William Zastrow President, CEO FileMark Corporation May 8, 2008

Document Solutions Document Solutions

William ZastrowPresident, CEOFileMark Corporation

May 8, 2008


Top 10 Things You Should Know about Today’s Document Management SolutionsTop 10 Things You Should Know about

Today’s Document Management Solutions


Startling Facts

….. elimination of inefficient paper processes allows more work to be done faster, with fewer people, and

less cost


The Inefficiencies of PaperThe Inefficiencies of Paper

• The typical office worker spends 6 weeks a year looking for documents

• It takes 7 minutes to find a paper file, but only 2-4 seconds to find a file electronically

• Each file retrieval costs $1.40 vs. $ .01 for a 3 second electronic retrieval (@ $12/hr)

• Cost to find a misfiled document: $120

• Cost to recreate a lost document: $250

Source: AIIM and ARMA


Application Fit

….. great demo, but will it solveour business problems?


• Eliminate paper-based filing, retrieval, copying and routing costs?

• Transition from paper to electronic documents, processes, distribution and storage?

• Get instant access to documents from anywhere, from any type of application?

• Process documents faster with paperless workflow automation?

• Fulfill legal and regulatory compliance mandates?

• Capture, distribute and archive computer output reports?

• Archive corporate eMail?

• Automate forms processing for data entry?

• Create and edit Office documents?

• Publish and update websites?

• Provide a self-service web portal?

What are your Business Problems?What are your Business Problems?


Don’t Confuse Collaboration with Archiving and Transaction Processing

….. a square peg will never fita round hole


Transactional/Archival EDM

• Fixed content• Images, forms, fax, eMail, computer

output reports• Invoices, statements, checks, proof of

deliveries, bills of lading• Evidentiary business records

• Transaction processing workflow, e.g. accounts payable, accounts receivable

• Index queries, LoB app integration• Few production workers

• Manufacturing, Distribution, Healthcare, Financial Services, Transportation, Education

Collaborative EDM

• Revisable content• Word, Excel, PowerPoint• Web content• Contracts, agreements, reports,

memos, documentation

• Group editing, approval routing, check in/out, versions

• Content search• Many casual users

• Law, Pharmaceuticals, Government, Engineering, Consulting, Advertising, Publishing


Focus on Capture Technology

….. the most labor-intensive component of Document Management


• Zone OCR (Optical Character Recognition) for fixed forms

• High volume Forms Processing and Data Collection

• Point and Shoot OCR for freeform

• Intelligent OCR with attribute matching and dictionary lookups

• Auto-Indexing with database lookups, screen scraping and defaults

• Full page OCR for text search

• Barcode Recognition

• Optical Mark Reading

• Distributed Indexing• Computer Output Capture (COLD)

• Bulk eMail Archiving for compliance

• Save directly from MS Office and Outlook

• The universal filing basket

• Batch Import

Document Capture TechnologiesDocument Capture Technologies

Document Solutions Document Solutions SimpleIndexSimpleIndex

Automatic Zone OCR


When Workflow Doesn’t Work

….. it happens more often than you think


• For most applications, the concept of traditional rules-based workflow is fundamentally flawed

• Too complex to build and inflexible in use• Too expensive and time consuming to deploy, maintain, change

and/or grow• Most workflow deployments try to do too much

Why Workflow Doesn’t WorkWhy Workflow Doesn’t Work

Document Solutions Document Solutions BPE is DauntingBPE is Daunting

“Business ProcessRe-Engineering”


• Paperless ad hoc document routing – for approvals, transaction processing, collaboration or automatic distribution

• Simple configuration – like instant messaging for documents with a buddy list

• Automates existing business processes, no rules, users still make most decisions, no BPR

• Includes ad hoc routing, secure work queues, running case notes, eForms, notification, deadlines, escalation, audit trails

• Out-of-box deployment can resolve over 80% of process inefficiencies – paperless and instantaneous

• Rapid implementation = quick ROI = success

• Knowledge worker empowerment, not rigid rules enforcement

Rules-Free WorkflowRules-Free Workflow


Case Notes

Accounting Shipping / Receiving Supervisor √ Accounts Payable Complete

Pend Cancel NA

Workflow View Administration Windows Help

Case Notes

Accounting Shipping/Receiving Supervisor√ Accounts Payable Complete

Pend Canel NA Clear

Case Notes


Application Integration

….. access information in context directly from your business applications

Document Solutions Document Solutions Screen OCRScreen OCR

Invoice Type

Invoice Amount

OCR

Auto-FindAuto-Find

OCR

XYZ100 Auto-FillAuto-FillCopy / Paste

$16.50

Auto-FillAuto-Fill

Copy / Paste

Auto-IndexAuto-Index


Host Application IntegrationHost Application Integration


Desktop Application IntegrationDesktop Application Integration


Plan Ahead for Records Management

….. its not just about regulatory compliance


• Policies, practices, technologies and management controls to protect legal interests and comply with regulations

• Information lifecycle management – retention, disposition rules

• Complete audit trails• Authentic, permanent, unalterable records• Systematic controls to ensure record authenticity, security and

process consistency

Records Management (RM) DefinitionRecords Management (RM) Definition


XSEC 17A-4

X

X

X

Health-care

XXGramm-Leach-Bliley

XXXUS Patriot Act

Affects any business doing

business with a CA resident

XXXXXCalifornia SB 1386 *

XXBasel II

X21 CFR Part 11

* Affects benefits dept of all

companies, and schools

XHIPAA*

* Affects all public companiesXXXXXSarbanes-

Oxley*

NotesManufact-

uringPharmac-

euticalBankingInsuranceFinanceRegulation

Examples of Industry RegulationsExamples of Industry Regulations


• Capture all business transactions, eMails and correspondence – no exceptions

• Store it twice – keep one copy on non-erasable media

• Validate records as genuine• Enforce prescribed 7-year retention period• Provide fast, easy access to records for first 2 years• Keep information secure• Delete systematically, and then only according to official

retention rules • Maintain accurate, detailed audit trails

Sarbanes/Oxley RM Compliance SimplifiedSarbanes/Oxley RM Compliance Simplified

Source: IBM


• File plans

• Classification

• Universal record capture and indexing

• Declaration

• Rules-based record retention, disposition, migration and disposal schedules, holds

• Activity logs and reporting

• Support for non-rewriteable, non-erasable document storage

• User/group document access control

What’s Needed For RM?What’s Needed For RM?


Archive

Automated Bulk eMail ArchivingAutomated Bulk eMail Archiving

DatabaseDatabaseServerServer

Send

Receive Auto-Index


Software Licensing Options

….. the world has changed


• Named users

• Concurrent users

• Site licenses

• Open Source software

• Shareware

• Freeware

• Software as a Service

Software Licensing ModelsSoftware Licensing Models


New uses for Computer Output Reports

….. COLD is still hot


• Computer Output to Low-cost Disk / Enterprise Report Management

• Automated computer output capture and archiving

• Eliminates printing and manual distribution of internal reports

• Saves the cost of printing, paper, ink, microfilm, copies, multi-part forms and postage

• Instant access to exact replicas of printed reports, statements and invoices from anywhere

• Data mining, reports from reports

COLD/ERMCOLD/ERM


Print

Print

Mainframe

HostHost

Automated Computer Output ArchivingAutomated Computer Output Archiving

Reports, Invoices, Statements

Reports, Invoices, Statements

Print StreamsPrint StreamsCapture Capture DatabaseDatabase

ServerServer


• Automatic report indexing – metadata and full text

• Automatic report distribution – workflow, eMail, remote print

• Exact replicas – embedded formatting, form overlays

• Embedded barcode generation – PODs, remittances

• eStatements – eMail links, secure web access

• Data mining – custom reports, data extraction, sorting, calculations, graphs and charts

• Report reformatting for efficiency – format compression, custom filtering, faxing, remote printing

• Support for graphical print formats – AFP, Metacode, DJDE, PCL, Postscript, PDF, XML, EDI, eMail

• Data conversion – PDF, XML, HTML, XLS, CSV, easy web access, long term archiving standards, full text search, application compatibility

What’s New with COLD/ERM?What’s New with COLD/ERM?


Out with the Old, In with the New

….. you can get there from here


• Day-forward document capture – forget the old

• Backfile conversion – migrate the old

• Live legacy system link – remote access to the old when needed

• Live content integration – coexist with the old

Legacy System DocumentsLegacy System Documents

OLD NEW


• Software developer, professional services provider, direct sales and technical support

• Technology Focus – affordable document capture and archiving, transactional document processing, records management

• Founded in 1989, based in Millbury MA

FileMark CorporationFileMark Corporation


Transforming Business Documents into Web-enabled, Integrated Information Assets

Document Solutions Document Solutions Document Solutions Document Solutions

www.filemark.comwww.filemark.com

508-865-4844508-865-4844