eliminating paper records

26
1 Copyright 2011 EMC Corporation. All rights reserved. Managing Paper Records Karin Ondricek Group Manager, Product Marketing Information Intelligence Group

Upload: emc-information-intelligence-group

Post on 15-Nov-2014

871 views

Category:

Technology


3 download

DESCRIPTION

Is your organization plagued with paper documents and manual processes for managing paper records? This presentation will describe new techniques and technologies that organizations can employ to modernize their paper-based processes; and how these improvements can impact your organization’s bottom line. Learn how to: - Convert paper records into electronic information, so the right information can be delivered to the right systems and people - Enable immediate access to records across a geographically dispersed organization - Cut the costs of managing, storing, and manually processing paper records - Improve process efficiency and compliance through business processes management - Manage paper and electronic records with the same application, file plan, and retention policies.

TRANSCRIPT

Page 1: Eliminating Paper Records

1© Copyright 2011 EMC Corporation. All rights reserved.

Managing Paper RecordsKarin OndricekGroup Manager, Product MarketingInformation Intelligence Group

Page 2: Eliminating Paper Records

2© Copyright 2011 EMC Corporation. All rights reserved.

CONCERNS ABOUT YOUR PAPER RECORDS?

Page 3: Eliminating Paper Records

3© Copyright 2011 EMC Corporation. All rights reserved.

Electronic capture

Automated workflow processes

Physical and electronic retention

Three Steps to Records Management

2

1

3

Page 4: Eliminating Paper Records

4© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 5: Eliminating Paper Records

5© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 6: Eliminating Paper Records

6© Copyright 2011 EMC Corporation. All rights reserved.

SCANNING

Intelligently Transforming DocumentsAutomate document identification, classification, and routing

Automated Document Classification

• Graphic Identification

• Intelligent Text-based Identification

• Eliminates manual sorting

Page 7: Eliminating Paper Records

7© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 8: Eliminating Paper Records

8© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 9: Eliminating Paper Records

9© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 10: Eliminating Paper Records

10© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 11: Eliminating Paper Records

11© Copyright 2011 EMC Corporation. All rights reserved.

$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

Page 12: Eliminating Paper Records

12© Copyright 2011 EMC Corporation. All rights reserved.

Business Process ManagementOrchestrate activities across people and systems

Capture ECM

Customer Communication

Collaboration

RecordRetention

EXTERNAL SYSTEMS

Page 13: Eliminating Paper Records

13© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 14: Eliminating Paper Records

14© Copyright 2011 EMC Corporation. All rights reserved.

Page 15: Eliminating Paper Records

15© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 16: Eliminating Paper Records

16© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 17: Eliminating Paper Records

17© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 18: Eliminating Paper Records

18© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 19: Eliminating Paper Records

19© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 20: Eliminating Paper Records

20© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 21: Eliminating Paper Records

21© Copyright 2011 EMC Corporation. All rights reserved.

Embed Records within your Process and UI

Page 22: Eliminating Paper Records

22© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 23: Eliminating Paper Records

23© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 24: Eliminating Paper Records

24© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 25: Eliminating Paper Records

25© Copyright 2011 EMC Corporation. All rights reserved.

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

Page 26: Eliminating Paper Records

26© Copyright 2011 EMC Corporation. All rights reserved.

THANK YOU