8 Reasons You Need an Electronic Document Management System
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Want to go paperless in the office and boost employee productivity? View this slideshow to learn how you can with an electronic document management system.
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8 Reasons You Need an Electronic Document Management System
- 1. 8 Reasons It’s Time to Implement Electronic Document Management Go Paperless by Automating Your Key Document Processes
- 2. 2 Your Presenters Richard Schoen Director of Document Management Technologies Greg Schmidt Senior Technical Solutions Consultant
- 3. Agenda • HelpSystems overview • Document management introduction • Webdocs introduction • Demo • Q&A 3
- 4. HelpSystems Family of Brands 4
- 5. Document Management Solution Overview
- 6. Document Management Solution Overview 6
- 7. Document Management Solution Overview 7
- 8. Document Management Solution Overview 8
- 9. Document Examples 9 • 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
- 10. Business Challenges 10 • 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.
- 11. Business Challenges 11 • 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.
- 13. Where Do We Keep Our Documents? 13
- 14. How Do I Locate A Document Today? 14 Name: Acme Corp
- 15. But We Already Manage Documents 15
- 16. How Do I Locate My “Managed” Documents? 16
- 17. Introduction to Document Management 17 • 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
- 18. Introduction to Document Management 18
- 19. What Is Document Indexing? 19 Customer name: Acme Corp Customer number: 200556 Order: ORD100 Order Date: 1/1/2016 Order Total: $1200.45
- 20. Digital Mailroom – Capture Every Inbound Document 20 Contracts Invoices Orders Online Forms Scan Fax Email Web Form A/R A/P Finance Human Resources Sales Order Entry Purchasing
- 21. What is the Document Management Lifecycle? 21
- 22. Introduction to Webdocs 22 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
- 23. Paper and Electronic Document Capture 23 Paper document capture Scanner or MFP device Automated email capture Monitor inboxes Inbound and outbound fax Scanner or MFP device Web form data capture Capture data via online entry Application integration ERP, financial apps, etc. Automate folder monitoring Automated workflow Microsoft add-ins, PDF print driver, drop and drag Application: Generated documents such as reports and forms Approval processing Application capture
- 24. Integration Webdocs can be easily integrated with other HelpSystems products!
- 25. Demo Time
- 26. Questions and Answers Please enter your questions in the chat log.
- 27. © HelpSystems. Company Confidential.5/20/2016 27
- 28. 28 Thank You for Attending 28 For More Information: 2016 IBM i Marketplace Survey http://www.helpsystems.com/ibm-i-marketplace-study 2016 IBM i User Group June 20–23 http://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.com greg.schmidt@helpsystems.com