Enterprise Content Management “The Possibilities are Infinite” Pamela Doyle, Fujitsu

1. Enterprise Content Management“The Possibilities are Infinite”Pamela Doyle, Fujitsu

2. Organizational Goals • Core Competencies • Business Continuity • Regulatory Compliance • Environmentally Conscious

3. Fast Facts – Core Competencies • Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document • 7.5 percent of all documents get lost; 3 percent of the remainder get misfiled • Professionals spend 5 – 15 percent of their time reading information, but up to 50 percent looking for it PricewaterhouseCoopers

4. Fast Facts – Core Competencies • $24 average cost to process a single invoice manually IOMA • Single FAX machine costs $6,200 per year Captaris • Average time to manually FAX a document is 8 minutes • Average cost to send a package via courier service is between $8 and $15

5. Objectives – Core Competencies • Reduce operating costs • Reduce storage space • Do more with less resources • Streamline operations • Accelerate revenue • Get content under control • Enable collaboration and file sharing • Adequate information to deliver positive customer experience • Make informed decisions

6. Fast Facts – Business Continuity • 40% of 1,200 organizations surveyed indicated disaster recovery planning not a priority • 40% have no redundant backup site Captaris • 75% of SMBs have no DRP Inc. Magazine • 2 out of 5 companies who experience a disaster are out of business in 5 years Gartner • Business suffering an incapacitating disaster with no DRP Contingency Research Planning • Only 43% resume operations • Of the 43%, 29% still in business in 2 years • Total of 71% will be out of business in 2 years

7. Objectives – Business Continuity • Protect corporate information asset • Ensure continuity 24 X 7 X 365

8. Fast Facts – Regulatory Compliance • Government Paper Elimination Act • HIPAA • Gramm-Leich-Bliley • Sarbanes-Oxley • Bank Secrecy Act • SEC 17a3-4 • Check 21 • Patriot Act • The Health Care Quality and Modernization, Cost Reduction and Quality Improvement Act • Data Protection Act • eDiscovery

9. Objectives – Regulatory Compliance • Data accessibility • Privacy • Protection • Auditable

10. Fast Facts – Environmental Conscious • Buildings are the single largest contributor to global warming accounting for almost half (48%) of total annual U.S. energy consumption and carbon dioxide emissions • 76% of all U.S. Generated electricity goes to the building sector Architecture2030.org • Average document photocopied 19 times • There are over 4 trillion paper documents in the U.S. alone growing at a rate of 22% per year PWC • Each individual in the U.S. consumes 502 lbs. of paper per year NYT

11. Objectives – Environmental Conscious • Reduce energy • Reduce gas consumption • Reduce carbon dioxide emissions • Reduce paper consumption

13. ECM Functionality • Convert paper to electronic • Manage all content (electronic, e-mail, Web) • Author • Check/In - Check/Out • Audit trail • Secure access • Simultaneous access • Recognition • Full text search & retrieval • Metadata • Forms processing • Document distribution • Automate business processes (BPM) • Redundant off-site storage

14. Trends Impacting the Core Technologies

15. Trends • Capture: • Distributed capture • Network attached • Secure scan stations • Manage: • Auto categorization • Search engine versus classification (federated) • Store: • ASP • Preserve: • PDF/A • Deliver: • DRM • BPM • Web 2.0

16. Other Trends • Vendor Consolidation • New software models • SAAS • Managed services • SOA • Oracle and Microsoft drive the commoditization of ECM

17. SharePoint ECM Architecture

18. Size of Market – 5 Year CAGR (Revenue Category) AIIM

19. Size of Market AIIM Industry Watch: Scanning and Capture Technologies 2007

20. Top Vertical Markets AIIM Industry Watch: The State of Doc. Mgmt. Service Providers Industry

21. Top Applications AIIM Industry Watch: Scanning and Capture Technologies 2007

22. The Sweet Spot AIIM Industry Watch: The State of the Industry Report for Conference Attendees

23. Satisfaction and Decision Maker AIIM Industry Watch: Scanning and Capture Technologies 2007

24. Do They Want You?

25. Implementation Recommendations • Information management corporate responsibility • Define business objectives • Identify single information intensive business problem • Get educated • Retain services of a knowledgeable VAR • Information survey • RFP • Research solutions • Evaluate IT infrastructure • Purchase ECM hardware & software • Pilot or model office • Roll-out • Post Implementation

26. Success Factors • Fast and easy to use • Clear and concise goals and objectives (measurable ROI) • Integration with LOB applications (ERP, CRM) • Plan for change management • Communication • Identify early wins • Scalable and future proof

27. Core Competencies Business Continuity Regulatory Compliance Environmental Conscious Business Drivers

28. Wood County, OH • Company Overview: • Dept. of Job and Family Services provides: • Long term family assistance or • Temporary help • Committed to its responsibilities • Business Problem: • Need a solution to increase the speed and accuracy of responsiveness to consumers while easing the burden on case workers • Consumers work with case workers completing numerous forms

29. Wood County, OH • Implementation Objectives: • Replace paper files with electronic • Reduce physical storage requirements • Aide with compliance • Integrate with CRIS-E (Client Registry Information System Enhanced), a custom mainframe applications used by Ohio DJFS • Solution: • EZ Forms (Custom Application) • Enter consumer SSN and existing consumer information from CRIS-E populates various forms • Completed forms are signed using signature pad from Topaz Systems (digital signature)

30. Wood County, OH • Integrated ECM Suite • Signed forms stored in ECM repository • Supporting documents scanned and stored • Sample ROI: • Case workers can manage higher volumes • Substantial reduction in storage (elim. 90% of paper; added 2 offices) • Workflow makes checking status of processed forms easier • Audit trail proves accountability

31. Westfield Group • Company Overview: • Headquarters in Sydney, Australia • World’s leading retail real estate management organization • Funds, develops and manages regional shopping centers in Australia, U.S., U.K. and New Zealand (close to 10.6 million square meters of retail space – including retail shopping space purchased at WTC in August ‘2001)

32. Westfield Group • Business Problem: • Needed a solution to manage and provide access to documents and images around the globe • Needed solution to ensure integrity of data and ease disaster recovery • Selection Criteria: • User friendly • Ease of implementation • Multi-file platform support (CAS,PDF, Word, Excel, etc.) • Web support

33. Westfield Group • Solution: • Captaris Alchemy (Doc. Mgmt.) • Kofax Ascent Capture • ROI: • Decreased storage space • Reduced number of hard copies • Significantly reduced administrative activities (Alchemy 10X faster) • 75% of company moved to electronic files

34. Westfield Group “We were fortunate to have had so many of our field documents from the WTC already scanned and housed at both the WTC and our corporate data center in LA.” Roxana Pombo, DI Project. Mgr. • After 9-11 • Westfield was able to provide vital data (leasing and insurance data) concerning the property to attorneys, insurance companies, and other organizations • Assisted with disaster recovery and demonstrated value of effective content management

35. Ruby Tuesday • Company Overview: • Headquarters in Maryville, TN • Founded over 30 years ago • Founded by Sandy Beall and four buddies with a vision for a restaurant with: • Quality, Passion and Pride • Today: • Publicly owned • Traded on NYSE • 850+ co-owned and franchised restaurants • More than 38,000 team members • Operations throughout U.S. and Worldwide

36. Ruby Tuesday • Business Problem: • Fast-growing company with distributed operations • Needed to eliminate costly and in-efficient paper-based processes • Weekly restaurants would ship week’s worth of paperwork to corporate for processing (HR documents, payroll forms & invoices) • 800 packages received on a given day • “FedEx boxes stacked to the rafters”

37. Ruby Tuesday • Business Problem: • Accounts payable frequently took as long as six days to process • Typical AP issues: • Lost or misplaced documents resulting in duplicate payments or late fees • Average cost of processing manually $24 (.22 to $350) • Invoice volumes increasing

38. Ruby Tuesday • Solution: • Cardiff TeleForm with Web Capture Option (captures, classifies & accurately extracts the data from the 1,500+ invoices each day) • 800 Workgroup Scanners • ROI: • Accelerated AP process by 5 days • Reduced annual shipping costs • Reassigned 50% of AP personnel • ROI achieved in 18 months

39. Universal Forest Products • Company Overview: • Grand Rapid, MI • Fortune 1000 Manufacturer & Distributor of Wood & Wood Alternatives • 96 Facilities and 9,000 employees • Business Problem: • Much of their growth as a result of acquisitions • Result of growth was an increased need to store massive amounts of documents • Storing docs. consuming office space & they were paying for additional storage • Legal dept. needed a way to easily retrieve docs. that might be relevant to a case

40. Universal Forest Products • Solution: • Integrated Doc. Mgmt. & BPM Solution • Workgroup & Departmental scanners • Benefits: • Reduce time to access documents in legal from weeks to hours • Quickly reached minimum ROI to prove concept

41. Universal Forest Products • Business Problem in Payroll: • Needed to manage docs. For 9,000 employees in 100 locations • 40 different documents they needed to store, track and access frequently for employee files • Time to locate paper document about 15 minutes • 21 employees accessing 10 documents per day (est. cost $4,000 per wk. or $200,000 per yr.)

42. Universal Forest Products • Solution: • Kofax Ascent • ROI: • Cost slashed to zero by converting documents to electronic format giving employees instant access to documents

43. Universal Forest Products • Leverage Solution to Another Operational Issue -A Decentralized Accounts Payable Process: • 71 locations • Invoices lost or misplaced resulting overpayments or late fees • Invoice must be retain for 7 yrs. (previously stored in on-remise trailer – note fire in Canadian facility) • Solution: • Kofax distributed capture using separator sheets and barcode with vendor ID • Images sent via Internet to central AP repository

44. Universal Forest Products • ROI: • No more lost or misplaced invoices • Improved visibility for management regarding the AP process • Paper storage costs eliminated • Ensured physical protection of data • Substantial labor costs savings (71 AP employees freed for other tasks) • Still Gaining ROI: • “We have really just scratched the surface of this solution”

45. More Information • Industry Associations: • AIIM at www.aiim.org • Annual trade show • Local chapters • Certificate programs • MarketPlace • ARMA at www.arma.org • Periodicals (ECM Connection; eDoc; & Business Solutions) • Channel Programs (Distributors)