leverages Xerox devices to load electronic patient and billing information into the online system
Results: Increase throughput rate of documents processed by billing department
Able to redirect an estimated 100 hours of employee time per month from searching and printing documents
Removed file cabinets as paperwork was transferred to online system
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Kaiser Permanente: Equips healthcareprofessionals with up-to-date information
Challenges: Critical need to reduce the amount of time physicians and nursing professionals spend looking for documents
Ensure current documents and forms are accessed
Increase efficiency with a limited budget
Adopt a document management system that time-constrained and widely dispersed employees can learn and use quickly
DocuShare Solution: Web-based content management system for exchanging, managing, and publishing information
Easy to administer, requiring little IT support, and easy to use, with little to no training needed
Version control eliminates outdated forms
Results: Allows workers to publish
to a website with ease and set needed permissions
Empowers departments without requiring a webmaster
“Guest” access allows quick viewing of documents without requiring login
Substantial cost savings, including time saved searching for content
Slide 35
High-technology Manufacturer – Provides enterprise document services
Challenges: High-technology company specializing in nuclear fuel cycle, surveillance aircraft, advanced electronic, wireless, and laser technologies; peaceful uses of atomic energy
Large manufacturing center with extensive requirements for managing paper, project work, and documentation
Requires commercial printing capabilities
DocuShare Solution: Provides document management capabilities
Supports collaborative project work
Integrates with Xerox MFPs for imaging of engineering documents
Allows submission of large files to print vendors via external DocuShare site
Scales to accommodate growth
Results: Essential, continuously accessed document service: makes project documents, historical files, and scanned images available 24x7
Xerox fleet of 200 walk-up multifunction printers is scan-enabled – benefits from having scalable document infrastructure
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NASA Jet Propulsion Labs (JPL): Enables access to mined mission data
Challenges: Leading U.S. center for robotic exploration of the solar system
Requires distributed, cross-platform, user-friendly project work areas and knowledge sharing capability
Need for individualized web pages
DocuShare Solution: Provides repository for documents uploaded and exchanged daily
Provides access to a vast online library of files and mission data, 24x7
Facilitates collaboration and creation of personal web pages
Developer environment and workflow for library and search customization, compliance application
Results: Speed planning and analysis with web access to documents and data, 24x7
Elimination of bottlenecks caused by working with multiple systems
Slide 37
Dibble & Miller, LLC: Wins documentmanagement challenge
Challenges: Legal firm with expertise in many areas of law
Firm’s lawyers and paralegals handle huge amounts of paper – every case is document-intensive
Documents copied multiple times, filed in boxes, and physically walked throughout office when needed
DocuShare Solution: Easy to implement and use, and robust enough to store thousands of pages of content
Documents are scanned to DocuShare
Notifies lawyers and paralegals when new content is added
Allows documents to be located in seconds
Allows entire case to be scanned without opening documents
Results: Significant improvement in customer response time – increased customer satisfaction
Increased efficiency means more billable hours
Simultaneous access to documents from any location
Fewer administrative resources needed
Reduced paper and printing costs
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White Memorial Medical Center: Digitizingmedical records, improving patient care
Challenges: Inner-city, non-profit hospital in Los Angeles, survives by “being lean”
Despite Cerner electronic health records (EHR) system, still many paper records – ER, prescriptions, etc.
Cumbersome paper processes meant longer billing, misfiled records, high off-site storage costs
Fax-based pharmacy orders unreliable, inefficient
DocuShare Solution: Implemented customized DocuShare EHR solution
Ad hoc daily scanning of patient records from 30 Xerox MFPs, using EIP; high-volume scanning of legacy files
Digitized patient files stored by medical record number
DocuShare for Pharmacy Order Automation solution automates medication order tracking
Results: Greater patient safety: faster, 24x7 access to vital ER and hospital records
Reduced risk: Lost charts dramatically reduced; prescriptions filled in half time required by policy
Enhanced revenue: Billing processes accelerated; estimate saving at least $200,000 in offsite storage, employee time, and improvements to billing
Slide 39
Thank You