Document Solutions Document Solutions William Zastrow President, CEO FileMark Corporation May 8, 2008 Document Solutions Document Solutions Top 10 Things You Should Know about Today’s Document Management Solutions

Document Solutions Document Solutions Startling Facts ….. elimination of inefficient paper processes allows more work to be done faster, with fewer people, and less cost

Document Solutions Document Solutions The Inefficiencies of Paper The typical office worker spends 6 weeks a year looking for documents It takes 7 minutes to find a paper file, but only 2-4 seconds to find a file electronically Each file retrieval costs $1.40 vs. $.01 for a 3 second electronic retrieval $12/hr) Cost to find a misfiled document: $120 Cost to recreate a lost document: $250 Source: AIIM and ARMA

Document Solutions Document Solutions Application Fit ….. great demo, but will it solve our business problems?

Document Solutions Document Solutions Eliminate paper-based filing, retrieval, copying and routing costs? Transition from paper to electronic documents, processes, distribution and storage? Get instant access to documents from anywhere, from any type of application? Process documents faster with paperless workflow automation? Fulfill legal and regulatory compliance mandates? Capture, distribute and archive computer output reports? Archive corporate ? Automate forms processing for data entry? Create and edit Office documents? Publish and update websites? Provide a self-service web portal? What are your Business Problems?

Document Solutions Document Solutions Don’t Confuse Collaboration with Archiving and Transaction Processing ….. a square peg will never fit a round hole

Document Solutions Document Solutions Transactional/Archival EDM Fixed content Images, forms, fax, , computer output reports Invoices, statements, checks, proof of deliveries, bills of lading Evidentiary business records Transaction processing workflow, e.g. accounts payable, accounts receivable Index queries, LoB app integration Few production workers Manufacturing, Distribution, Healthcare, Financial Services, Transportation, Education Collaborative EDM Revisable content Word, Excel, PowerPoint Web content Contracts, agreements, reports, memos, documentation Group editing, approval routing, check in/out, versions Content search Many casual users Law, Pharmaceuticals, Government, Engineering, Consulting, Advertising, Publishing

Document Solutions Document Solutions Focus on Capture Technology ….. the most labor-intensive component of Document Management

Document Solutions Document Solutions Zone OCR (Optical Character Recognition) for fixed forms High volume Forms Processing and Data Collection Point and Shoot OCR for freeform Intelligent OCR with attribute matching and dictionary lookups Auto-Indexing with database lookups, screen scraping and defaults Full page OCR for text search Barcode Recognition Optical Mark Reading Distributed Indexing Computer Output Capture (COLD) Bulk Archiving for compliance Save directly from MS Office and Outlook The universal filing basket Batch Import Document Capture Technologies

Document Solutions Document Solutions SimpleIndex Automatic Zone OCR

Document Solutions Document Solutions When Workflow Doesn’t Work ….. it happens more often than you think

Document Solutions Document Solutions For most applications, the concept of traditional rules-based workflow is fundamentally flawed Too complex to build and inflexible in use Too expensive and time consuming to deploy, maintain, change and/or grow Most workflow deployments try to do too much Why Workflow Doesn’t Work

Document Solutions Document Solutions BPE is Daunting “Business Process Re-Engineering”

Document Solutions Document Solutions Paperless ad hoc document routing – for approvals, transaction processing, collaboration or automatic distribution Simple configuration – like instant messaging for documents with a buddy list Automates existing business processes, no rules, users still make most decisions, no BPR Includes ad hoc routing, secure work queues, running case notes, eForms, notification, deadlines, escalation, audit trails Out-of-box deployment can resolve over 80% of process inefficiencies – paperless and instantaneous Rapid implementation = quick ROI = success Knowledge worker empowerment, not rigid rules enforcement Rules-Free Workflow

Document Solutions Document Solutions Productivity Time/Cost Rules-Free Workflow Deploy Traditional Workflow Analyze Deploy Retest & Refine Re-Engineer Document Codify Rules Go Live Test Traditional vs Rules-Free Workflow

Document Solutions Document Solutions Case Notes Accounting Shipping / Receiving Supervisor √ Accounts Payable Complete Pend Cancel NA Workflow View Administration Windows Help Case Notes Accounting Shipping/Receiving Supervisor √ Accounts Payable Complete Pend Canel NA Clear Case Notes

Document Solutions Document Solutions Application Integration ….. access information in context directly from your business applications

Document Solutions Document Solutions Screen OCR Invoice Type Invoice Amount OCR Auto-Find XYZ100 Auto-Fill Copy / Paste $16.50 Auto-Fill Copy / Paste Auto-Index

Document Solutions Document Solutions Host Application Integration

Document Solutions Document Solutions Desktop Application Integration

Document Solutions Document Solutions Plan Ahead for Records Management ….. its not just about regulatory compliance

Document Solutions Document Solutions Policies, practices, technologies and management controls to protect legal interests and comply with regulations Information lifecycle management – retention, disposition rules Complete audit trails Authentic, permanent, unalterable records Systematic controls to ensure record authenticity, security and process consistency Records Management (RM) Definition

Document Solutions Document Solutions X SEC 17A-4 X X X Health- care X X Gramm-Leach- Bliley XX X US Patriot Act Affects any business doing business with a CA resident XXXX X California SB 1386 * X X Basel II X 21 CFR Part 11 * Affects benefits dept of all companies, and schools X HIPAA* * Affects all public companies XXXX X Sarbanes- Oxley* Notes Manufact- uring Pharmac- eutical BankingInsuranceFinance Regulation Examples of Industry Regulations

Document Solutions Document Solutions Capture all business transactions, s and correspondence – no exceptions Store it twice – keep one copy on non-erasable media Validate records as genuine Enforce prescribed 7-year retention period Provide fast, easy access to records for first 2 years Keep information secure Delete systematically, and then only according to official retention rules Maintain accurate, detailed audit trails Sarbanes/Oxley RM Compliance Simplified Source: IBM

Document Solutions Document Solutions File plans Classification Universal record capture and indexing Declaration Rules-based record retention, disposition, migration and disposal schedules, holds Activity logs and reporting Support for non-rewriteable, non-erasable document storage User/group document access control What’s Needed For RM?

Document Solutions Document Solutions Archive Automated Bulk Archiving Database Server Send Receive Auto-Index

Document Solutions Document Solutions Software Licensing Options ….. the world has changed

Document Solutions Document Solutions Named users Concurrent users Site licenses Open Source software Shareware Freeware Software as a Service Software Licensing Models

Document Solutions Document Solutions New uses for Computer Output Reports ….. COLD is still hot

Document Solutions Document Solutions Computer Output to Low-cost Disk / Enterprise Report Management Automated computer output capture and archiving Eliminates printing and manual distribution of internal reports Saves the cost of printing, paper, ink, microfilm, copies, multi-part forms and postage Instant access to exact replicas of printed reports, statements and invoices from anywhere Data mining, reports from reports COLD/ERM

Document Solutions Document Solutions Print  Host Automated Computer Output Archiving Reports, Invoices, Statements Print Streams Capture  DatabaseServer

Document Solutions Document Solutions Automatic report indexing – metadata and full text Automatic report distribution – workflow, , remote print Exact replicas – embedded formatting, form overlays Embedded barcode generation – PODs, remittances eStatements – links, secure web access Data mining – custom reports, data extraction, sorting, calculations, graphs and charts Report reformatting for efficiency – format compression, custom filtering, faxing, remote printing Support for graphical print formats – AFP, Metacode, DJDE, PCL, Postscript, PDF, XML, EDI, Data conversion – PDF, XML, HTML, XLS, CSV, easy web access, long term archiving standards, full text search, application compatibility What’s New with COLD/ERM?

Document Solutions Document Solutions Out with the Old, In with the New ….. you can get there from here

Document Solutions Document Solutions Day-forward document capture – forget the old Backfile conversion – migrate the old Live legacy system link – remote access to the old when needed Live content integration – coexist with the old Legacy System Documents OLDNEW

Document Solutions Document Solutions Software developer, professional services provider, direct sales and technical support Technology Focus – affordable document capture and archiving, transactional document processing, records management Founded in 1989, based in Millbury MA FileMark Corporation

Document Solutions Document Solutions Transforming Business Documents into Web-enabled, Integrated Information Assets Document Solutions Document Solutions