1. Enterprise Content Management
Steven Gorgias
Lenny Morris

2. Enterprise Content Management
Session Objective
Enterprise Content Management
ECM allows you to minimize paper, organize and track documentation and automate business processes and their related documentation. This session will provide a comprehensive of OnBase from Hyland Software, our partner. The session will highlight practical and easy to implement solutions for managing tickets, invoices, statements and reports that are crowding your file cabinets and storage areas.
Enterprise Content Management

3. Increased Productivity
Reduce paper-handling tasks
Improve workflow
Reduce lost files
Manage more activity without increasing staff   Too much time is wasted manually handling paper-based activities that are known to be managed more productively through electronic systems.
Enterprise Content Management

4. Improved Client Responsiveness
Find requested information instantly
Forward information to clients the way they request it (fax, , reprint back to hard copy or download to CD)
Answer questions and provide necessary information in one call, no more return calls and "telephone tag“
Today's world is too competitive to operate without the efficiencies of electronic files, network faxing and other electronic tools that improve response time to clients.
Enterprise Content Management

5. Savings Opportunities
Minimize staff time requirements
Improve collection capabilities through instant retrieval and forwarding of signed documents
Reduce overtime and temp hours
Reclaim lost office space and convert back to useable work areas   The combination of aging receivables, increases in general administrative expenses and continuous loss of valuable office space to aging paper files has made it easy to justify electronic filing and faxing.
Enterprise Content Management

6. Increase Control and Security
Easy file back up. All files are backed up on a daily basis.
Back ups can be stored at an “offsite” location for disaster recovery.
Can establish user rights to files and information.   Reality is that any sort of disaster (fire, water, etc.) would completely destroy all records relating to your current business. For a manageable price, 100% disaster recovery could be implemented.
Enterprise Content Management

7. File Sharing and Portability
Paper files rest in file cabinets until they are manually “unfiled”.
Once unfiled, they are no longer accessible by others in need of the same information.
Electronically filed information never becomes unfiled—even while in use by others, the file remains accessible by anyone on the network.
Making room for new files always involves transportation of old files to secondary filing areas again involving manual efforts and requiring excess space.
Enterprise Content Management

8. File Sharing and Portability
Electronic files are easily accessed and communicated via fax or to anyone, anytime and anyplace.
Electronic information can also be viewed remotely via Windows Terminal Services. Easy access over the world-wide-web enables you and your staff secure access to files and information at your convenience.   The time, energy and expense associated with manual paper handling amounts over time and is completely unproductive. By filing documents electronically, you enable years and years of effortless access to those files and information.
Enterprise Content Management

9. Some things to consider
90% of corporate "memory" exists on paper
Of all the pages that get handled each day in the average office, 90% are merely shuffled
The average document gets copied too many times
7.5% of all documents get lost, 3% of the remainder get misfiled
Professionals spend 5-15% of their time reading information, but up to 50% looking for it.
Enterprise Content Management

10. Advantages of Electronic Filing
Filing electronically can triple process capacity
Electronic filing can reduce staff time by 50%
Digital files reduce storage space by up to 80%
Enterprise Content Management

11. ECM Can be used throughout your entire company Accounts Payable
Human Resources and Payroll
Legal
Purchasing
Inventory
We will focus on industry specific tasks like Delivery Tickets, Invoicing and Accounts Receivable
Enterprise Content Management

12. Delivery Ticket Example

13. Typical Operation
Enterprise Content Management

14. Aggregate
Enterprise Content Management

15. Batch Link
Enterprise Content Management

16. Wide Area Network
Enterprise Content Management

17. Ticket Data Sent
Enterprise Content Management

18. Electronic Copy Created
Enterprise Content Management

19. OnBase gets ticket
Enterprise Content Management

20. Ticket Printer
Enterprise Content Management

21. Batch Control prints ticket
Enterprise Content Management

22. Ticket sent to main office
Enterprise Content Management

23. Workstation and Scanner at the plant
Enterprise Content Management

24. Scan ticket at plant
Enterprise Content Management

25. Transmit Image
Enterprise Content Management

26. Invoice Example

27. Invoice Process Now
Enterprise Content Management

28. Print Invoices
Enterprise Content Management

29. Prepare for Mail
Enterprise Content Management

30. Send Electronic Invoice to disk
Enterprise Content Management

31. OnBase collects invoices and links tickets
Enterprise Content Management

32. OnBase Distributes Invoices
Enterprise Content Management

33. Entering Documents into OnBase
COLD
Read an electronic text file
Index selected text from the row and column coordinates and make them keywords for the document
Scan
Capture an image of the document
Hand-Key index information
Auto-Index the document from the information we collected during a COLD process
Enterprise Content Management

34. Most Common Document Types
COLD
Delivery Ticket
Customer Invoice
Customer Statement
Reports
SCAN
Signed Delivery Ticket
Check or Remittance Advise

35. Thick Client Demonstration
A Command Alkon Solution Partner

36. Scanners
Scanning documents is accomplished with any TWAIN or Kofax™ compliant scanner.
Support for most major hardware manufacturers;

37. Scanner Interfaces TWAIN -Typical interface for Lower Volume Scanners
KOFAX – Interface for High Volume or “Production Level Scanners”.
Barcode Recognition is supported through Kofax Interface.

38. Scanner Categories Desktop Workgroup Scanners Up to 500 pages per day
Departmental Scanners 500 to pages per day
Production Scanners pages per day

39. Virtual Rescan Software
Perfect Scans the first time, Every Time
VRS performs a multi-point inspection of each document
VRS instantly adjusts for Correct Alignment (skew) Brightness, Contrast and image Clarity
Any inconsistencies are are immediately corrected so that only the straightest most readable images are passed along to the imaging system.

43. Please Complete Your Evaluation
Be sure to circle the session you are evaluating on the back of your card
Back Office
BKO-002
Enterprise Content Management
All breakout session materials can be accessed at:
Thank You!
Enterprise Content Management