eliminating paper records
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
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Managing Paper RecordsKarin OndricekGroup Manager, Product MarketingInformation Intelligence Group
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CONCERNS ABOUT YOUR PAPER RECORDS?
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Electronic capture
Automated workflow processes
Physical and electronic retention
Three Steps to Records Management
2
1
3
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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
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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
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SCANNING
Intelligently Transforming DocumentsAutomate document identification, classification, and routing
Automated Document Classification
• Graphic Identification
• Intelligent Text-based Identification
• Eliminates manual sorting
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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
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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
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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
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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
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$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
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Business Process ManagementOrchestrate activities across people and systems
Capture ECM
Customer Communication
Collaboration
RecordRetention
EXTERNAL SYSTEMS
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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
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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
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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
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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
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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
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Physical Records ServicesManage storage and retrieval of any type of physical record
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Descriptive file or folder labelsCreate and print labels directly – using NiceLabel
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Embed Records within your Process and UI
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Pass-Along WorkflowsTransfer physical records to next person in the process
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Administer the entire record life-cycleCharge-in, charge-out, update location, qualify for disposition
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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
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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
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THANK YOU