AutoFORM LaserNet Whitepaper Electronic archiving and … wp.pdf · 2018-03-13 · AutoFORM...

FormPipe Software – Park Allé 290 – 2605 Brøndby – Ph: + 45 43 66 02 10 www.formpipe.dk www.formpipe.com

AutoFORM LaserNet Whitepaper Electronic archiving and business document

management

Whitepaper version 1.1 Released March 2010

© FormPipe Software AB. All rights reserved.

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Table of Contents

1. BUSINESS DOCUMENTS TODAY ............................................................................................................................... 3

2. SAVINGS AND BENEFITS OF IMPLEMENTING DOCUMENT MANAGEMENT .............................................................. 3

2.1: LOCATING AND RESENDING OUTGOING DOCUMENTS ....................................................................................................... 3 2.2: RECEIVING AND HANDLING INCOMING DOCUMENTS ....................................................................................................... 3

3. THE IMPACT OF SARBANES-OXLEY AND EUROSOX .................................................................................................. 4

4. AUTOFORM LASERNET ............................................................................................................................................ 5

4.1. MODULES IN AUTOFORM LASERNET .................................................................................................................... 6

4.1.1: AUTOFORM ARCHIVE ADMIN SOFTWARE & APPLICATION SERVER ................................................................................. 6 4.1.2: AUTOFORM LASERNET DOCUMENT ARCHIVING COLD ............................................................................................... 7 4.1.3: MICROSOFT BUSINESS SOLUTIONS BUNDLE (ADMIN + COLD) ....................................................................................... 7 4.1.4: COMBINED SCANNING AND WORKFLOW CLIENTS ....................................................................................................... 7 4.1.5: PC FILE IMPORT (WEB BROWSER) ........................................................................................................................... 7 4.1.6: PDM MESSAGE HANDLER (TO CONNECT TO 3RD

PARTY SYSTEMS) ................................................................................... 7

4.2: AUTOFORM LASERNET KEY BENEFITS: .................................................................................................................. 7

5. HOW ARE DOCUMENTS HANDLED IN AUTOFORM LASERNET? ................................................................................ 8

5.1: OUTGOING DOCUMENTS: ........................................................................................................................................ 8 5.2: INCOMING DOCUMENTS .......................................................................................................................................... 8 5.3: HOW CAN I RETRIEVE THE DOCUMENTS? ..................................................................................................................... 8

6: ADDITIONAL FEATURES ........................................................................................................................................... 9

6.1: VIEW THE DOCUMENT............................................................................................................................................. 9 6.2: ADD NOTES TO DOCUMENTS ..................................................................................................................................... 9

7: DIFFERENT WAYS TO VIEW AUTOFORM LASERNET RECORDS ............................................................................... 10

7.1: BROWSER INTERFACE ............................................................................................................................................ 10 7.2: COMBINE YOUR ERP SYSTEM WITH AN URL LINK ......................................................................................................... 10 7.3: INTEGRATE AUTOFORM LASERNET WITH YOUR COMPANY WEBSITE ................................................................................ 11

8. WORKFLOW .......................................................................................................................................................... 11

9. AUTOFORM LASERNET KEY FUNCTIONS - CONCLUSIONS ...................................................................................... 13

11. HOW DO I GET STARTED? .................................................................................................................................... 13

12. WHY LASERNET? ................................................................................................................................................. 14

14. FURTHER INFORMATION AND CONTACT DETAILS ............................................................................................... 16


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1. Business Documents Today Businesses around the world are spending an increasing amount of their time on tasks not directly associated with the ongoing development of their core business competences. Although standards may vary according to specific country, industry or regional practices, companies are required to store and archive an increasing volume of business documents. Internally produced documents, as well as documents retrieved from customers and suppliers must be filed, kept track of, and always be available for fast retrieval. As many enterprises recognize, the costs associated with keeping this “paper trail” up and running can be staggering, as the following key figures from a Gartner research study published illustrate:

To effectively manage the stream of in and -outgoing paper documents is thus a big wish for many companies. The accounting department can utilize its expertise in much more effective and business-related ways when employees spend a minimum of time on routine manually-based tasks. By implementing a state-of-the-art document application like AutoFORM LaserNet, companies can ensure the intelligent managing of business processes and documents and the instant reduction of time-consuming, paper-based tasks.

2. Savings and benefits of implementing document management For those skeptics claiming that their current work methods are as effective as can be, the savings of implementing a document management application can be calculated in a number of ways:

2.1: Locating and resending outgoing documents Example: If the employees of a company need to search, locate, reprint and forward as little as 20 ‘old’ documents a day, and each search-and-find operation takes 5 minutes, they are using more than 430 staff hours per year on this task alone. It is estimated that approximately 80 % of the time used may be saved by implementing an effective and customized document management application (4 minutes of non-productive time per search). If one work hour costs € 40, the company saves approximately € 13.760 per year.

2.2: Receiving and handling incoming documents Even bigger savings lie in wait for those companies that streamline the incoming document work process:

-The average document is copied, nine to eleven times at a cost of about $18 -Documents cost about $20 to file -Retrieving a misfiled document costs about $120 For the full analysis, see:

http://www.humboldt.edu/~cms/Documents/gartner_documentmangementroi.pdf


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Example: If a company receives 20 orders a day, directly importing them into an order sheet, the manual process of typing, correcting mistakes in the orders etc. can be cut away. Only the verification of the order remains a manual process. It is estimated that 50 % of the reward (€ 16) can be saved immediately, thus reflecting positively on the turnover of the company. In this example, the company saves € 41.879 per year. Other figures also suggest the possibility of saving time and money on streamlining document managing processes. With respect to the handling of incoming invoices, the costs involved per document calls for a rethinking of this particular process:

It is possible to eliminate the following work processes on the basis of an AutoFORM LaserNet installation:

If an implementation of a document management system can mean saving 95 % of costs on handling incoming invoices, enterprises have at least one very good reason to investigate this tendency in more detail and to find out what other possibilities the AutoFORM LaserNet offers. Luckily, governments and organizations working towards the digital transfer and storage of business documents have impacted on the working practices of enterprises everywhere. More and more paper documentation is replaced by a standardized electronic transfer via an XML format or PDF file. As the benefits of this practice are so obvious, it is most likely a development that will grow in force over time. This technology simply allows companies to get rid of their paper document archives, and replace them with an online document management system such as AutoFORM LaserNet, offering fast retrieval of in and outgoing documents and a track record of all business processes. The end result is massive savings on staff hours spent on filing and copying paper documents, leaving time to effectively deal with vital business projects in any company.

3. The impact of Sarbanes-Oxley and Eurosox Although some government initiatives towards the digital transfer of business documents have been positively received by the private and public sector, others have caused companies to investigate their own documentation


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and authorization processes closely in order to keep up with the newest legislation. This is particularly the case with the advent of Sarbanes-Oxley and its European counterpart, EuroSox. After the Enron scandal, the enforcement of Sarbanes-Oxley in USA in 2002 meant stricter control of appropriate document records and auditor attestation to management’s evaluation. In Europe, the legislation will be based on the 4th, 7th and 8th Directive from Sarbanes-Oxley and it may have a dramatic impact on how European organizations organize and govern their financial accounting systems and business processes. The aim is – just as in USA - to ensure that financial reports are based on valid and accurate information and to eradicate potential error or fraudulent action. While most companies already take great strains to do this, they will also be required to maintain a digitalized audit trail to prove that this has been done, which again must be supported by detailed document records. The requirement for a secure business document archive with well defined access control, and audit trail will become clearer in very near future as Eurosox regulations comes into force during summer 2008. Investigating the possibilities of document management and archiving has thus changed from being purely a question about saving time and money into an issue about complying with the newest EU legislation. Further information: EFS Technology UK Whitepaper on Sarbanes-Oxley: http://efstech.dk/fileadmin/efs_technology/PDF_Filer/Brochurer/Sarbanes_Oxley_and_AutoForm_LaserNet.pdf EuroSox information: http://www.eurosox.dk/template.php?nid=105&tid=258 http://www.eurosox.dk/files/TheComponentsofEuroSox.pdf

4. AutoFORM LaserNet AutoFORM LaserNet is an extension to the input & output management tool LaserNet. Together with LaserNet, AutoFORM LaserNet works as a flexible yet sophisticated standard business solution for managing document input & output, workflows, archiving and enforcement of business rules. As such, it answers the challenges of Sarbanes-Oxley and EuroSox perfectly. The AutoFORM LaserNet solution is seamlessly integrated with your existing systems infrastructure, providing a central point of document management. As a consequence, this system ensures a high degree of consistency and transparency in the corporate control of the information workflow. AutoFORM LaserNet ensures a complete and searchable document transaction history for easy retrieval of information regarding previous financial transactions. LaserNet handles the flow and design of your document input and output, AutoFORM LaserNet takes over to initiate a workflow, apply business rules and store the documents so they can be accessed from a web-browser and directly from many leading ERP and financial IT-applications:


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AutoFORM LaserNet eliminates tedious filing, copying and document distribution costs and delays by automatically capturing & indexing documents as they go to print. Documents are instantly available for viewing from within your ERP, via the web, or from the AutoFORM LaserNet PC interface. But over and above the financial benefits is the tremendous advantage that AutoFORM LaserNet brings to your business by empowering managers and staff with instant access to information, wherever they may be working. AutoFORM LaserNet combines three archiving technologies in one: outgoing system generated document capture (COLD), PC file import and document scanning/imaging. Each element integrates with your main application and business processes, introducing order and accessibility to all the important records across your organization. LaserNet is a suite of document and output management solutions. Each element tightly integrates with your existing IT applications to support the migration from labour and paper intensive systems to cost effective, faster e-enabled document processing. This is achieved without complex and expensive programming via an entirely ‘point & click’ configurable interface; enabling the user to extend the functionality of core applications without major investment or upheaval.

4.1. Modules in AutoFORM LaserNet

4.1.1: AutoFORM Archive Admin Software & Application Server This is the basic module of the AutoFORM LaserNet, containing the software, application server, web-server and administration frontend. This module also includes licenses for 5 concurrent web connections. Additional web clients can be bought for this module if necessary.


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4.1.2: AutoFORM LaserNet document archiving COLD This module allows the user to archive outgoing documents from LaserNet. Furthermore, the user may search and find invoices, credit notes, orders etc. The module can be accessed from an URL link and web-service, making it possible for employees to check up on the flow of outgoing documents anytime and anywhere.

4.1.3: Microsoft Business Solutions Bundle (Admin + COLD) The two modules described above can be purchased in a bundle for Microsoft Business solutions.

4.1.4: Combined Scanning and Workflow Clients This is a client software used for scanning and accessing all ingoing documents in your organization. The module also allows you to set up rules for the audit trail, and so determine who in the organization must approve certain documents and in what order.

4.1.5: PC file import (Web browser) The PC File Import is a web application module for importing all kinds of files into AutoFORM LaserNet. It includes a drag and drop functionality, and an interface for applying metadata. Setup and administration of metadata for an unlimited number of document types is included.

4.1.6: PDM Message Handler (to connect to 3rd party systems) The PDM Message Handler is a software module for importing documents from other sources than LaserNet. Documents can be imported directly from your ERP system, or from any other output management software. The module includes Message Queue and error handling.

4.2: AutoFORM LaserNet key benefits:

Compliance: Secure document trail and on-line access for auditors. Business processes are documented, and alerts can be implemented.

Improved customer service: Quick access to documents and contracts. By providing access for customers, a closer partnership is formed.

Increased productivity: Documents are on-line instantly, and business processes are built-in and faster.

Massive savings on document handling and processing: See how the costs of document

handling and business processes are lowered, as explained in chapter 1. Introducing AutoFORM LaserNet into your organization will let you access all of the above mentioned benefits and provide you with a new competitive edge, no matter what business, state or country your organization operate in.


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5. How are documents handled in AutoFORM LaserNet?

5.1: Outgoing documents: As documents are generated, exact electronic replicas are sent to the AutoFORM LaserNet, making them available for immediate onscreen viewing. The delays and expense of hard copy filing are thus overcome in an instant. Each document is automatically and extensively indexed with information that is 100% consistent with the classifications used by your main application. The process is extremely fast and AutoFORM LaserNet can collect documents from multiple sources (AS400, Mainframe, and UNIX in any format, Word, Excel, XML. PDF, Sapscript, 3rd party form output) to provide a unifying repository for all your documents. Documents can be imported through a drag and drop web interface, making it easy to store all kinds of document formats. Documents from your ERP system are kept in a format that matches exactly what the customer receives. You can review, and resend a real copy of what the customer actually received, thus limiting the occurrence of costly misunderstandings.

5.2: incoming documents With AutoFORM LaserNet document management you are ready to receive electronic business documents in XML or PDF. You can offer your suppliers and customers to send orders and invoices in a cost effective, non-paper based way. When you receive orders or invoices as XML, PDF or paper, AutoFORM LaserNet makes sure that the same workflow is applied. Data is being exchanged with the ERP system so a minimum of manual handling is needed. Scanning of paper documents is easy with the AutoFORM LaserNet customizable scanning client. The application is configured with focus on effective and secure registration of business documents.

5.3: How can I retrieve the documents? The AutoFORM LaserNet web interface is for searching and viewing documents. Firstly, you must login to AutoFORM LaserNet with your browser.

AutoFORM LaserNet will present you with a list of search applications, and options:


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Search for a customer name, or a specific ref. number and you will get of list of matching documents.

All search and viewing is done within a browser environment, so users do not need extensive training.

6: Additional features

6.1: View the document Double-click on a document, and the PDF or TIF file will open in your browser. Zoom in and out, compare documents or view the audit trail.

6.2: Add notes to documents Electronic notes - with automated author, date and time stamp - can be linked to each document to maintain an auditable record of any queries and agreed resolutions.


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6.3: E-mail a copy of documents Resolve customer & supplier queries quickly with the ability to email copy documents while you are still talking on the phone. Ideal for credit control calls - denied invoices can be immediately sent by email, so that you can agree on a payment date without having to ring back.

7: Different ways to view AutoFORM LaserNet Records

7.1: Browser interface This provides you with a customizable, multilevel search interface. Search for document types, date, customer name, address, reference, order number etc. Every index key can be made searchable, and the interface can be secured per user, in order to ensure document integrity.

7.2: Combine your ERP system with an URL link Links document images to your ERP, Finance & CRM systems so that they can be viewed as they are processed. Users can open documents directly from the familiar applications.


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7.3: Integrate AutoFORM LaserNet with your company website This provides you, your customers and employees with round-the-clock global access. Customers, suppliers and remote workers can collect their own document copies from a secure portal on your web-site. (Portal can be arranged so that only documents relevant to their interests can be viewed)

This solution can be customized to reflect your corporate website styling.

8. Workflow Workflow and document management applications can be customized to fit any needs for a secure and cost-effective workflow system. After analyzing the current workflow, we work out a description in collaboration with the customer, detailing how the workflow system should be configured. This could be, for instance, approval amount limits, specific rules on who-can-approve-what, and how to GL-code and interact with the ERP system. A typical workflow approval application offers an overview of documents currently in process, and shows who is responsible for approving each document. Each document can have a multilevel approval chain applied:


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Each user will see a simple list of documents currently in his/hers approval queue. Users receive an email notification when they have documents waiting. Email can be published by demand or as a scheduled event. Users simply click on a document and are then able to view it. Notes can be added, and GL-coding can be made editable for users. When a user approves the document, it is simply forwarded to next approver in line.

The audit trail is available at all times, and every step is recorded and stored together with the document.


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9. AutoFORM LaserNet key functions - conclusions With AutoFORM LaserNet, you can expect to:

Archive incoming, outgoing forms, images, XML, CAD, E-forms, faxes, providing your enterprise with a wide online repository for all important records.

Use advanced auto-indexing, and cross referencing facilities.

Deploy easy and fully customizable scanning and workflow applications.

Link groups of similar or disparate documents together via common references

Add to the document set as paperwork arrives

Set up workflow actions or e-mails to request authorization or action.

View documents via the core workspace of your specific applications - or the AutoFORM LaserNet web-browser. Without ‘another application to learn,’ users see the archive as an added — and extremely welcome - extension to your existing system.

View the last issue of a document produced/received, whilst retaining previously created copies.

E-mail copy documents directly from the archive while the customer is still on the phone,

demonstrating your commitment to responsive customer service.

Use the Notes facility: make notes against any record with an automatic author, date & time log. Flag for follow up/action at a later time, or by another person.

Keep track of every action taken on each document. Who approved this document? And

when?

Save money and time on document management processes, leaving staff to deal with more vital business projects.

11. How do I get started? Contact your local LaserNet partner, and obtain their consultancy to help you through the setting up and configuring of AutoFORM LaserNet. A connection to a MS SQL, or Oracle database is needed, and then a simple install routine is executed: AutoFORM LaserNet will automatically install the application server and the web server, and it will immediately be ready for configuring and administration. Users can be added by link to the domain user database (LDAP). When document definitions are set up with optional index key settings, (25 string keys, 15 date keys, and 15 numeric keys) you are ready to start storing documents. Documents are instantly available on-line.


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12. Why LaserNet? Invest in a solution that meets your needs now and in the future For more than 15 years, LaserNet has led the way in the development of output & document management. Networked distributed forms, Windows document design software, automated document e-mailing and archiving are all pioneering products developed by FormPipe Software. Also, we have launched solutions capitalizing on emerging technologies such as XML and the latest advances in web document publishing and e-commerce. In other words, you can be assured that LaserNet will meet all your requirements now and in the future. Please visit our websites www.formpipe.dk and www.formpipe.com and read our case stories about customers using LaserNet as a main application in their overall IT Strategy. Global reach - local service FormPipe Software understands that enterprise wide document and output management solutions are best implemented and maintained at a local level. We therefore have two development centers in Europe that are further supported by 61 implementation partners across the world. In this way, FormPipe Software ensures that you have someone close by who knows your systems and our software in considerable detail, so that we can resolve any queries in moments without waiting for a help desk response from another time-zone. Solutions built with understanding Our partners are specialists: highly experienced in providing tailor made solutions using advanced software technology. The first thing that they will offer you is consultancy: A chance for them and us to gain an understanding of your business requirements – and for you to review how LaserNet and AutoFORM LaserNet has risen to similar challenges elsewhere. Then, in collaboration and partnership with yourselves, they will tailor the core applications to fit your precise needs to ensure that they bring you benefit from day one. Adaptable solutions that work in the real world International experience with manufacturing, logistics, government institutions, universities and hospitals has provided FormPipe Software with the expertise to develop a comprehensive range of standard solutions that can be adapted to meet your precise needs. Our case studies and application sheets provide in-depth details and are available from our website or from your account manager. Multi-application, single interface LaserNet is essentially an open product which is frequently used with multiple applications to solve many issues at once. To this end, FormPipe Software and our partners work closely with a long list of leading IT applications including: SAP, Oracle, GEAC’s System 21, BPCS, JDE and Microsoft Dynamics. Look who's working with us With more than 1,700 clients in 35 countries, LaserNet has been chosen as the preferred output & document management solution by some of the world’s biggest and best known companies. The larger installations include: AT&T, BOC Edwards, Corus Engineering Steels, Panasonic, Denmarks Radio, Haribo, Solar, Pixar Studios, Tupperware,, Tucson Airport, Parex Bank, London Scottish Bank, PON Caterpillar, NIKE, APL Asia Pacific


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Ltd., Stockholm Harbor, Swedish Road Administration, the Danish Ministry of Food, Agriculture and Fisheries, and many more.


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14. Further information and contact details For more information regarding LaserNet, please contact FormPipe Software or one of our certified resellers. FormPipe Software can be reached at the following offices: Denmark Sweden FormPipe Software Copenhagen FormPipe Software AB Park Alle 290, stuen S:t Eriksgatan 117 2605 Brøndby 104 35 Stockholm Denmark Sweden Ph: +45 43 66 02 10 Ph: 46 8 555 290 60 Mail: [email protected] Mail: [email protected] www.formpipe.dk www.formpipe.se www.formpipe.com

AutoFORM LaserNet Whitepaper Electronic archiving and … wp.pdf · 2018-03-13 · AutoFORM...

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Transcript of AutoFORM LaserNet Whitepaper Electronic archiving and … wp.pdf · 2018-03-13 · AutoFORM...