Xerox DocuShare

1. Xerox DocuShare Content Management & Business Process Automation

2. Topics • DocuShare History & Background • Business Challenges • DocuShare Solution • What’s New in Release 6.6 • DocuShare Customer Case Studies

3. DocuShare History & Background

4. Xerox DocuShare • Business • Xerox DocuShare Business Unit founded in 2001 • Part of Xerox Global Document Outsourcing • Sales offices in North America, Europe • Sold by DocuShare direct sales, and Xerox and partner channels in 90 countries worldwide • Over 5,000 customers and millions of users • Technology • DocuShare Content Management Platform • Developed in 1996 by Xerox research centers; product launched in 1997 • Product offerings for small workgroups to large enterprises

5. DocuShare product evolution 6.6 – Lifecycle Management, Professional Services offerings, enhanced workflow and eForms, Solutions, Production Capture 2011 6.5 – Increased scalability (50m documents), high-volume imaging ingestion (1m+ images/day), expanded permissions, electronic forms, MFP-connect 2010 2008 6.1 – Fuji Xerox Ltd. launch of DocuShare Introduced DocuShare Express for SMBs, Xerox EIP integration 6.0 – Introduced multiple products on one platform, expanded scanning and production-level imaging (500K images daily), MOSS and portal integration 2007 5.0 – Introduced DocuShare CPX, for advanced ECM functionality: social collaboration, team workspaces, content rules, XML component management 2006 4.0 – Records management and certification 2004 2003 3.1 – Enterprise workflow and collaboration, developer environment (DSDE) 2002 3.0 – Introduced modern, J2EE architecture 1.5, 1.0 – First 100% web-based document management product 1997

6. 2010 KMWorld 100 Companies That Matter in Knowledge Management 2011 Green IT Awards – Copernicus Group IRB DocuShare CPX 6.5 awarded 4½ stars by Buyers Lab 2010 2010 Computerworld Honors Finalist – Western Forest Products 2011 AIIM Best Practices Award Finalist BLI Winter 2011 Pick Award – Outstanding Document Management Solutions Best Integrated Document Solution: Xerox DocuShare 6.5 Recent industry awards

7. What our customers say • “This was a large undertaking but we view it as part of our ongoing commitment to innovation in ethical review. Going paperless has made us a more efficient, green company but most of all, it allows us to better serve our clients.” • –Bruce Tomason, CEO, Copernicus Group IRB • “This solution allows us to focus less on processing paperwork and more on what matters most—meeting the educational needs of our students.” • –Steven Kehayes, Director of Technology and Administrative Services, West Orange Public Schools • “Under the old system many of our managers were spending around 10% of their time sorting out invoices. Now, that time has been reduced dramatically.” • –David Byng, CIO, Western Forest Products

8. What our customers say • “DocuShare was a complete, affordable solution out-of-the-box. With other solutions like Documentum you pay per user, and pay add-on charges for the workflow engine. We estimate we’ll reach ROI 50% faster with DocuShare.” • –Colby Giles, IT Manager, OwnerGUARD • “In the first nine months, we estimate that we saved 3,000 hours of scanning and 2,000 hours of copying time. We can now process a court order in five to ten minutes instead of 30 to 45 minutes.” • –Abdiel Ortiz, Court Technology Officer, 13th Judicial Circuit • “DocuShare was about 1/4 the price of competing solutions, which makes our lawyers happy.” • –Dean D. McCarthy, IT Manager, Kronis, Rotsztain, Margles, Cappel LLP

9. Expanding reachin Asia-Pacific … In addition to traditional software delivery, Xerox delivers imaging and business process services based on the DocuShare Content Management Platform DocuShare worldwide channels • Europe • DocuShare Direct Sales • DocuShare VAR/ISV Partners • Xerox Global Services • North America • DocuShare Direct Sales • DocuShare VAR/ISV Partners • Xerox Global Services • Xerox Sales Channels • Global Imaging Systems Partners • Asia-Pacific, Japan • Fuji Xerox Ltd.(Xerox Global Services) • Latin America • MEA, Russia, India (Xerox DMO) • Xerox Global Services • Xerox Office

10. Business Challenges & DocuShare Solution

11. Today’s business challenges How to… • Reduce time spent retrieving and processing documents • Facilitate information sharing and collaboration for virtual teams • Protect and safeguard content • Capture business content for integration with document processes • Improve service and responsiveness to customers • Comply with industry and government regulations • Reduce operational costs

12. Xerox DocuShare: Platform for management of end-to-end business processes • With DocuShare, you can… • Convert paper documents and upload electronic files for management and sharing • Automate document-based business processes • Access needed content quickly and from any location • Protect business-critical content • Deploy quickly, with little IT support • Realize savings throughout your organization

13. Integrated image capture and processing • Scan cover sheets for ad hoc document scanning and processing • EIP connector provides access to DocuShare from multifunction printers • Integration with Xerox and 3rd-party image capture applications stores indexed content in DocuShare

14. Document sharing and management • Electronic document repository with web access • Document check-out/in and version history • “My DocuShare” home page for managing personal content • Integration with Microsoft Office

15. Business process automation • Ad hoc document routing and approval • Content rules for automating processes • Enterprise Workflow for custom business applications • eForms automate form submissions

16. Collaboration tools • Workspaces integrate people, content, and processes • Blogs and wikis • Threaded discussions • Email notification of changes • RSS feed support

17. Compliance and security • Change History provides audit trail of user activity • User levels control access to capabilities • Document- and version-based access permissions • Administrative policies control site access, registry access, and account creation

18. Search capabilities • Full-text and metadata indexing • Simple and advanced search features • Customizable “Quick Search” home page

19. DocuShare streamlines your processes • Web-based, electronic repository speeds finding needed content • Simple to sophisticated workflow capabilities automate document-based processes • Capture features integrate documents and images with business processes • Collaboration tools boost employee productivity • Realized savings allow reinvestment in organizational priorities

20. What’s New in Release 6.6

21. Summary: What’s new in DocuShare 6.6 • Search • Quick Search home page preference and toggle • Relative date search • Process / Usability • New property types • Manage personal trashcan • Content rules enhancements • DocuShare SharePoint Integration Solution • Seamless access to DocuShare from SharePoint • DocuShare eForms • Add attachments • Authenticate form submitter • Performance / Reliability /Administration • Content indexing by document type • System monitoring reports • Storage efficiency improvements (for backups) • Restart background jobs from where they stopped • Additional user quotas

22. Easy access to Quick Search home page • Quick Search simplifies the user search experience. • Provides a customizable search-centric home page • An admin can set the default home page • Users can choose the home page they prefer • Users can easily switch between the Quick Search and “classic” DocuShare home pages

23. Run searches relative to the current date. Find documents created within the past five days. Find documents set to expire in the next month. Saved searches run from the current date. Flexible date-based searching 5

24. Expanded use cases with new property types Big Decimal supports currency values in documents and electronic forms Long Integer enables large numeric values to be sorted easily

25. Enhanced personal trashcan management Ability to expunge personal trashcan content enables users to better manage their content, particularly when document quotas are used.

26. Scoped content rules provide better process automation Apply content rules to collection hierarchy (existing and new collections) Provides tighter end-to-end value with middleware (images & forms) ContentIntakeManager ExportsDirectory Example: Application submitted to newly created collection automatically routed to HR manager.

27. Content rules enhancements expand usage • New methods for filtering which objects the content rule applies to • Use numeric properties with comparison operators (>, <, =). • Example: For any invoice over $10,000, route the invoice for approval. • New actions to run when the event trigger occurs • Set a date property relative to the current date. • Example: Set the next policy review date to 1 year after the last review. • Apply permissions to objects added to a collection. • Example: After a reviewed document is moved to a public collection, apply the collection’s permissions to the document so it is available to all users.

28. DocuShare SharePoint Integration • Provides seamless access to DocuShare content from Microsoft SharePoint • Browse and manage DocuShare documents, collections, workspaces, etc. • Search DocuShare and SharePoint repositories simultaneously.

29. Expanded DocuShare eForms capabilities • Add attachments to forms allows users to easily upload documents with forms. Example: Upload resume with online employment application • Form submitter authentication supports processes that require the identity of the form submitter to be validated. Example: Expense report submittal; time off requests

30. Administration and performance improvements support mission-critical deployments Full-text indexing by document type Minimizes site re-indexing time System monitoring reports Provides common DocuShare metrics in report form Storage efficiency improvements Allows for faster and more reliable backups Background jobs resume from where they stopped Improves background job reliability and performance Additional user quotas Provides better control of IT system resources

31. DocuShare Customers Case Studies

32. London Borough of Islington: Achieves paper-free document storage and access Challenges: • Economically diverse borough must bridge the digital divide between low- and high-income residents • Must retrieve public records efficiently in compliance with the UK’s 2005 Freedom of Information Act • Save costs by reducing office footprint and reallocating saved revenue for front-line services • DocuShare Solution: • Enables a paper-free model for saving office space and allowing workers to be more mobile • Electronic and paper files loaded daily from users’ desktops via central scanning through Xerox multifunction printers • Servers store over 1 million documents, from single-page letters to 100-page leases • Results: • Zero risk of misfiling or destroying scanned files, with backup and business continuity protocols in place • Paper-free efficiencies of DocuShare have saved the council some £8 million in 2007 alone • Easy search capabilities and rapid online retrieval allow quick response to members of the public requesting documents

33. Physicians Endoscopy: Streamlinesbilling, while going paperless Challenges: • Mid-size business that builds and manages outpatient surgery clinics • Centralized office bills 14 facilities across the country; manages daily hundreds of heavily annotated documents from regional offices, insurance companies, and banks • Company initiative to go paperless • DocuShare Solution: • Content rules facilitate creating bill processing workflows • DocuShare OCR makes incoming TIFF files searchable • Leverages Xerox devices to load electronic patient and billing information into the online system • Results: • Increase throughput rate of documents processed by billing department • Able to redirect an estimated 100 hours of employee time per month from searching and printing documents • Removed file cabinets as paperwork was transferred to online system

34. Kaiser Permanente: Equips healthcareprofessionals with up-to-date information Challenges: • Critical need to reduce the amount of time physicians and nursing professionals spend looking for documents • Ensure current documents and forms are accessed • Increase efficiency with a limited budget • Adopt a document management system that time-constrained and widely dispersed employees can learn and use quickly • DocuShare Solution: • Web-based content management system for exchanging, managing, and publishing information • Easy to administer, requiring little IT support, and easy to use, with little to no training needed • Version control eliminates outdated forms • Results: • Allows workers to publish to a website with ease and set needed permissions • Empowers departments without requiring a webmaster • “Guest” access allows quick viewing of documents without requiring login • Substantial cost savings, including time saved searching for content

35. High-technology Manufacturer –Provides enterprise document services Challenges: • High-technology company specializing in nuclear fuel cycle, surveillance aircraft, advanced electronic, wireless, and laser technologies; peaceful uses of atomic energy • Large manufacturing center with extensive requirements for managing paper, project work, and documentation • Requires commercial printing capabilities • DocuShare Solution: • Provides document management capabilities • Supports collaborative project work • Integrates with Xerox MFPs for imaging of engineering documents • Allows submission of large files to print vendors via external DocuShare site • Scales to accommodate growth • Results: • Essential, continuously accessed document service: makes project documents, historical files, and scanned images available 24x7 • Xerox fleet of 200 walk-up multifunction printers is scan-enabled – benefits from having scalable document infrastructure

36. NASA Jet Propulsion Labs (JPL): Enables access to mined mission data Challenges: • Leading U.S. center for robotic exploration of the solar system • Requires distributed, cross-platform, user-friendly project work areas and knowledge sharing capability • Need for individualized web pages • DocuShare Solution: • Provides repository for documents uploaded and exchanged daily • Provides access to a vast online library of files and mission data, 24x7 • Facilitates collaboration and creation of personal web pages • Developer environment and workflow for library and search customization, compliance application • Results: • Speed planning and analysis with web access to documents and data, 24x7 • Elimination of bottlenecks caused by working with multiple systems

37. Dibble & Miller, LLC: Wins documentmanagement challenge Challenges: • Legal firm with expertise in many areas of law • Firm’s lawyers and paralegals handle huge amounts of paper – every case is document-intensive • Documents copied multiple times, filed in boxes, and physically walked throughout office when needed • DocuShare Solution: • Easy to implement and use, and robust enough to store thousands of pages of content • Documents are scanned to DocuShare • Notifies lawyers and paralegals when new content is added • Allows documents to be located in seconds • Allows entire case to be scanned without opening documents • Results: • Significant improvement in customer response time – increased customer satisfaction • Increased efficiency means more billable hours • Simultaneous access to documents from any location • Fewer administrative resources needed • Reduced paper and printing costs

38. White Memorial Medical Center: Digitizingmedical records, improving patient care Challenges: • Inner-city, non-profit hospital in Los Angeles, survives by “being lean” • Despite Cerner electronic health records (EHR) system, still many paper records – ER, prescriptions, etc. • Cumbersome paper processes meant longer billing, misfiled records, high off-site storage costs • Fax-based pharmacy orders unreliable, inefficient • DocuShare Solution: • Implemented customized DocuShare EHR solution • Ad hoc daily scanning of patient records from 30 Xerox MFPs, using EIP; high-volume scanning of legacy files • Digitized patient files stored by medical record number • DocuShare for Pharmacy Order Automation solution automates medication order tracking • Results: • Greater patient safety: faster, 24x7 access to vital ER and hospital records • Reduced risk: Lost charts dramatically reduced; prescriptions filled in half time required by policy • Enhanced revenue: Billing processes accelerated; estimate saving at least $200,000 in offsite storage, employee time, and improvements to billing

39. Thank You