Download - Eliminating Paper Records

1© Copyright 2011 EMC Corporation. All rights reserved.

Managing Paper RecordsKarin OndricekGroup Manager, Product MarketingInformation Intelligence Group


CONCERNS ABOUT YOUR PAPER RECORDS?


Electronic capture

Automated workflow processes

Physical and electronic retention

Three Steps to Records Management

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1

3


AD HOCCAPTURE

• knowledge workers• desktop scanners

CENTRALIZED

CAPTURE• mailroom• dedicated scanning

DISTRIBUTEDCAPTURE

• branch or regional offices

• field offices, customers

• web-based scanning

• scanners and mfp

Capture Anything, from Anywhere


AVERAGE FOIA REQUEST IS 575 PAGES

6,000 EMPLOYEES WORKING IN FIVE REGIONAL AND MULTIPLE DISTRICT OFFICES

• Response times for processing FOIA requests reduced by half

• 95% reduction in the ordering of paper and printing supplies

• Hard copy responses reduced by 75%

NEW YORK STATE DEPT OF

HEALTH


SCANNING

Intelligently Transforming DocumentsAutomate document identification, classification, and routing

Automated Document Classification

• Graphic Identification

• Intelligent Text-based Identification

• Eliminates manual sorting


EXCEPTIONS ONLY

Intelligently Transforming DocumentsConnect Document Information to Business Systems

Intelligent Data Extraction

• Forms and Freeform Data Extraction

• Automatic Data Validation

• Significantly reduces data entry and validation time, errors, and expense

Connecting Business Information

• Enterprise Content Management

• Business Applications

• Service-Oriented Architectures

BUSINESS SYSTEMS


Intelligent Document RecognitionEliminating Manual Document Preparation

AUTOMATED SORTING

FULL-PAGEIMAGE

TEXT-BASED

ANALYSIS

PRECISION ANCHORS

HAND-WRITING

FULL-PAGEIMAGE

TEXT-BASED

ANALYSIS

PRECISION ANCHORS

HAND-WRITING


Intelligent Data Extraction

SSN

Patient #

Date

555-44-3333

369-6123

04/08/08

SSN

CASE #

Date

555-44-3333

369-6123

04/08/11

Extracts data from all document types using zonal or freeform data

extraction

Identifies regular patterns

and data formats to increase accuracy


Automated Data Validation

SSN

CASE #

Date

555-44-3333

369-6123

04/08/11

Compares extracted data against

data sources or business rules. Routes discrepancies for

manual inspection


$10.3B BUDGET AND 66,000 EMPLOYEES

PRISON POPULATION OF 166,569, 8,000 TRANSFERS PER DAY (2009)

STATE DEPARTMENT OF CORRECTIONS

ROI FACTS:• Allow staff to access

all offender information 100% of the time within one

business day

• Reduce costs associated with

using paper and transporting files

between locations

• Reduce costs associated with staff travelling to specific

locations to review cases


Business Process ManagementOrchestrate activities across people and systems

Capture ECM

Customer Communication

Collaboration

RecordRetention

EXTERNAL SYSTEMS


Process Automation does the workEliminates mundane and error prone tasks, freeing people for higher-level work

Provides

Forms

Validates Data

Queues Tasks

Applies Rules

Performs Calculatio

ns

Generates Document

s

Sends Reminder

s


Automated Process

Sample Process: Benefits Eligibility

CreateCaseFile

EBT/Imaging Clerk

State-wide Eligibility Database

Applicant

Fills outApplication

Receive Application

Review/VerifyApplicant

Info

Case Worker

RequestSupportingDocuments

ProvideSupportingDocuments

DetermineEligibility

Approve forEligible

Programs

NotifyApplicant

Certify Case

DenyApplication


63 LOCAL OFFICES THROUGHOUT THE COUNTY

COUNTY WITH THE LARGEST SOCIAL SERVICES CASE LOAD IN THE COUNTRY

ROI Facts:

• 30 – 50 Documents per applicant

• Able to meet 30-day mandate for responding to applicants

• Fewer welfare fraud cases abdicated due to delays

• Improved information security

LOS ANGELES COUNTY DEPT.

OF SOCIAL SERVICES


Physical Records Manager

Core Records Manager Components

Modular Records and Retention

Documentum Platform

WEB-BASED CLIENT

CONTENT SECURITY

UNIFIED ARCHITECTURE

Documentum Retention Policy Services

Security Access Control

Notification Web Services for Records

Report and Auditing

Storage Management

File Plan

Federated Records Services


Physical RecordsOne File Plan and Set of Retention Policies Manages All Content

• Warehouse• Barcode• Charge-in/out• Pass along• Bulk processing

• File plan• Security• User declare• Shredding• Paper (basic)

• Records• Holds• Audit trails• Notifications• Inheritance

Physical Record Services

Create a virtual warehouse structure that links physical records into users’ content management cabinet and

folder structure

RecordsManager

RetentionPolicyServices


Physical Records ServicesManage storage and retrieval of any type of physical record


Descriptive file or folder labelsCreate and print labels directly – using NiceLabel


Embed Records within your Process and UI


Pass-Along WorkflowsTransfer physical records to next person in the process


Administer the entire record life-cycleCharge-in, charge-out, update location, qualify for disposition


OVER 10 MILLION MEDICAL TESTS AND TRIALS

62,587 SURGICAL HOURS PER YEARMD ANDERSON CANCER CENTER

ROI FACTS:• Yearly savings of

$1.8M by migrating previously hosted application in-house

• Strengthened compliance with policy, research, and privacy regulations

• More efficient patient care delivery through centralized access to information


MORE THAN 57,000 VENDORS CURRENTLY ENROLLED ON CITY BIDDERS’ LIST

PROCURED $17B WORTH OF SUPPLIES, SERVICES, AND CONSTRUCTION LAST YEAR

LARGE CITY MAYOR’S OFFICE

ROI FACTS:

• At any given time they are processing ~8,000 in-flight workflows governing 50,000 forms instances and 30,000 documents.

• Automated processes improved productivity and reduced errors

• Greater transparency and citizen satisfaction


THANK YOU

Download - Eliminating Paper Records

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