http://www.securedocs.com -Reviews the business drivers furthering the adoption of the paperless office. Reviews compliance, cost savings, environmental impact, and continuity as the primary factors businesses consider when deciding to go paperless. Presents case studies of real-world businesses that have had success going paperless and achieved a significant ROI.

1. “The Power Of The
Paperless Office”

2. AppFolio SecureDocs is a virtual data room for
sharing and storing sensitive documents both
internally and with outside parties.
AppFolio, Inc. Company Basics:
• Founded by the team that created and launched
GoToMyPC and GoToMeeting
• Backed by leading technology companies and investors
• Web-based business software for financial and legal
professionals
About SecureDocs

3. • Fujitsu customers include over
half of the Fortune Global 500
• 3rd largest IT company in the
world
• Revenue: >US $55 Billion
• Employees: 180,000
Worldwide
• US HQ in Sunnyvale, CA
About Fujitsu

4. • Director of Education, Imaging Products Group
• Fujitsu’s worldwide spokesperson
• Chairperson for TWAIN Working Group
• Awarded with “Education” and “Distinguished
Service” AIIM Awards
About Pamela Doyle

5. • Cost Reduction
• Compliance
• Continuity
• Environmentally
Conscious
Business Objectives

6. • Numerous forms of content
– Electronic
– Email
– IM
– Social Networking
– FAX
• Continued reliance on paper
– Historical reference
– Proof of business
– Compliance
– Initiate business processes
• Contradiction between proliferation and corporate agility
Barriers

7. • First prediction of the “paperless” office was in 1975
• Data is growing at a rate of 50% per year; doubling every
two years (IDC)
• 80% of information is still retained on paper (CAP Venture)
• 60% of office worker’s time
• 45% of labor costs
Volume of Content

8. Polling Question #1

9. Facts - Costs
1 Source: PricewaterhouseCoopers
• Document Handling
– $20 to file
– $120 to find misfiled
– $220 to reproduce
• 7.5% documents get lost; 3% of remainder get misfiled
• Professionals spend 5%-15% of their reading information but
up to 50% looking for it1
• Duplicate copies

10. IDC Study on
Document-Related Tasks
Task: Avg.
 Creating documents 13.3 hrs.
 Searching for data 9.5 hrs.
 Gathering infor. 8.3 hrs.
 Filing and organizing 6.8 hrs.
 Document routing 4.0 hrs.
 Document approval 4.3 hrs.
Task: Wasted
 Reformatting 6.2 hrs.
 Searching 3.5 hrs.
(not finding)
 Recreating 3.0 hrs.

11. • $24 to process an invoice1
• FAX machine costs $6,200 per year2
• Eight minutes to FAX a document
• Store (on premise/offsite)
• Deliver
• USPS
• Courier
Facts - Costs
1Source: IOMA
2Source: Captaris

12. • Reduce operating costs
• Do more with less
• Streamline business processes
• Reduce storage space
• Deliver positive customer experience
• Capacity improvement
• Improve decision making
Objectives - Costs

13. • Sarbanes-Oxley (SOX)
• SEC 17a 3-4
• Dodd-Frank
• HIPAA
• Data Protection Act
• Internal Policies and Procedures
Facts - Compliance

14. • Data accessibility
• Secure access
• Privacy
• Audibility
Objectives - Compliance

15. Polling Question #2

16. • 75% of SMBs have no disaster recovery plan1
• Two out of five companies out of business in five years2
• Business suffering an incapacitating disaster with no
disaster recovery plan3
– Only 43% resume operations
– Of the 43%, 29% still in business in two years
– Total of 71% will be out of business in two years
Facts - Continuity
1Source: Inc. Magazine
3Source: Gartner
3Source: Contingency Research Planning

17. • Protect corporate information asset
• Business continuity 24x7x365
Objectives - Continuity
17

18.  1 tree = 8,333 sheets of paper (conservatree.com)
 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
Facts – Environment
18

19.  Reduce paper consumption
 Stop depleting natural resources
 Reduce gas consumption
 Reduce carbon dioxide emissions
Objectives – Environment
19

20. • Capture all content
• Transform it into a valuable
resource
• Combination of hardware and
software
The Solution
20

21. Five Phases of Capture
21
“A Document Strategy
Handbook, from Simple
Scanning to Enterprise
Capture”
Author: Kevin Craine
Enterprise
Capture
Distributed
Capture
Intelligent Data
Extraction
Automated
Indexing
Scan and Store

22. Polling Question #3
22

23. 23
Enterprise Content Management (ECM)

24. ECM Functionality
Capture (On Ramp) :
• Digitize
• Image enhancement
• Scan to archive
• Scan to process
• Mobile/Cloud

25. ECM Functionality
Manage:
• Metadata
• BCS
• Search & retrieval
• Security (access control)
• Collaboration
Store:
• Media
• Magnetic
• CDs/DVDs
• Blue Ray
• Premise
• On
• Off (Hosted/Cloud)

26. ECM Functionality
Preserve:
• Declaration
• Retention
• Disposition
• Audit trail
Deliver:
• Workflow
• EAI
• Output options

27. The Benefits
• Improve content accessibility and security
• Enable collaboration and communication
• Provide online access
• Enhance customer service
• Ensure physical protection
• Compliance (audit trail)
• Better business intelligence

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

29. Polling Question #4
29

30. Fujitsu and SecureDocs
• Address critical content
disciplines
• Capture
• Store

31. Fujitsu
Space Saving
Designs
Ease of Use
Space Saving Designs Intelligent
Image Quality

32. SecureDocs
Space Saving
Designs
Ease of Use
Unlimited Storage Audit Logs
Two Factor
Authentication

33. • Company Overview:
–Leading tax preparer and CPA firm
–Lansing, Michigan
–Founded in 1998
• Business Problem:
–Tax business paper intensive
X-TAX
33

34. • Objectives:
– Paperless tax document warehouse
– Fast access
• Solution:
– Cloud-based Capture Solution and
– Fujitsu ScanSnap Scanners on each preparer’s
desk
X-TAX
34

35. • Benefits and ROI (1st Year):
– Business process agility
– Improved file access
– Decreased wait time
– Capacity improvement
– Save nearly 10K on office paper supplies
– Reduced employee work hours
X-TAX
35

36. Property Management
Plus, Inc.
• Company Overview:
–San Jose, CA
–4 Person Property Mgmt. & Real
Estate Co.
• Business Problem:
–Paper intensive
–Regulatory requirements
–Need immediate access to client files

37. –Relying on traditional information sharing
(FAX, Postal & Courier Services)
• Solution:
–ScanSnap to digitize files
• ROI:
–Eliminate fax
–Eliminated courier
–PDF enable collaboration
–Execute contracts faster
Property Management
Plus, Inc.

38. Stambaugh Ness, PC
• Company overview:
– Large CPA Firm
– Central Pennsylvania
– Deliberately remained a “small firm”
• Business problem:
– Thousands of pieces of paper
– Efficient records management was ongoing battle
38
Paper
to
Digital

39. Stambaugh Ness, PC
– Accounting documentation diversified
– Previously process at office
• Solution
– Eight ScanSnaps
– Digitized at point of origin
• Return on investment
– Dramatically decreased time
– Enable collaboration
– Capacity improvements
39
Paper
to
Digital

40. • Questions and Answers
• Product information, white papers and case studies:
– www.securedocs.com
– http://us.fujitsu.com/fcpa
• Microsites:
– http://scanners.fcpa.fujitsu.com/casestudies/
– ScanSnap at www.scansnapcommunity.com
40
Q & A