8 reasons you need an electronic document management system
Post on 15-Feb-2017
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8 Reasons It’s Time to Implement Electronic Document ManagementGo Paperless by Automating Your Key Document Processes
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Your Presenters
Richard SchoenDirector of Document Management Technologies
Greg SchmidtSenior Technical Solutions Consultant
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Agenda
• HelpSystems overview• Document management introduction• Webdocs introduction• Demo• Q&A
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HelpSystems Family of Brands
Document Management Solution Overview
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Document Management Solution Overview
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Document Management Solution Overview
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Document Management Solution Overview
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Document Examples
• Bills of lading• Proofs of delivery• Sales proposals• Contracts• Expense reports• Time sheets• Loan agreements• QC documents• HR documents
• Designs• Health records• Patient and consent forms• Purchase orders • Maintenance reports
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Business Challenges
• Going “Green”– One tree yields 8,333 sheets of paper– Each office worker prints 1,000 pages per month (10,000–12,000
year)– 45% of documents are thrown out within 24 hours– 768 million trees produce world’s annual paper supply
• Knowledge workers spending >20% of their time on document management tasks.
• The average document is copied—either physically or electronically—9–11 times at a cost of about $18.
• Documents cost $20 each to file. Retrieving a misfiled document costs $120.
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Business Challenges
• Regulations (SOX and HIPAA) stress the need for electronic records & proper controls.
• Disaster Recovery/Business Recovery: what about the paper?
• Pre-printed forms are costly, difficult to manage, and oftentimes become obsolete.
• Distributing documents to customers, vendors, and business partners via mail or fax is costly and time consuming.
In the Beginning….
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Where Do We Keep Our Documents?
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How Do I Locate A Document Today?
Name: Acme Corp
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But We Already Manage Documents
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How Do I Locate My “Managed” Documents?
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Introduction to Document Management
• Invoices• Purchase Orders
• Bills of Lading• Proof of Delivery
• Statements• Acknowledgements, etc.
Documents are scanned Images are indexed Images are stored in ECM
system or network drive
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Introduction to Document Management
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What Is Document Indexing?
Customer name: Acme Corp
Customer number: 200556
Order: ORD100
Order Date: 1/1/2016
Order Total: $1200.45
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Digital Mailroom – Capture Every Inbound Document
Contracts Invoices Orders Online Forms
Scan Fax Email Web Form
A/R A/PFinance
HumanResources
SalesOrder Entry
Purchasing
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What is the Document Management Lifecycle?
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Introduction to Webdocs
Capture and Manage Scanned Images, Reports, and Forms• Capture scanned image documents
• Manage forms captured via WebForms
• Archive reports for online access
• View documents from any web browser
• Secure by department or user groups
• Version control to track document changes
• Supports any PC file or document format
TIFF, PDF, Word, Excel, Powerpoint, Outlook Emails, Audio and Video Files
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Paper and Electronic Document Capture
Paper document capture
Scanner or MFP device
Automated email capture
Monitor inboxes
Inbound and outbound fax
Scanner orMFP device
Web form data capture
Capture data viaonline entry
Application integration
ERP, financial apps, etc.
Automate foldermonitoring
Automatedworkflow
Microsoft add-ins, PDF print driver, drop and drag
Application:Generated documents
such as reports and forms
Approval processing
Applicationcapture
Integration
Webdocs can be easily integrated with other HelpSystems products!
Demo Time
Questions and AnswersPlease enter your questions in the chat log.
© HelpSystems. Company Confidential.05/01/2023 27
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Thank You for Attending
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For More Information:
2016 IBM i Marketplace Surveyhttp://www.helpsystems.com/ibm-i-marketplace-study
2016 IBM i User Group June 20–23http://www.helpsystems.com/shiftit
Website:http://www.helpsystems.com/rjs
Telephone:Sales: 800-328-1000
Support: +1 952-933-0609
Technical Experts:richard.schoen@helpsystems.comgreg.schmidt@helpsystems.com
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