A Document Management Solution Joe Axne IT-GURU LLC

The average office: Makes 19 copies of each document. Spends $20 on labor to file each document. Loses 1 out of 20 office documents. Spends $120 searching for every misfiled document. Spends $250 recreating each lost document. Spends $25,000 to fill a four-drawer file cabinet and $2,000 annually to maintain it.

Go Paperless by implementing a Document Management Solution

 A way to Store, Retrive, and Distribute Documents and Folders in Electronic form rather than paper form  A centralized, single repository for all of your documentation (students, instructors, admin staff, vendors)  Documents/Folders that are indexed for easy and rapid retrieval  Documents and Information that is secured and accessible only to specific individual or groups

Manage millions of documents and retrieve the right one in seconds. Share documents with colleagues while protecting confidential information. and fax files instantly. Access documents while traveling. Publish documents to CD, DVD or the Web, as appropriate. Back up files and records for disaster recovery.

 Eliminate time locating a folder  Allow multiple individual to access the same document or folders  Create manageable distribution of paper documentation via CD  Reduce storage cost of paper folders on site.  Create a disaster back-up of your student data.  Rapid Return on Investment  Improve Customer Service by locating documentation rapidly

A workflow solution allows your organization to: Design rules-based routing systems to streamline document-handling procedures. Copy and move documents using routing services and your computer network. Automatically notify staff and supervisors when certain events take place. Monitor user activity, guaranteeing efficiency and project completion while enabling enhanced staff efficiency reporting.

 Most offices can be trained in less than a day  Organization of electronic folders can be just like you do do it today  Most systems require very little administrative support  The user interface to those systems can be very similar to Windows

Existing computer network. Document Management Package that is accessible to your network Scanner(s), centralized, sheet feeding Storage both local and off-site Outsource back-file of existing documentation Dual Monitors

 Backups  Routine maintenance of your scanner device  Adding new users and groups to the system  Modifying security roles and access  Management of servers and desktops

Business Size$500,000 In annual revenue $1,000,000 In annual revenue $4,000,000 In annual revenue Technology Investment 1.4% of revenue ($7,000) 2% of revenue ($20,000) 1% of revenues ($40,000) Staff Savings1000 hours (0.4 of a full-time employee 1500 hours (0.6 of a full-l time employee 6000 hours (2.4 full- time employee) Overhead Savings8.6% of revenues ($43,000) 8.9% of revenues ($89,000) 8.6% of revenues ($342,000) Profit Increase41.2%55.9%40% Business Value Increase $216,000$626,000$3,421,000

 What do you expect a document management system to do for you?  What problems do you need to solve?  How do you plan on using the system?  Do you need the system to interface with current business-critical applications? Which ones?

 Fax to service  Outbound Faxing  Print to PDF

Joe Axne IT GURU LLC ext. 9010