Download - Eliminating Paper Records
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Managing Paper RecordsKarin OndricekGroup Manager, Product MarketingInformation Intelligence Group
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CONCERNS ABOUT YOUR PAPER RECORDS?
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Electronic capture
Automated workflow processes
Physical and electronic retention
Three Steps to Records Management
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AD HOCCAPTURE
• knowledge workers• desktop scanners
CENTRALIZED
CAPTURE• mailroom• dedicated scanning
DISTRIBUTEDCAPTURE
• branch or regional offices
• field offices, customers
• web-based scanning
• scanners and mfp
Capture Anything, from Anywhere
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AVERAGE FOIA REQUEST IS 575 PAGES
6,000 EMPLOYEES WORKING IN FIVE REGIONAL AND MULTIPLE DISTRICT OFFICES
• Response times for processing FOIA requests reduced by half
• 95% reduction in the ordering of paper and printing supplies
• Hard copy responses reduced by 75%
NEW YORK STATE DEPT OF
HEALTH
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SCANNING
Intelligently Transforming DocumentsAutomate document identification, classification, and routing
Automated Document Classification
• Graphic Identification
• Intelligent Text-based Identification
• Eliminates manual sorting
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EXCEPTIONS ONLY
Intelligently Transforming DocumentsConnect Document Information to Business Systems
Intelligent Data Extraction
• Forms and Freeform Data Extraction
• Automatic Data Validation
• Significantly reduces data entry and validation time, errors, and expense
Connecting Business Information
• Enterprise Content Management
• Business Applications
• Service-Oriented Architectures
BUSINESS SYSTEMS
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Intelligent Document RecognitionEliminating Manual Document Preparation
AUTOMATED SORTING
FULL-PAGEIMAGE
TEXT-BASED
ANALYSIS
PRECISION ANCHORS
HAND-WRITING
FULL-PAGEIMAGE
TEXT-BASED
ANALYSIS
PRECISION ANCHORS
HAND-WRITING
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Intelligent Data Extraction
SSN
Patient #
Date
555-44-3333
369-6123
04/08/08
SSN
CASE #
Date
555-44-3333
369-6123
04/08/11
Extracts data from all document types using zonal or freeform data
extraction
Identifies regular patterns
and data formats to increase accuracy
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Automated Data Validation
SSN
CASE #
Date
555-44-3333
369-6123
04/08/11
Compares extracted data against
data sources or business rules. Routes discrepancies for
manual inspection
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$10.3B BUDGET AND 66,000 EMPLOYEES
PRISON POPULATION OF 166,569, 8,000 TRANSFERS PER DAY (2009)
STATE DEPARTMENT OF CORRECTIONS
ROI FACTS:• Allow staff to access
all offender information 100% of the time within one
business day
• Reduce costs associated with
using paper and transporting files
between locations
• Reduce costs associated with staff travelling to specific
locations to review cases
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Business Process ManagementOrchestrate activities across people and systems
Capture ECM
Customer Communication
Collaboration
RecordRetention
EXTERNAL SYSTEMS
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Process Automation does the workEliminates mundane and error prone tasks, freeing people for higher-level work
Provides
Forms
Validates Data
Queues Tasks
Applies Rules
Performs Calculatio
ns
Generates Document
s
Sends Reminder
s
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Automated Process
Sample Process: Benefits Eligibility
CreateCaseFile
EBT/Imaging Clerk
State-wide Eligibility Database
Applicant
Fills outApplication
Receive Application
Review/VerifyApplicant
Info
Case Worker
RequestSupportingDocuments
ProvideSupportingDocuments
DetermineEligibility
Approve forEligible
Programs
NotifyApplicant
Certify Case
DenyApplication
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63 LOCAL OFFICES THROUGHOUT THE COUNTY
COUNTY WITH THE LARGEST SOCIAL SERVICES CASE LOAD IN THE COUNTRY
ROI Facts:
• 30 – 50 Documents per applicant
• Able to meet 30-day mandate for responding to applicants
• Fewer welfare fraud cases abdicated due to delays
• Improved information security
LOS ANGELES COUNTY DEPT.
OF SOCIAL SERVICES
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Physical Records Manager
Core Records Manager Components
Modular Records and Retention
Documentum Platform
WEB-BASED CLIENT
CONTENT SECURITY
UNIFIED ARCHITECTURE
Documentum Retention Policy Services
Security Access Control
Notification Web Services for Records
Report and Auditing
Storage Management
File Plan
Federated Records Services
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Physical RecordsOne File Plan and Set of Retention Policies Manages All Content
• Warehouse• Barcode• Charge-in/out• Pass along• Bulk processing
• File plan• Security• User declare• Shredding• Paper (basic)
• Records• Holds• Audit trails• Notifications• Inheritance
Physical Record Services
Create a virtual warehouse structure that links physical records into users’ content management cabinet and
folder structure
RecordsManager
RetentionPolicyServices
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Physical Records ServicesManage storage and retrieval of any type of physical record
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Descriptive file or folder labelsCreate and print labels directly – using NiceLabel
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Embed Records within your Process and UI
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Pass-Along WorkflowsTransfer physical records to next person in the process
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Administer the entire record life-cycleCharge-in, charge-out, update location, qualify for disposition
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OVER 10 MILLION MEDICAL TESTS AND TRIALS
62,587 SURGICAL HOURS PER YEARMD ANDERSON CANCER CENTER
ROI FACTS:• Yearly savings of
$1.8M by migrating previously hosted application in-house
• Strengthened compliance with policy, research, and privacy regulations
• More efficient patient care delivery through centralized access to information
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MORE THAN 57,000 VENDORS CURRENTLY ENROLLED ON CITY BIDDERS’ LIST
PROCURED $17B WORTH OF SUPPLIES, SERVICES, AND CONSTRUCTION LAST YEAR
LARGE CITY MAYOR’S OFFICE
ROI FACTS:
• At any given time they are processing ~8,000 in-flight workflows governing 50,000 forms instances and 30,000 documents.
• Automated processes improved productivity and reduced errors
• Greater transparency and citizen satisfaction
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THANK YOU