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									“Enterprise Content Management –
  The Possibilities are Infinite”
     Pamela Doyle, Spokesperson, Director
     Fujitsu Computer Products of America
             Director, AIIM Board
     and Chair, The TWAIN Working Group
Organizational Goals
•   Core Competencies
•   Business Continuity
•   Regulatory Compliance
•   Environmental
    Consciousness
     Fast Fact – Core Competencies
• Companies spend $20 in labor to file a document,
  $120 in labor to find a misfiled document, and
  $220 in labor to reproduce a lost document
• 7.5 percent of all documents get lost; 3 percent of
  the remainder get misfiled
• Professionals spend 5 – 15 percent of their time
  reading information, but up to 50 percent looking
  for it PricewaterhouseCoopers
        Fast Fact – Core Competencies
• $24 average cost to process a single invoice manually IOMA
• Single FAX machine costs $6,200 per year Captaris
• Average time to manually FAX a document is 8 minutes
• Average cost to send a package via courier service is
  between $8 and $15
• Cost of office space has increased 19% Office Space Across the
    World ‘2008
     Objectives – Business Competencies

• Reduce operating costs   • Get content under control
• Reduce storage space        – Enable collaboration
• Do more with less             and file sharing
  resources                   – Adequate information
• Streamline operations         to deliver positive
• Accelerate revenue            customer experience
                              – Make informed
                                decisions
      Fast Fact – Business Continuity
• 40% of 1,200 organizations surveyed indicated disaster recovery
  planning not a priority
• 40% have no redundant backup site Captaris
• 75% of SMBs have no DRP Inc. Magazine
• 2 out of 5 companies who experience a disaster are out of business in 5
  years Gartner
• Business suffering an incapacitating disaster with no DRP Contingency
   Research Planning
    – Only 43% resume operations
    – Of the 43%, 29% still in business in 2 years
    – Total of 71% will be out of business in 2 years
    Objectives – Business Continuity
• Protect corporate information asset
• Ensure continuity 24 X 7 X 365
       Regulatory Compliance
U.S. Guidelines
• Government Paper     • Patriot Act
  Elimination Act      • Data Protection Act
• HIPAA                   • State
• Gramm-Leich-Bliley         discoveryresources.org
• Sarbanes-Oxley       • eDiscovery
• Bank Secrecy Act
• SEC 17a3-4
• Check 21
    Objectives – Regulatory Compliance

•   Data accessibility
•   Privacy
•   Protection
•   Auditable
Fast Facts – Environmental Consciousness
• Buildings are the single largest contributor to global
  warming accounting for almost half (48%) of total annual
  U.S. energy consumption and carbon dioxide emissions
• 76% of all U.S. Generated electricity goes to the building
  sector Architecture2030.org
• Average document photocopied 19 times
• There are over 4 trillion paper documents in the U.S. alone
  growing at a rate of 22% per year PWC
• Each individual in the U.S. consumes 502 lbs. of paper per
  year NYT
Objectives – Environmental Consciousness
•   Reduce energy
•   Reduce gas consumption
•   Reduce carbon dioxide emissions
•   Reduce paper consumption
The Solution
               ECM Functionality

• Convert paper to           • Author
  electronic                 • Check/out – Check In
• Document distribution      • Audit trail
• Distributed capture        • Automate business
• Manage all content           processes (BPM)
  (electronic, email, web)   • Redundant off-site storage
• Secure access
• Simultaneous access                              Paper



                                                   to



                                                   Digital
Trends and Issues
Email Management has become a Strategic
Imperative
• Email is the dominant means of business communication
  today
• Electronic substitute for legal business documentation
• Volume:
      • Corporate users received an average of 18
        megabytes (MB) per day in 2007
      • Expected to grow to over 28 MB per day by 2011
      • Users send and receive an average of 133 messages
        per day1
 1Source:   Radicati Group
Email Management has become a Strategic
Imperative
• Email Usage:
        •   70% to negotiate contracts and agreements
        •   84% to discuss operational or product strategies
        •   63% to discuss HR issues
        •   Yet, only 45% have any formal policy for email
            retention1

 1Source: AIIM   Industry Watch
Email Management has become a Strategic
Imperative
• Email should be treated as a critical component of
  information management strategy
• Why?
   – eDiscovery demands
   – Courts have ruled email as relevant information
   – Regulatory guidelines
   – Must produce messages in support of litigation and
     audit purposes
   – Getting upper management’s attention (reduce risk)
Email Management has become a Strategic
Imperative
• Steps:
   – Develop email policies and procedures
   – Seek email management solution
   – AIIM’s Email Management ROI Calculator
       • Identify current costs
       • The Total Cost of Ownership (TCO) of an email management
         solution
       • The benefits
       • The ROI
       • http://www.aiim.org/EmailROICalculator
For Organizations to Maximize the Effectiveness of ECM,
it is Beneficial to Connect People, Processes and Content
“While documents (content) support the work being performed, processes
  define the work that’s done.” Doug Reynolds, President, AgilityPlus
   Solutions
• Business processes require people and content
• Integrating ECM with Workflow (BPM) connects the processes with
  the content and people
   – Extends the value of the investment
   – Resulting in:
        • Improved company performance
        • Enhanced customer service
        • Increase in employee productivity
        • Significant cost savings
For Organizations to Maximize the Effectiveness of ECM,
it is Beneficial to Connect People, Processes and Content




     State of the ECM Industry – AIIM Industry Watch
For Organizations to Maximize the Effectiveness of ECM,
it is Beneficial to Connect People, Processes and Content




      State of the ECM Industry – AIIM Industry Watch
Distributed Capture Continues to Gain Momentum as the
Preferred Capture Deployment Model

• Moving capture to the point of origin




               Distributed Capture – AIIM Industry Watch
Distributed Capture Continues to Gain Momentum as the
Preferred Capture Deployment Model
• Drivers
   – Cost of shipping
   – Reduce gas consumption
   – Alternative to faxing
   – Eliminate mail float
   – Faster access to content
       • Accelerate business processes
       • Faster access to revenue
       • Enhance customer service
       • Integrate paper into to workflow (business processes)
Distributed Capture Continues to Gain Momentum as the
Preferred Capture Deployment Model

• Drivers
   – Expedite transactional processes
   – Lower cost personal, workgroup and departmental
     scanners with advanced capabilities
Distributed Capture Continues to Gain Momentum as the
Preferred Capture Deployment Model
Distributed Capture Continues to Gain Momentum as the
Preferred Capture Deployment Model




             Distributed Capture – AIIM Industry Watch
Distributed Capture Continues to Gain Momentum as the
Preferred Capture Deployment Model




            Distributed Capture – AIIM Industry Watch
Distributed Capture Continues to Gain Momentum as the
Preferred Capture Deployment Model




            Distributed Capture – AIIM Industry Watch
Distributed Capture has Spawned a New Capture
Model Called “Transaction Capture”
• Distributed capture has been so effective in streamlining
  transaction-intensive processes that a new model called
  “Transaction Capture” has evolved
• Applications:
   – Invoice processing
   – Expenses
   – Order processing
   – HR                                                  Paper


   – Any application involving static documents          to



                                                         Digital
Distributed Capture has Spawned a New Capture
Model Called “Transaction Capture”
• Benefits:
   – Immediate access
   – Eliminate lost or misplaced
   – Expedite business processes
   – Audit trail to demonstrate compliance
• Top application is accounts payable
                                             Paper



                                             to



                                             Digital
Distributed Capture has Spawned a New Capture Model
Called “Transaction Capture”

• Top Benefits of Imaging and Workflow (AP) – Source: Aberdeen
  Group, March ‘2008
   – Remove paper at point of entry invoice     65%
   – Reduce time spent on inquiries             63%
   – Lower administrative costs of process      56%
     & lower headcount
   – Automate task with workflow rules          55%
   – Improve reporting and analysis             48%
     capabilities
                                                             Paper
   – Improve financial audit capabilities       43%
   – Eliminate duplicate and over payments      40%          to



                                                               Digital
 Distributed Capture has Spawned a New Capture Model
 Called “Transaction Capture”

  Definition of Maturity               Mean Class Performance
• Best in Class – Top 20%          • $4.60 cost to process an
                                     invoice
                                   • 4.4 days time to process
• Industry Class – Middle          • $12.20 cost to process
  50%                              • 14.4 days to process
• Laggard Class – Bottom           • $55.00 cost to process
  30%                              • 34.4 days time to process
                                                                 Paper



                                                                 to


                     Source: Aberdeen Group                      Digital
Distributed Capture has Spawned a New Capture
Model Called “Transaction Capture”
• Actual customer testimonials report:
  – Reduce cost of processing invoices by 25 to
    65%
  – Reduce paper by up to 90%
  – Reduce time to process invoices by 40+%
  – Reallocate 25 – 50+% of AP personnel
                                                  Paper



                                                  to



                                                  Digital
ECM Evolves from Niche to Mainstream

• Mass adoption
• Spurred by MOSS 7
   – Millions of organizations have deployed
   – Fastest growing product
• Microsoft vision is provide a platform to build
  content-rich applications
• Catalyst for the benefits of ECM
Microsoft Office SharePoint Server
ECM Evolves from Niche to Mainstream
• Weaknesses:
   – Not complete integrated suite of ECM products
   – No document imaging
   – No forms processing (paper)
   – No advance workflow (BPM)
• Strengths:
   – Tight integration with MS Office
   – Easy to use
   – Affordable
ECM Evolves from Niche to Mainstream
• Good for:
   – Ad hoc document storage
   – Departmental collaboration
   – Active documents
• Recommendation:
   – Work with knowledgeable VAR to determine:
      • SharePoint,
      • Dedicated ECM, or
      • Combination to address application needs
Balance ROI Scorecard

   Cut           Business
  Costs         Continuity




Regulatory    Environmentally
Compliance      Conscious
    Universal Forest Products, Inc.
•   Company Overview:
     – Grand Rapid, MI
     – Fortune 1000 Manufacturer & Distributor of
       Wood & Wood Alternatives
     – 96 Facilities and 9,000 employees
•   Business Problem:
     – Much of their growth as a result of
       acquisitions
     – Result of growth was an increased need to
       store massive amounts of documents
     – Storing docs. consuming office space & they
       were paying for additional storage
     – Legal dept. needed a way to easily retrieve
       docs. that might be relevant to a case
    Universal Forest Products, Inc.
•   Solution:
     – Hyland’s Integrated Doc. Mgmt. & BPM
       Solution
     – Fujitsu fi-4120C Workgroup & fi-4530C
       Departmental scanners
•   Benefits:
     – Reduce time to access documents in legal
       from weeks to hours
     – Quickly reached minimum ROI to prove
       concept
  Universal Forest Products, Inc.
• Business Problem in HR/Payroll:
   – Needed to manage docs. For 9,000
     employees in 100 locations
   – 40 different documents they needed to
     store, track and access frequently for
     employee files
    – Time to locate paper document about
      15 minutes
    – 21 employees accessing 10 documents
      per day (est. cost $4,000 per wk. or
      $200,000 per yr.)
  Universal Forest Products, Inc.
• Solution:
   – Kofax Ascent Capture and Fujitsu fi-
     4120 and fi-4350 scanners
• ROI:
   – Cost slashed to zero by converting
     documents to electronic format giving
     employees instant access to documents
    Universal Forest Products, Inc.
•   Leverage Solution to Another Operational Issue -
    A Decentralized Accounts Payable Process:
     – 71 locations
     – Invoices lost or misplaced resulting
       overpayments or late fees
     – Invoice must be retain for 7 yrs. (previously
       stored in on-remise trailer – note fire in
       Canadian facility)
•   Solution:
     – Kofax distributed capture using separator
       sheets and barcode with vendor ID
     – Images sent via internet to central AP
       repository
    Universal Forest Products, Inc.
ROI:
      – No more lost or misplaced invoices
      – Improved visibility for management regarding
        the AP process
      – Paper storage costs eliminated
      – Ensured physical protection of data
      – Substantial labor costs savings (71 AP
        employees freed for other tasks)
•   Still Gaining ROI:
      – “We have really just scratched the surface of
        this solution”
      – Most recently…
     Implementation Recommendations

• Analysis:                        • Steps:
   – Information management           – Information survey
     corporate responsibility         – RFP
   – Identify single information      – Research solutions
     intensive business problem       – Evaluate IT infrastructure
   – Define business objectives       – Purchase ECM hardware &
   – Define business case (min.          software
     ROI)                             – Pilot or model office
   – Get educated                     – Roll-out
   – Retain services of a             – Post Implementation
     knowledgeable VAR
                  More Information
• Industry Association
   • ARMA at www.arma.org
   • AIIM at www.aiim.org
       • Trade Show
       • Seminars
       • Social Networking (informationzen.org)
       • Education
• Case Studies, product information and white papers:
   – Fujitsu at http://us.fujitsu.com/fcpa

								
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