time to remove the paper from your desk and become more efficient
TRANSCRIPT
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Go Paperless by Automating Your Key Document Processes
Time to Remove the Paper from Your Desk and Become More Efficient
Time To Remove The Paper From Your Desktop And Become More Efficient
Your Presenters
Richard SchoenDirector of Document Management Technologies
Greg SchmidtSenior Technical Solutions Consultant
Time To Remove The Paper From Your Desktop And Become More Efficient
• HelpSystems Overview• Document Management Introduction• Common Desktop Paperwork Challenges• Webdocs Introduction• Demo• Q&A
The Journey to a Paperless Desktop
Time To Remove The Paper From Your Desktop And Become More Efficient
Flexible IT Software Solutions
IT operations management
IT infrastructuremonitoring Cybersecurity
Document & forms management
Business intelligence
Compliance & audit reporting
• Workload automation & job scheduling
• Business process automation• Data backup management• Disk space management
• Message & event monitoring• Performance &
application monitoring• Remote monitoring &
management for MSPs• Network monitoring
• Vulnerability assessment• Virus protection• Identification & access management• Security & integrity monitoring• Security policy management• Intrusion prevention & detection• Encryption
• Document & image management• Automated process &
workflow management• Electronic forms management• Signature capture &
approval management
• Enterprise data access• Executive dashboards
& reporting• Mobile data access• Data warehousing
• Compliance reporting• System & audit reporting• SOX compliance• HIPAA compliance• PCI compliance
Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview
Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview
Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview
Time To Remove The Paper From Your Desktop And Become More Efficient
Document Management Solution Overview
Time To Remove The Paper From Your Desktop And Become More Efficient
Forms Management
Input Forms—Capturing Data (Webforms)
• Turn any paper-based form into an online form
• Validate data as it’s entered (no re-keying)
• Capture signatures on forms
• Merge data with fillable PDFs for pixel-perfect output
• Store in Webdocs (if form needs to be preserved)
Output Forms—Generating Business Output (iForms)
• Eliminate pre-printed forms
• Generate form document output as PDF, TIFF, Excel, and CSV
• Use spooled files, text files, XML, and database for source data
• Create individual documents or document packets
• Print, email, and file automatically to network folder, SharePoint, or Webdocs
Time To Remove The Paper From Your Desktop And Become More Efficient
• Managing incoming paperwork• Generating output forms and labels • Creating paperwork packets• Capturing signatures on documents• Managing workflow and approvals• Filling out paperwork• Servicing customers without growing staff
Common Desktop Paperwork Challenges
Time To Remove The Paper From Your Desktop And Become More Efficient
• Keep users in core business applications• Less training • Less data entry• Faster response times• Push button document viewing• Integrated document capture
Why Integrate Documents to Business Systems?
Time To Remove The Paper From Your Desktop And Become More Efficient
Business Document Examples
• Invoices• QC documents• HR documents
• MSDS documents• C of A documents• Shop floor
procedures• Testing documents• Maintenance
reports• Machine
inspections• Engineering
change orders
• Bills of lading• Proofs of delivery• Sales proposals• Purchase orders• Contracts• Expense reports• Time sheets• Shipping
documents
Time To Remove The Paper From Your Desktop And Become More Efficient
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 the 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.
Time To Remove The Paper From Your Desktop And Become More Efficient
• 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 often
become obsolete.• Distributing documents to customers, vendors, and business
partners via mail or fax is costly and time-consuming.
Business Challenges
Time To Remove The Paper From Your Desktop And Become More Efficient
In the Beginning…
Time To Remove The Paper From Your Desktop And Become More Efficient
Where Do We Keep Our Documents?
When you’re done with a document, please return it to the filing cabinets.
Thank You,
Finance Team
Time To Remove The Paper From Your Desktop And Become More Efficient
How Do I Locate a Document Today?
Name: Acme Corp
Time To Remove The Paper From Your Desktop And Become More Efficient
But We Already Manage Documents!
Time To Remove The Paper From Your Desktop And Become More Efficient
Introduction to Document Management
• Invoices
• Purchase orders
• Bills of lading
• Proof of delivery
• Statements
• Acknowledgements, etc.
Images are stored in ECM
system or network drive
Documents are scanned
Images are indexed
Time To Remove The Paper From Your Desktop And Become More Efficient
Introduction to Document Management
Time To Remove The Paper From Your Desktop And Become More Efficient
What is Document Indexing?
Customer name: Acme CorpCustomer number: 200556
Order: ORD100Order date: 1/1/2016
Order total: $1200.45
Time To Remove The Paper From Your Desktop And Become More Efficient
Digital Mailroom
Contracts
Scan
AR, AP,finance
Online forms
Web form
Purchasing
Sales orders
Order entry
Invoices
Fax
Humanresources
Time To Remove The Paper From Your Desktop And Become More Efficient
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
• On premise or cloud-basedTIFF, PDF, Word, Excel, PowerPoint, Outlook emails, audio and video files
Introduction to Webdocs
Time To Remove The Paper From Your Desktop And Become More Efficient
Paper and Electronic Document Capture
Paper document capture
Scanner or MFP device
Automated email capture
Monitor inboxes
Inbound andoutbound fax
Scanner orMFP device
Automated foldermonitoring
Application:Generated documents
such as reports and forms
Web formdata capture
Capture data viaonline entry
Automatedworkflow
Approval processing
Applicationintegration
ERP, financial apps, etc.
Applicationcapture
Microsoft add-ins, PDF print driver, drag and drop
UP NEXT...
Demo Time
UP NEXT...
Questions and Answers Please enter your questions in the chat log
Time To Remove The Paper From Your Desktop And Become More Efficient
Thank You for Attending—Let Us Help You Get Started
Begin Your Paperless Desktop Journey
Next step: FREE 30-minute process review
Website:https://www.helpsystems.com/solutions/document-forms-management
Telephone:Sales: 800-328-1000
Support: 952-933-0609
Technical experts:[email protected]@helpsystems.com