AIIM Show april 18

1. “The Capture Continuum”
Pamela Doyle, Director
Fujitsu Computer Products of America
Imaging Products Group
AIIM Ambassador
Chair, The TWAIN Working Group

2. Business Objectives
 Cost Reduction
 Customer Service
 Collaboration
 Compliance
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3. Content Chaos
 How much content does your
organization handle per day?
 Business depends on content to get
work done!
 Numerous forms of content
 A lot of content remains on paper
 Mission critical business processes
initiated by a single piece of paper
 Contradiction between proliferation
and corporate agility

4. The Impact
• Lost documents = lost productivity; lost
revenue
• Uncontrolled documents = deficient business
processes; poor customer service; unable to
prove compliance
• Unshared documents = no shared vision; no
shared input

5. Volume of Content
• Average number of corporate emails per individual sent
and received per day in 2011 was 228 (Radicati Group)
• IDC reports the digital universe increased more than six-
fold from 2006 to 2010 (The Expanding Digital Universe)
• 80% of information is still retained on paper (CAP Venture)
• Documents claim 60% of office worker‟s time
• Account for 45% of labor costs
• Average office employee generates 9,999 more sheets of
paper (Resource Conservation Alliance)
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6. Most Costly … Paper
 Store
 On Premise
 Offsite
 Manage
 $20 to file; $120 to search for misfiled; $250 recreate lost
 7.5 percent of all documents get lost; 3 percent of the remainder
get misfiled (Inc. Magazine)
 25K to fill a 4 drawer filing cabinet; 2K to maintain (futurelawoffice.com)
 Deliver
 7 minutes to FAX a 3 page document (Davidson Consulting)
 Average cost of courier - $15
 USPS
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7. Other Costs of Paper
 Duplicate copies
 Kept beyond retention
 Discovery
 Inability to demonstrate compliance
 Broken chain of custody (privacy)
 No process visibility
 Poor business intelligence
 Not green
 Vulnerable
 Loss evidence of transactions
 Loss revenue
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8. The Solution
 Capture all your documents
 Transform them into a valuable
resource
 Combination of hardware and
software
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9. Five Phases of Capture
Enterprise
Capture
Distributed
Capture
Intelligent Data
Extraction
Automated
Indexing
“A Document Strategy
Handbook, from Simple
Scanning to Enterprise
Scan and Store Capture”
Author: Kevin Craine
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10. Hardware Evolution
Wireless
Cloud
NW
Drivers Citrix Attached
Linux
Macintosh USB
Windows SCSI
Video Controllers
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11. Enterprise Content Management (ECM)
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12. ECM Functionality
Capture (On Ramp) :
• Digitize
• Image enhancement
• Scan to archive
• Scan to process
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13. ECM Functionality
Manage: Store:
• Metadata • Media
• BCS • Magnetic
• Search & retrieval • CDs/DVDs
• Security (access control) • Blue Ray
• Collaboration • Premise
• On
• Off (Hosted/Cloud)
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14. ECM Functionality
Preserve: Deliver:
• Declaration • Workflow
• Retention • EAI
• Disposition • Output options
• Audit trail
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15. The Applications
 Historical  Claims
 Customer (Acct. Mgmt.)  Contracts
 Employee  EOB
 Patient  Case management
 Client  Lending
 Research (i.e. clinical)  Expenses
 Technical documentation  Accounts receivable
 Proof of delivery  Accounts payable
 Signature verification  Mailroom automation
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16. The Benefits
• Improve content accessibility and security
• Enable collaboration and communication
• Provide online access
• Enhance customer service
• Compliance (audit trail)
• Better business intelligence

17. Return on the Investment
• Reduce distribution costs
• Reduce expenses
• Increase productivity
• Streamline business processes
• Save time and boost company-wide
efficiency
• Reduce on-site and off premise storage

18. Describe your capture applications.
Scan to Archive (store) 15%
Scan to Process (initiate a
9%
transaction)
Combination of Both 76%
Total 100%
Source: Fujitsu End User Scanning Survey „2012
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19. How would you describe the
success of your scan to archive
projects? (Please check all that apply)
We have made real savings in paper storage costs 53%
We have opened the archive for much wider access 31%
We have much improved response time and/or
68%
customer service
The recognition/indexing quality has been excellent 42%
We need to expand the scope of capture
27%
documents
We need to move the next step of scan to process 32%
Source: Fujitsu End User Scanning Survey „2012

20. Have your scan-to-process projects been successful?
Yes, we achieved the ROI
17%
faster than expected
Yes, we achieved the ROI
49%
as expected
Yes, but it is taking a bit
24%
longer to achieve the ROI
Not really, we are still
9%
struggling with it
Source: Fujitsu End User Scanning Survey „2012
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21. 5 Ways to Get Buy In for ECM
 Gain an executive sponsor
 Build a tight business case
 Find quick wins
 Reference examples of success
 Learn best practices
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22. Keys to Successful Deployment
 Seek expert advice
 Communicate objectives & process to be addressed
 Determine delivery model
 Identify requirements
 Careful vendor analysis & demand proof of handling
 Prepare groundwork
 Roll out solution
 Benefit realization
 Leverage the investment
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23. Capture Continuum (Trends)
 4 C„s
 Slow economic recovery
 Healthcare
 Financial services
 Government
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24. Capture Continuum (Trends)
Business continuity:
25% of medium to large organizations have no DRP
19% have not tested in last 5 years (Digital Research)
75% of SMBs have no DRP (Inc. Magazine)
The ramifications:
Businesses suffering incapacitating disaster with no DRP
Only 43% resume operations
Of the 43%, 29% still in business in 2 years
Total of 71% out of business in two year (Contingency Planning Research)
The solution
Redundant off site storage
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25. Capture Continuum (Trends)
 Environmental sustainability:
 Integrate sustainability in core business strategies
 Environmental impact of paper:
 Average office worker uses 10,000 sheets per year (Xerox)
 45% of documents thrown out within 24 hrs. (Xerox)
 65% of organizations say paper usage has stayed the same or
increase (AIIM Int’l.)
 Manufacturing paper depletes resources
 1 tree = 8,333 sheets of paper (conservatree.com)
 Stop proliferation of paper (store, manage and deliver a single copy)
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26. Capture Continuum (Technology)
 2007 release of SharePoint included elements of document
management
 2010 release of SharePoint delivered an ECM platform but not
infrastructure
 Requires partner ecosystem
 Capture is the on-ramp to deliver content to SharePoint:
 Access all content including paper
 Accurately and completely extract metadata for SP
optimization
 Microsoft shop?
 SP may be a way to leverage your investment
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27. Capture Continuum (Technology)
 Faster, smaller, less expensive scanners
 Wireless
 Further advances
and application of
recognition technologies
 Distribute capture will remain preferred deployment
model
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28. Capture Continuum (Technology)
 Mobile:  Applications:
 Rise in mobile workforce  Field service
 Strategic initiative  Mobile worker
 Three technologies: productivity
 Tablets  Home healthcare
 Smart Phones  Scan-to- the-cloud
 Mobile/Micro  Assessment/Audit
Scanners  Mobile check deposit
 Transportation
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29. Capture Continuum (Technology)
 Cloud:
 Viable alternative to on premise
 Cost effective
 Faster start up
 Easy to maintain
 Service repositories
 Unprecedented access to all content
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30. Adams County District 50
Overview:
• One of CO largest school districts
• 10,000 students, 1,000 employees
• 19 locations
Problem:
• Create more than 10K records each year
• Finance & HR adds another 2,500 monthly
• Employees spent 30 minutes per request
• Files and filing cabinets occupied more than
2,000 sq. ft. (spilling into common areas)

31. Adams County District 50
Objectives:
• Eliminate risks with paper-based and
microfilm records
• Disaster recovery
• Compliance concerns
• Environmental sustainability
Solution:
• Cloud-based ECM

32. Adams County District 50
Implementation:
• Phased:
• 2000 – HR
• 2002 – Finance and AP
• 2007 – Student records
• Considerable ROI
• More than 30 employees have secure,
instant access
• 1 million records dated back to 1930

33. Adams County District 50
Benefits and ROI:
• Increased employee productivity
• Reduce storage space
• Saved building costs (2K sq. ft. in new
HS = $40K)
• Environmental responsible
• Award for better financial reporting
• “The system more than pays for itself”

34. Union Case
 MOEITS:
 Largest labor union
 Chicago based
 24,000 members
 Numerous business units
 Key Issues
 Geographically dispersed
 Paper everywhere (thousands or millions)
 Employee searching ($31.25)
 Cost of office space
 Office site storage ($9,000 per month)
 Compliance issues (HIPAA, Taft Hartley, GLB/SOX)
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35. Union Case
 Objectives:  Thorough research and
 Reduce reliance on analysis
paper  Solution:
 Compliance concerns  SharePoint
 Streamline  Microsoft shop
 Business continuity  Portal
 Collaboration  Granular security
 Reduce costs  KnowledgeLake
 Ease of use  Fujitsu scanners
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36. Union Case
 Phase One – Legal  Phase Two - PAC
 Paper intensive  Not always volume
 Office space but flow
 Banker boxes in  Form authorizes
basement collection of fee
 Time to discover  Deficient process
 Document capture  Huge financial loss
with barcode  SharePoint for
 Matters database workflow
 Scanned then shred
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37. Union Case
 Phase Three – Contracts  MOEITS Update
 Another example of process  Ron Borden, Executive
automation Director of IT
 Signed contract took 34
days 14 steps
 FAX
 Interoffice
 1 – 2 pages grew to 111
 Now, scanned at point of
origin
 Routed electronically
 20 minutes
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38. 38

39. Union Case
 Benefits:
 Payback in 5 months
 Hard dollar savings:
 Reduced storage
 Recovered PAC funds
 Expedited processes (contract & grievance)
 Eliminated costs of paper-based processes
 Soft dollar savings:
 Reduced time to find documents
 File sharing and collaboration
 Business continuity
 Projecting 1 million over 3 years
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40. More Information
Product information and white papers:
• http://us.fujitsu.com/fcpa
• http://www.fujitsu.com/us/about/platforms/fcpa/me
dias/whitepapers/
Industry information:
• www.aiim.org
• www.arma.org
• www.twain.org