A BIG meaning for a small word: Archiving : John F. Mahoney Head of EMEA LaserFiche Tel

STILL MANAGING PAPER Costly to find lost documents. Costly to produce and distribute. Subject to short and long-term damage. Costly to store Costly to destroy

Growth of Information Growth of Printed Documents % of Documents Printed

Laserfiche - A Pioneer in Document Imaging and Archiving Established in 1977 Established in ,000+ installations worldwide 21,000+ installations worldwide Leader in Document Security - DoD Certified Leader in Document Security - DoD Certified Open and Non-Proprietary Design Philosophy Open and Non-Proprietary Design Philosophy Single TIFF format = Fastest Search Engine available Single TIFF format = Fastest Search Engine available Available in 7 languages Available in 7 languages

GROWTH of Laserfiche in the Kingdom of Saudi Arabia

List of ISB/Laserfiche growing installations in the Kingdom of Saudi Arabia

GENERAL ORGANIZATION FOR SOCIAL INSURANCE GOSI GOSI manages benefits for 3 million people through 20 branch locations throughout the Kingdom Before the new EDM system - paperwork would take 10 – 14 days to reach headquarters for processing With new EDM system – paperwork is scanned, indexed via barcode, archived and sent electronically via workflow and the paperwork is processed the next day

 Reduce costs and improve productivity  Security  Regulatory compliance What is driving the growth for archiving information?

 Computer hardware/ storage is affordable  Software is proven and not custom made  Systems are open and non-proprietary  Proven integration with other systems However, technology factors are also driving growth

Your Perspective is Driving Growth Software applications are managing all areas in business. ERP, HR, CRM, etc 90% of business info is still on paper Critical to plan to archive this paper as applications are implemented Critical to consider how we will integrate this archive into these software applications

ARCHIVING PERSPECTIVES OF THE

 Seeks Standards (e.g. DoD ) that entrusts records to a rigid benchmark solution  Integrated records and document management  Encourages consistent, proper filing procedures  Includes controls for strict regulations  Precision searching tailored to records managers’ needs Issues for the

 Extending usability and manageability  Efficient Integration and custom application development  Database choices to match your organization  Non-proprietary storage formats look to the future  Meet user volume demands without creating a software maintenance burden Issues for the

 Essential usability and a smooth transition to digital document management  Faster response to information inquiries and improved customer service  Reducing misfiling and document loss  Cut manual data entry time, expenses and errors Issues for the

 Needs analysis How much new paper enters your office? How much disk storage will you need? How many people will need access? Do you need to integrate with other systems?  Carefully define your objectives What problems do you need to solve? What do you expect your system to do for you? Implementation guidelines for Archiving Solutions Pre-Implementation Consulting How a Compliant Solution Works

 File structures & indexes How do you search for information? What type of indexes do you need?  Document distribution Do you service remote locations? Do you take records on the road? Implementation guidelines Plan a Complete Solution How a Compliant Solution Works

 Daily procedures Who will perform the scanning? What are the best workflow procedures?  Back file conversion What archival records must be converted? How long will you retain those records? Implementation guidelines Plan a Complete Solution (continued) How a Compliant Solution Works

 Getting started…  Intuitive user interface  Engages your staff’s current PC skills  Eases staff reluctance to embrace new technology How a Compliant Solution Works Easy to learn and use

A Central Archive Manages Records, Images, , Electronic Docs

NFP - Problem with Paper 900 Representatives (average 100 pieces of paper per day) 9,000 pieces of paper per day - Over 1.1 million pieces of paper a year All sent to Texas Headquarters via Airborne and US Mail NFPSI Processes the Paper –Reviewed by multiple departments –Copied and original sent to appropriate vendor –Copy filed by department –12 Departments with their own specific filing/processing requirements –Vendor sends copy of Confirmation –Vendor send copy of Statements Slow processes – Time Consuming – Costly Operations Limited Disaster Recovery Plan

NFPSI - Solution Requirements Identify the Needs of the Organization –Reduce the amount of paper received at NFPSI Austin –Increase Productivity through Automatic WorkFlow –Implement a Disaster Recovery Plan –Reduce/Eliminate lost time to FINDING the file Identify the Right Solution –Easy to Use –Cost Effective –Compliant with Rules and Regulations –Enterprise Wide Deployment & Firm Level Deployment Identify a Qualified - Authorized Partner that could bring it together –Knows and Understands our Industry –Knows and Understands the Industry Rules and Regulations –Knows and Understands the Software

NFPSI - Implementation Planning Each department was part of the solution Completed a Needs Analysis Comprehensive Work Flow Audit Assisted in outlining their File Folder structure Assisted in Defining Index Cards Structure Focus on the Departments with the Greatest Success Potential Identified the key users in each department Develop a Plan of Execution

NFPSI – Implementation Execution Eliminated Several Department Manual Logs with Excel Integration Paperless Integration with Clearing Firms by March 2003 Integration with In–House ASP Software Paperless Integration with Core Carriers/Fund Companies by end of 2003 Historical Scanning Completed by September 2003

Have a Vision –Know what you want to accomplish –Imaging is not a luxury, it is a business essential –Have immediate and long term goals Find the Right Partner –Remember this is a long term partnership Be Patient –Issues WILL come up –Focus on departments that are committed to adopting….. Keys to Success P. Osterberg – NFP Securities

 Move ahead - as costs fall, productivity rises.  Be confident that the timing is right. Solutions for archiving are now off the shelf, scalable and secure  Work with a partner to prepare a strategy to archive your business documents.  Smoothly integrate them with your existing and planned applications for a complete solution  Begin today Conclusions and Q & A