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Document Solutions Document Solutions Document Solutions Document Solutions

Confidential Property of FileMark CorporationConfidential Property of FileMark Corporation


SMARTi Document Processing Solutions

SMARTi Document Processing Solutions

September 2009



• FileMark Corporation – software developer, direct professional services provider, founded in 1989, based in Millbury MA

• Technology Focus – transactional document processing, document submission, report archiving, records management

• Industry Solutions – Distribution, Manufacturing, Healthcare, Financial Services, Higher Education, Publishing, Local Government.

• FileMark Corporation – software developer, direct professional services provider, founded in 1989, based in Millbury MA

• Technology Focus – transactional document processing, document submission, report archiving, records management

• Industry Solutions – Distribution, Manufacturing, Healthcare, Financial Services, Higher Education, Publishing, Local Government.

Company OverviewCompany Overview



Why Manage Documents?Why Manage Documents?

• 80% of business information still retained on paper

• Cost to file a document is $20

• On average it takes 5-10 minutes to locate a properly filed document

or discover that someone else has it out • Cost of searching for a misfiled document is $120

• Cost of recreating a lost document is $250

• A 4-drawer file cabinet with 15,000-20,000 files costs $25,000 to fill and $2,000 to maintain.

• 80% of business information still retained on paper

• Cost to file a document is $20

• On average it takes 5-10 minutes to locate a properly filed document

or discover that someone else has it out • Cost of searching for a misfiled document is $120

• Cost of recreating a lost document is $250

• A 4-drawer file cabinet with 15,000-20,000 files costs $25,000 to fill and $2,000 to maintain.

Info sources: Cap Ventures, Inc. Magazine, futurelawoffice.com, CitigroupInfo sources: Cap Ventures, Inc. Magazine, futurelawoffice.com, Citigroup



EDM BenefitsEDM Benefits

• Paperless business process efficiency

• Cost avoidance and existing cost displacement

• More responsive customer service

• Improved document search, security and control

• Instant on-line collaboration

• Business risk mitigation and regulatory compliance.

• Paperless business process efficiency

• Cost avoidance and existing cost displacement

• More responsive customer service

• Improved document search, security and control

• Instant on-line collaboration

• Business risk mitigation and regulatory compliance.



SMARTiSMARTi

Document Imaging – batch scan & index, barcode/OCR/OMR, workflow, application integration, Web-based search and retrieval

COLD/ERM – unattended computer output report archiving, distribution, presentment, data mining

Document Submission Archive – unattended external document submission via fax, eMail attachments or MFP scanners, ad hoc eMail archiving

Records Management – classification, rules-based record retention, migration and disposition, audit logs, WORM storage

Document Imaging – batch scan & index, barcode/OCR/OMR, workflow, application integration, Web-based search and retrieval

COLD/ERM – unattended computer output report archiving, distribution, presentment, data mining

Document Submission Archive – unattended external document submission via fax, eMail attachments or MFP scanners, ad hoc eMail archiving

Records Management – classification, rules-based record retention, migration and disposition, audit logs, WORM storage



Business ApplicationsBusiness Applications

Invoice processing (Accounts Payable)

Proof of deliveries (Accounts Receivable)

Customer service, vendor management (Call Center)

Paperless computer output archiving, distribution and presentment Unattended document submission archive Transactional document processing, case management Records management, long-term document and eMail archiving

Invoice processing (Accounts Payable)

Proof of deliveries (Accounts Receivable)

Customer service, vendor management (Call Center)

Paperless computer output archiving, distribution and presentment Unattended document submission archive Transactional document processing, case management Records management, long-term document and eMail archiving



Batch Scan

SMARTiRepository

- Manual Fill- Assisted Fill- Zone OCR- Dynamic OCR- ADEPT- Rules-based OCR- Barcode- OMR

Paper Document CapturePaper Document CapturePaper Document CapturePaper Document Capture

SimpleIndexUSB

IndexAuto-Fill

Mainframe

BusinessApplications

SQL

SimpleSendDistributed

Scan

USB

Images

Images + Indexes



SimpleIndexSimpleIndex

Zone OCR

Barcode Recognition

Dynamic OCR

ADEPT – Automatic Data Extraction for Processing Transactions Automatic location of index information Dictionary lookups Pattern matching



• SimpleSend – for management of distributed scanning operations• Required documents audit• Bates stamping – software imprinting, page numbering• Full-page OCR to MS Word format – for text editing, interactive correction option• Media Wizard – create searchable CDs or DVDs for physical distribution.

• Zone OCR – fixed templates• Dynamic OCR – manual point and shoot• ADEPT (Automatic Data Extraction for Processing Transactions) – automatic OCR

with pattern search/match and lookup dictionaries• Auto-indexing – barcode recognition, OMR, auto-fill from external SQL database,

pick lists, default values, auto-incrementing values, auto-date, auto-complete • Document separators – bar-coded coversheets, tick marks on all 1st pages• SimpleCoversheet – create/print barcodes for automatic processing• EZ Barcode Generator• Import and index batches of Office documents or eMails

• TWAIN or ISIS USB scanner support• Simplex, duplex, magazine scan• SimpleQC – thumbnails, re-order, split/combine pages, de-speckle, de-skew, auto-

rotate, rescan, redaction

SimpleIndex FeaturesSimpleIndex Features



Remote Document CaptureRemote Document CaptureRemote Document CaptureRemote Document Capture

SMARTiRepository

eMaill

Office Applications

Distributed Scanners

BatchImport

SimpleIndex

- Manual Fill- Assisted Fill- Zone OCR- Point & Shoot OCR- Rules-based OCR- Barcode- OMR- Auto-Fill

[email protected] or Forward directly to SMARTiSend or Forward directly to SMARTi

Local SharedDirectory

Save AsSave As

FILEDrag / DropDrag / Drop

SimpleSend Batch



Document Submission ArchiveDocument Submission Archive

• Secure, unattended, 24x7 Web-based repository for submission, retrieval and processing of time-sensitive documents

• Easy document submission – via email, email attachments, fax or MFP scanner

• Save (send) directly from MS Office or Outlook• Selective email archiving • Return eMails – for confirmations, error corrections or notifications

• Flexible document indexing, classification, date/time stamping, optional manual metadata completion, image OCR, searchable annotations

• Support for document revisions, view revision histories• Secure, encrypted browser-based access to document repository• Quickly find documents and folders – by metadata query, query by example, query

by email, content search, taxonomy browse or saved queries

• All documents converted to PDF – for view, annotations, print, email and save

• Required documents auditing, easy document workflow routing• On-line user registration with flexible document security• Software license or Private SaaS

• Secure, unattended, 24x7 Web-based repository for submission, retrieval and processing of time-sensitive documents

• Easy document submission – via email, email attachments, fax or MFP scanner

• Save (send) directly from MS Office or Outlook• Selective email archiving • Return eMails – for confirmations, error corrections or notifications

• Flexible document indexing, classification, date/time stamping, optional manual metadata completion, image OCR, searchable annotations

• Support for document revisions, view revision histories• Secure, encrypted browser-based access to document repository• Quickly find documents and folders – by metadata query, query by example, query

by email, content search, taxonomy browse or saved queries

• All documents converted to PDF – for view, annotations, print, email and save

• Required documents auditing, easy document workflow routing• On-line user registration with flexible document security• Software license or Private SaaS


Confidential Property of FileMark CorporationConfidential Property of FileMark Corporation Direct SendDirect Send

Document Submission MethodsDocument Submission Methods

CoversheetFax

eMaill

Subject: index1; index2; index3Attachments

CC or Fwd eMaill

To: [email protected]

From:

Subject: index1; index2; index3

Date / Time:

Attachment: file nameSMARTi

Repository

MFP Scanner

Subject: index1; index2; index3

eMaill

[email protected]@filemark.com



Save from MS OfficeSave from MS OfficeSave from MS OfficeSave from MS Office



Efficient, paperless document submission process

Saves time, labor and money• Eliminates the need to copy and mail or physically deliver time-sensitive paper

documents – just fax to SMARTi or scan and email

• No need to print and mail copies of electronic documents – just attach one or more documents to email and send to SMARTi

• No need to prepare, scan and index incoming documents

• Augments, reduces or eliminates centralized scanning and indexing

Can be used as a clearing house for easy collection and sharing of time-sensitive documents from customers, vendors or employees

Consolidates documents from multiple sources and facilitates document sharing among multiple parties

Enables instantaneous transaction processing and selective email archiving

Improves document search, security, control and collaboration

Ensures procedural compliance and saves trees

Efficient, paperless document submission process

Saves time, labor and money• Eliminates the need to copy and mail or physically deliver time-sensitive paper

documents – just fax to SMARTi or scan and email

• No need to print and mail copies of electronic documents – just attach one or more documents to email and send to SMARTi

• No need to prepare, scan and index incoming documents

• Augments, reduces or eliminates centralized scanning and indexing

Can be used as a clearing house for easy collection and sharing of time-sensitive documents from customers, vendors or employees

Consolidates documents from multiple sources and facilitates document sharing among multiple parties

Enables instantaneous transaction processing and selective email archiving

Improves document search, security, control and collaboration

Ensures procedural compliance and saves trees

DSA BenefitsDSA Benefits



DSA Application ExamplesDSA Application Examples

• Vendor Invoice Processing

• Customer Order Processing

• PoD Processing

• Field Employee Reporting

• Selective Email Archiving

• Save (send) from MS Office

• Loan Origination

• Student Aid Qualification

• Legal Discovery

• Estate Planning

• Tax Preparation

• Signature Cards

• Vendor Invoice Processing

• Customer Order Processing

• PoD Processing

• Field Employee Reporting

• Selective Email Archiving

• Save (send) from MS Office

• Loan Origination

• Student Aid Qualification

• Legal Discovery

• Estate Planning

• Tax Preparation

• Signature Cards



Print

Print

Mainframe

HostHost

Computer Output ArchivingComputer Output ArchivingComputer Output ArchivingComputer Output Archiving

Reports, Invoices, Statements

Reports, Invoices, Statements

Report Bursting Auto-Indexing Auto-Distribution Data Mining Barcode Insertion Full Text Indexing

Print StreamsPrint StreamsCapture Capture SMARTiRepository



• COLD – Computer Output to Low-cost Disk

• High-volume, 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 – ROI in less that one year

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

• Reports from reports – exports selected report data to spreadsheets or databases for sorting, reformatting, charting or data mining.

• COLD – Computer Output to Low-cost Disk

• High-volume, 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 – ROI in less that one year

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

• Reports from reports – exports selected report data to spreadsheets or databases for sorting, reformatting, charting or data mining.

SMARTi COLD OverviewSMARTi COLD OverviewSMARTi COLD OverviewSMARTi COLD Overview



• Standard print format – ASCII (with optional form overlays)

• Advanced print formats – EBCDIC, PCL, PDF

• Adept Suite print formats – AFP, Metacode/DJDE, PS

• Conversion to searchable PDF – standard search, view, print, e-mail

• Event Scheduler – unattended data capture

• Affix barcodes prior to printing – for subsequent scanning with auto-indexing

• ASCII report compression – 10 to 1

• Report distribution via workflow or eMail link to website

• Query and purge old reports

• Graphical report definer

• Original print stream archiving for on-demand job reprinting

• Advanced print spooler option for legacy systems

• Standard print format – ASCII (with optional form overlays)

• Advanced print formats – EBCDIC, PCL, PDF

• Adept Suite print formats – AFP, Metacode/DJDE, PS

• Conversion to searchable PDF – standard search, view, print, e-mail

• Event Scheduler – unattended data capture

• Affix barcodes prior to printing – for subsequent scanning with auto-indexing

• ASCII report compression – 10 to 1

• Report distribution via workflow or eMail link to website

• Query and purge old reports

• Graphical report definer

• Original print stream archiving for on-demand job reprinting

• Advanced print spooler option for legacy systems

SMARTi COLD FeaturesSMARTi COLD FeaturesSMARTi COLD FeaturesSMARTi COLD Features



Mainframe

OM Plus Spooler

SMARTiRepository

PCL Print Data

PCL Reprint

Reprint and Barcode InsertionReprint and Barcode Insertion

PCL Reprint Data with Barcodes



SMARTi Adept SuiteSMARTi Adept Suite

• “All Points Addressable” COLD/ERM capture and indexing

• APA printstreams – IBM AFP, Xerox Metacode/DJDE, Postscript

• Produces exact soft copy replicas of data, fonts, forms and graphics

• Input data stream preview

• Visual, interactive drag and drop creation of index extraction rules

• Visual font mapping

• Fast multi-threaded batch transforms

• Output files can be filtered or split into individual documents

• Searchable PDF final format

• “All Points Addressable” COLD/ERM capture and indexing

• APA printstreams – IBM AFP, Xerox Metacode/DJDE, Postscript

• Produces exact soft copy replicas of data, fonts, forms and graphics

• Input data stream preview

• Visual, interactive drag and drop creation of index extraction rules

• Visual font mapping

• Fast multi-threaded batch transforms

• Output files can be filtered or split into individual documents

• Searchable PDF final format



• Built-in document/work routing – simple to set up, simple to use

• Many applications – transaction processing, approvals, collaboration, report distribution, eForms processing

• Document-centric – work items are SMARTi documents with case notes (images, COLD reports, office docs, eMail, etc.).

• Secure work item routing – pre-defined users, roles, groups, states

• Optional notifications via eMail – reminders, timed escalation

• Built-in document/work routing – simple to set up, simple to use

• Many applications – transaction processing, approvals, collaboration, report distribution, eForms processing

• Document-centric – work items are SMARTi documents with case notes (images, COLD reports, office docs, eMail, etc.).

• Secure work item routing – pre-defined users, roles, groups, states

• Optional notifications via eMail – reminders, timed escalation

SMARTi WorkflowSMARTi Workflow



Case Notes

Accounting Shipping / Receiving Supervisor √ Accounts Payable Complete

Pend Cancel NA

Workflow View Administration Windows Help

Case Notes



Workflow Routing (SMARTi Web)Workflow Routing (SMARTi Web)



• Easy desktop application integration – makes the SMARTi Repository an extension to any data-centric line-of-business application

• Automates document indexing and search – no re-keying of data

• Shows documents side-by-side with line-of-business applications

• User defined templates and user preferences – multiple document/folder retrieval options, multiple auto-indexing options

• Simple, quick and safe – screen scraping, no code modifications required to line-of-business applications

• Support for client/server, browser or terminal emulator applications

• Screen OCR technology links to SMARTi URL APIs.

• Easy desktop application integration – makes the SMARTi Repository an extension to any data-centric line-of-business application

• Automates document indexing and search – no re-keying of data

• Shows documents side-by-side with line-of-business applications

• User defined templates and user preferences – multiple document/folder retrieval options, multiple auto-indexing options

• Simple, quick and safe – screen scraping, no code modifications required to line-of-business applications

• Support for client/server, browser or terminal emulator applications

• Screen OCR technology links to SMARTi URL APIs.

Application IntegrationApplication IntegrationApplication IntegrationApplication Integration



Data Integration – Term. Emulator App.Data Integration – Term. Emulator App.Data Integration – Term. Emulator App.Data Integration – Term. Emulator App.



Data Integration – Client/Server App. Data Integration – Client/Server App. Data Integration – Client/Server App. Data Integration – Client/Server App.



Data Integration - Browser App.Data Integration - Browser App.Data Integration - Browser App.Data Integration - Browser App.



Integration ToolkitIntegration ToolkitIntegration ToolkitIntegration Toolkit

SMARTi URL APISMARTi URL API



Record classification

Rules-based record retention, migration and disposition schedules for each class

Activity and audit logs Non-rewriteable, non-erasable storage management (WORM)

User/group document access control and functional permissions.

Record classification

Rules-based record retention, migration and disposition schedules for each class

Activity and audit logs Non-rewriteable, non-erasable storage management (WORM)

User/group document access control and functional permissions.

SMARTi Records ManagementSMARTi Records Management



Record ClassificationRecord Classification



Disposition StagesDisposition Stages



Audit TrailsAudit Trails



WORM Hard Disk ArchiveWORM Hard Disk Archive

• Adaptive – WORM software that works with any brand of storage hardware

• Secure Encryption – prevents any modifications

• Retention Support – strict file retention and disposition enforcement, configurable policies for compliance

• Secure Erasure – supports transparent file shredding

• Integrates with MS Active Directory – supports single sign-on

• Affordable – best price performance

• Transparent – works with all applications, networks and databases

• High Performance – faster than EMC Centera and NetApp SnapLock proprietary storage solutions

• Robust and Scalable – capacity growth from terabytes to petabytes

• Automated Archive – enables automatic Disaster Recovery, can automatically create copies on removable optical media

• Adaptive – WORM software that works with any brand of storage hardware

• Secure Encryption – prevents any modifications

• Retention Support – strict file retention and disposition enforcement, configurable policies for compliance

• Secure Erasure – supports transparent file shredding

• Integrates with MS Active Directory – supports single sign-on

• Affordable – best price performance

• Transparent – works with all applications, networks and databases

• High Performance – faster than EMC Centera and NetApp SnapLock proprietary storage solutions

• Robust and Scalable – capacity growth from terabytes to petabytes

• Automated Archive – enables automatic Disaster Recovery, can automatically create copies on removable optical media



Enterprise SecurityEnterprise Security

• User Authentication • Log-on, password,128bit SSL encryption (web client)• LDAP option, authenticates against MS Active Directory for single sign-on• Support for authentication cookies (auto-log-on)• Support for CAS (Central Authentication Service)• Log-on/password bypass (special URL API call from integrated application)• Automatic log-off after user-defined period of inactivity

• Document security• User and group metaphor• Allow or restrict document access by specific applications, drawers, folders,

documents, pages or record classes• Allow or restrict document access by database query value and operator (like,

not like, is, is not, begins with, ends with, between, =, ≠, >, <, >=, <=)• Functional security – grant or restrict access rights to specific functions by users

or groups (70+ functions)

• File storage – network file system or BLObs in database tables

• User Authentication • Log-on, password,128bit SSL encryption (web client)• LDAP option, authenticates against MS Active Directory for single sign-on• Support for authentication cookies (auto-log-on)• Support for CAS (Central Authentication Service)• Log-on/password bypass (special URL API call from integrated application)• Automatic log-off after user-defined period of inactivity

• Document security• User and group metaphor• Allow or restrict document access by specific applications, drawers, folders,

documents, pages or record classes• Allow or restrict document access by database query value and operator (like,

not like, is, is not, begins with, ends with, between, =, ≠, >, <, >=, <=)• Functional security – grant or restrict access rights to specific functions by users

or groups (70+ functions)

• File storage – network file system or BLObs in database tables



Backup, Disaster Recovery, HABackup, Disaster Recovery, HA

Database Replication

WD ShareSpace

2-8 Terabyte NAS

RAID 0,1, 5 or JBOD

SMARTi 2SMARTi 1

SimpleIndexUSB

Browsers

Internet

Server 2Server 1

Fault TolerantShared Storage

LAN or WAN



• SaaS – Software as a Service, on-site hosting, local document storage

• AaaS – Administration as a Service

• On-site installation and configuration

• COLD form overlay design, web conversions

• LoB application integration

• Annual maintenance subscription – technical support, periodic product updates

• Data migrations – OS, DB, legacy systems

• Training – user, admin, on-site or on-line.

• SaaS – Software as a Service, on-site hosting, local document storage

• AaaS – Administration as a Service

• On-site installation and configuration

• COLD form overlay design, web conversions

• LoB application integration

• Annual maintenance subscription – technical support, periodic product updates

• Data migrations – OS, DB, legacy systems

• Training – user, admin, on-site or on-line.

FileMark ServicesFileMark ServicesFileMark ServicesFileMark Services



• SMARTi Software as a Service (SaaS)

• IT control – implemented on your server, on your premises

• Easy Budgeting – trade cap-ex for op-ex

• Efficient – local image scanning, unattended COLD capture and automatic document submission archive

• Lowest monthly cost – minimal capital expenditure

• Lower risk – cancel at any time, buyout at any time

• More secure – deployment behind corporate firewall

• No legal issues – documents do not leave premises

• Easy local system integration and customization

• On-line support, admin. and software update services from FileMark

• SMARTi Software as a Service (SaaS)

• IT control – implemented on your server, on your premises

• Easy Budgeting – trade cap-ex for op-ex

• Efficient – local image scanning, unattended COLD capture and automatic document submission archive

• Lowest monthly cost – minimal capital expenditure

• Lower risk – cancel at any time, buyout at any time

• More secure – deployment behind corporate firewall

• No legal issues – documents do not leave premises

• Easy local system integration and customization

• On-line support, admin. and software update services from FileMark

Hybrid SaaS ProgramHybrid SaaS Program



Transforming Business Documents into Organized Information Assets

Transforming Business Documents into Organized Information Assets


www.filemark.comwww.filemark.com

508-865-4844508-865-4844