8 reasons it's time to implement an electronic document management system
TRANSCRIPT
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8 Reasons It’s Time To Implement Electronic Document ManagementGo Paperless by Automating Your Key Document Processes
8 Reasons It’s Time to Implement Electronic Document Management
Your Presenters
Richard SchoenDirector of Document Management Technologies
Greg SchmidtSenior Technical Solutions Consultant
8 Reasons It’s Time to Implement Electronic Document Management
• HelpSystems overview• Document management introduction• Webdocs introduction• Demo• Q&A
Agenda
8 Reasons It’s Time to Implement Electronic Document Management
HelpSystems Family of Brands
8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview
8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview
8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview
8 Reasons It’s Time to Implement Electronic Document Management
Document Management Solution Overview
8 Reasons It’s Time to Implement Electronic Document Management
Forms Management
Input Forms—Capturing Data (Webforms)• Turn any paper-based form into an online form• Validate data as it’s entered (no re-keying)• Capture signatures on forms• Merge data with fillable PDFs for pixel-perfect output• Store in Webdocs (if form needs to be preserved)
Output Forms—Generating Business Output (iForms)• Eliminate pre-printed forms• Generate form document output as PDF, TIFF, Excel, and CSV• Use spool files, text files, XML, and database for source data• Create individual documents or document packets• Print, email, and file automatically to network folder, SharePoint, or
Webdocs
8 Reasons It’s Time to Implement Electronic Document Management
Document Examples
• Bills of lading• Proofs of delivery• Sales proposals• Contracts• Expense reports• Time sheets• Loan agreements• QC documents• HR documents
• Designs• Health records• Patient and consent forms• Purchase orders • Maintenance reports
8 Reasons It’s Time to Implement Electronic Document Management
Business Challenges
• Going “Green”– One tree yields 8,333 sheets of paper– Each office worker prints 1,000 pages per month
(10,000–12,000 year)– 45% of documents are thrown out within 24 hours– 768 million trees produce world’s annual paper supply
• Knowledge workers spending >20% of their time on document management tasks.
• The average document is copied—either physically or electronically—9–11 times at a cost of about $18.
• Documents cost $20 each to file. Retrieving a misfiled document costs $120.
8 Reasons It’s Time to Implement Electronic Document Management
Business Challenges
• Regulations (SOX and HIPAA) stress the need for electronic records & proper controls.
• Disaster Recovery/Business Recovery: what about the paper?
• Pre-printed forms are costly, difficult to manage, and oftentimes become obsolete.
• Distributing documents to customers, vendors, and business partners via mail or fax is costly and time consuming.
8 Reasons It’s Time to Implement Electronic Document Management
In the Beginning…
8 Reasons It’s Time to Implement Electronic Document Management
Where Do We Keep Our Documents?
8 Reasons It’s Time to Implement Electronic Document Management
How Do I Locate a Document Today?
Name: Acme Corp
8 Reasons It’s Time to Implement Electronic Document Management
But We Already Manage Documents!
8 Reasons It’s Time to Implement Electronic Document Management
How Do I Locate My “Managed” Documents?
8 Reasons It’s Time to Implement Electronic Document Management
Introduction to Document Management
• Invoices• Purchase Orders• Bills of Lading• Proof of Delivery• Statements
• Acknowledgements, etc.
Documents are scanned Images are indexed Images are stored in ECM
system or network drive
8 Reasons It’s Time to Implement Electronic Document Management
Introduction to Document Management
8 Reasons It’s Time to Implement Electronic Document Management
What Is Document Indexing?
Customer name: Acme CorpCustomer number: 200556
Order: ORD100Order Date: 1/1/2016
Order Total: $1200.45
8 Reasons It’s Time to Implement Electronic Document Management
Digital Mailroom—Capture Every Inbound Document
Contracts Invoices Orders Online Forms
Scan Fax Email Web Form
A/R A/PFinance
HumanResources
Order Entry Purchasing
8 Reasons It’s Time to Implement Electronic Document Management
What is the Document Management Lifecycle?
8 Reasons It’s Time to Implement Electronic Document Management
Introduction to Webdocs
Capture and Manage Scanned Images, Reports, and Forms• Capture scanned image documents• Manage forms captured via Webforms• Archive reports for online access• View documents from any web browser• Secure by department or user groups• Version control to track document changes• Supports any PC file or document format
TIFF, PDF, Word, Excel, PowerPoint, Outlook Emails, Audio and Video Files
8 Reasons It’s Time to Implement Electronic Document Management
Paper and Electronic Document Capture
Paper document capture
Scanner or MFP device
Automated email capture
Monitor inboxes
Inbound and outbound fax
Scanner orMFP device
Web form data capture
Capture data viaonline entry
Application integration
ERP, financial apps, etc.
Automate foldermonitoring
Automatedworkflow
Application:Generated documents
such as reports and forms
Approval processing
Applicationcapture
Microsoft add-ins, PDF print driver, drag and drop
8 Reasons It’s Time to Implement Electronic Document Management
Integration
WebDocs can be easily integrated with otherHelpSystems products and third party ERP applications
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Demo Time
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Questions and Answers Please enter your questions in the chat log
8 Reasons It’s Time to Implement Electronic Document Management
Thank You for Attending
For More Information:
Website:http://www.helpsystems.com/rjs
Telephone:Sales: 800-328-1000
Support: 952-933-0609
Technical Experts:[email protected]@helpsystems.com