why dropbox is not a document management system
TRANSCRIPT
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Paul Conterio, Customer Relations
Why DropBox is not Document Management – The 5 Functions You Should Look For in a
Document Management Solution
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Agenda
Todays webinar covers Growth of document management software Dropbox 5 critical functions for DMS Q&A
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Growth of DMS
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10
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Growth of DMS
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10
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Growth of DMS
Low Costs of Electronic Storage.
Government Encouragement
Need for Privacy, Backup, and Security
High Speed Scanners
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Dropbox
Great consumer-centric cloud solution Free for the first 2 gigs of online storage
$10/Mo. for 50 gigs ($40/yr for version history) $20/Mo. for 100 gigs ($40/yr for version history) Team pricing for businesses
$795/yr for 5 users (1000 GB total) $125/yr for additional user (200 GB each user) Phone support and Version History included
Features All documents, photos, videos to be store online
and accessed from any internet connected tool Simple sharing of files with friends, families Back ups so files are safe from hardware failure Access anywhere – geographically flexible
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Wikipedia Overview of DMS
“A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users (history tracking). The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.”
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5 Critical Components of DMS
Integration with office business applications Efficient capture of paper documents Smart indexing (OCR for PDFs) Security - access and transit documents to
comply with regulatory requirements (HIPAA, FINRA, SEC)
Document retention – automate record management Include both Cloud and Server options for
businesses
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Business Benefits of DMS
Managing information to: Reduce RISK
From compliance and regulatory requirements From, and for, customer records For communication between locations, mobile
phones and tablets, etc. Decrease Expenses
Decrease labor required to manage files and information
Increase Profitability Faster, accurate access to information increases
revenue, reduces costs and increases quality perception.
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Critical Components DropBox DMSIntegration with Business Applications
Paper Capture
Smart Indexing
Security
Document Retention
Summary
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Key Findings
After 10 years of experience, the following trends are very noticeable Online backup options are drawing consumers
into using the cloud for file storage – then, as employees, are then introducing businesses to new online solutions
Businesses are already scanning files in and storing them in their Windows file systems
Businesses that are paper-intensive and compliance-bound are finding needs are not being met with simple online storage
Big issues emerging – security, duplicate effort, integration, customization, retention
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Q&A