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A BIG meaning for a small word: Archiving :

John F. Mahoney Head of EMEA LaserFiche Tel - +44 773 922 7622 JMahoney@Laserfiche.com. A BIG meaning for a small word: Archiving :. STILL MANAGING PAPER. Costly to find lost documents. Costly to produce and distribute. Subject to short and long-term damage.

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A BIG meaning for a small word: Archiving :

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  1. John F. Mahoney Head of EMEA LaserFiche Tel - +44 773 922 7622 JMahoney@Laserfiche.com A BIG meaning for a small word: Archiving :

  2. STILL MANAGING PAPER • Costly to find lost documents. • Costly to produce and distribute. • Subject to short and long-term damage. • Costly to store • Costly to destroy

  3. Growth of Information % of Documents Printed Growth of Printed Documents Growth of Information

  4. Laserfiche - A Pioneer in Document Imaging and Archiving • Established in 1977 • 21,000+ installations worldwide • Leader in Document Security - DoD 5015.2 Certified • Open and Non-Proprietary Design Philosophy • Single TIFF format = Fastest Search Engine available • Available in 7 languages

  5. GROWTH of Laserfiche in the Kingdom of Saudi Arabia

  6. List of ISB/Laserfiche growing installations in the Kingdom of Saudi Arabia

  7. GENERAL ORGANIZATION FOR SOCIAL INSURANCE GOSI • GOSI manages benefits for 3 million people through 20 branch locations throughout the Kingdom • Before the new EDM system - paperwork would take • 10 – 14 days to reach headquarters for processing • With new EDM system – paperwork is scanned, indexed via barcode, archived and sent electronically via workflow and the paperwork is processed the next day

  8. What is driving the growth for archiving information? • Reduce costs and improve productivity • Security • Regulatory compliance

  9. However, technology factors are also driving growth • Computer hardware/ storage is affordable • Software is proven and not custom made • Systems are open and non-proprietary • Proven integration with other systems

  10. Your Perspective is Driving Growth • Software applications are managing all areas in business. ERP, HR, CRM, etc • 90% of business info is still on paper • Critical to plan to archive this paper as applications are implemented • Critical to consider how we will integrate this archive into these software applications

  11. ARCHIVING PERSPECTIVES OF THE Records Manager IT Department End User

  12. Issues for the Records Manager • Seeks Standards (e.g. DoD 5015.2) that entrusts records to a rigid benchmark solution • Integrated records and document management • Encourages consistent, proper filing procedures • Includes controls for strict regulations • Precision searching tailored to records managers’ needs

  13. Issues for the IT Department • Extending usability and manageability • Efficient Integration and custom application development • Database choices to match your organization • Non-proprietary storage formats look to the future • Meet user volume demands without creating a software maintenance burden

  14. Issues for the End User • Essential usability and a smooth transition to digital document management • Faster response to information inquiries and improved customer service • Reducing misfiling and document loss • Cut manual data entry time, expenses and errors

  15. How a Compliant Solution Works Implementation guidelines for Archiving Solutions Pre-Implementation Consulting • Needs analysis How much new paper enters your office? How much disk storage will you need? How many people will need access? Do you need to integrate with other systems? • Carefully define your objectives What problems do you need to solve? What do you expect your system to do for you?

  16. How a Compliant Solution Works Implementation guidelines Plan a Complete Solution • File structures & indexes How do you search for information? What type of indexes do you need? • Document distribution Do you service remote locations? Do you take records on the road?

  17. How a Compliant Solution Works Implementation guidelines Plan a Complete Solution (continued) • Daily procedures Who will perform the scanning? What are the best workflow procedures? • Back file conversion What archival records must be converted? How long will you retain those records?

  18. How a Compliant Solution Works Easy to learn and use • Getting started… • Intuitive user interface • Engages your staff’s current PC skills • Eases staff reluctance to embrace new technology

  19. A Central Archive Manages Records, Images, E-mail, Electronic Docs

  20. NFP - Problem with Paper • 900 Representatives (average 100 pieces of paper per day) • 9,000 pieces of paper per day - Over 1.1 million pieces of paper a year • All sent to Texas Headquarters via Airborne and US Mail • NFPSI Processes the Paper • Reviewed by multiple departments • Copied and original sent to appropriate vendor • Copy filed by department • 12 Departments with their own specific filing/processing requirements • Vendor sends copy of Confirmation • Vendor send copy of Statements • Slow processes – Time Consuming – Costly Operations • Limited Disaster Recovery Plan

  21. NFPSI - Solution Requirements • Identify the Needs of the Organization • Reduce the amount of paper received at NFPSI Austin • Increase Productivity through Automatic WorkFlow • Implement a Disaster Recovery Plan • Reduce/Eliminate lost time to FINDING the file • Identify the Right Solution • Easy to Use • Cost Effective • Compliant with Rules and Regulations • Enterprise Wide Deployment & Firm Level Deployment • Identify a Qualified - Authorized Partner that could bring it together • Knows and Understands our Industry • Knows and Understands the Industry Rules and Regulations • Knows and Understands the Software

  22. NFPSI - Implementation Planning • Each department was part of the solution • Completed a Needs Analysis • Comprehensive Work Flow Audit • Assisted in outlining their File Folder structure • Assisted in Defining Index Cards Structure • Focus on the Departments with the Greatest Success Potential • Identified the key users in each department • Develop a Plan of Execution

  23. NFPSI – Implementation Execution • Eliminated Several Department Manual Logs with Excel Integration • Paperless Integration with Clearing Firms by March 2003 • Integration with In–House ASP Software • Paperless Integration with Core Carriers/Fund Companies by end of 2003 • Historical Scanning Completed by September 2003

  24. Keys to Success • Have a Vision • Know what you want to accomplish • Imaging is not a luxury, it is a business essential • Have immediate and long term goals • Find the Right Partner • Remember this is a long term partnership • Be Patient • Issues WILL come up • Focus on departments that are committed to adopting….. P. Osterberg – NFP Securities

  25. Conclusions and Q & A • Move ahead - as costs fall, productivity rises. • Be confident that the timing is right. Solutions for archiving are now off the shelf, scalable and secure • Work with a partner to prepare a strategy to archive your business documents. • Smoothly integrate them with your existing and planned applications for a complete solution • Begin today

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