DocLib: An Overview of Enterprise Document Management

Produced by PICS, Inc.

© 2010 PICS

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Table of Contents

Abstract 3 The importance of Enterprise Document Management 4 What is Document Management? 5 What is Enterprise Document Management? 6 Critical need for Enterprise Document Management 7 Efficiency: Workflow Tracking Enhances Business Process Automation 9 The Advantage of PICS 9 The Advantage of QAD 10 The Enterprise Document Management Solution: DocLib 11 Value Added: Workflow Management 13 Seamless Integration with QAD 14 Key Features for DocLib within the QAD Enterprise Applications 15 The Bottom Line: Value of DocLib 17 The Power of Partnerships 18 PICS: A Leader Partnering with Leaders 19 DocLib Modules: Working Together 21 DocLib: User Focused Enhancement 26 DocLib 3.0: Continuing Improvement in Key Areas 26 Next Steps toward Enterprise Document Management 28 Glossary of Terms 29 Trademarks and Copyrights 31

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Abstract This document will explain the critical need for enterprise-wide document management

using a robust, secure, and flexible operating platform.

In addition, the distinctives of DocLib, an Enterprise Document Management solution

developed by PICS, will also be highlighted, along with the return on investment from

implementing this full-featured solution.

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The importance of Enterprise Document Management Generating thousands of documents every day – with the economic, operational, and

legal mandate to keep a working record of every shred of competitive intelligence –

there is a mission critical business need to incorporate a comprehensive, cohesive

system to collect, store, manage, retrieve, and ship business documents across the

corporate enterprise. Utilizing system-generated reports and inquiries, business forms,

spreadsheets, correspondence, engineering drawings, legal briefs and filings, faxes,

and e-mails – even handwritten notes – to accomplish a company’s mission and satisfy

customer and stakeholder needs represent only some of the massive challenges in

today’s cost conscience environment.

A firm’s continuing interface with customers, suppliers, regulatory agencies, and

shipping firms produces more documentation than ever, creating the need to access

and track information in a timely and cost effective approach. Employees can and will

spend hours (even days) trying to locate a necessary document – often without

success– to address a single business issue. And rather than focusing resources to

grow the enterprise, the labor to manage a company’s documentation has become a

liability. Integration of a full-service electronic

document management system into today’s

business climate has moved from convenience

to vital to ensure the health of any company.

Enterprise Document Management is a

necessity. It provides a company-wide technology that – if incorporated properly into

any business’ standard operating procedures – contributes to reducing administrative

costs, enhancing efficiency and improving profitability. From a customer perspective,

businesses that function in an organized, structured environment can better provide

prompt customer support and service. For a customer, the frustration of waiting for a

critical piece of information (as an employee frantically searches for a misplaced file, e-

mail, or shred of paper) is a reality that is often the norm, rather than the exception.

Enterprise Document Management is a necessity. It provides an enterprise-wide technology that – if incorporated properly into business’ standard operating procedures – would contribute to reducing administrative costs, improving efficiency and improving profitability.

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It has been estimated the typical enterprise with 1,000 knowledge workers wastes $2.5

million to 3.5 million per year searching for

nonexistent information, failing to find existing

information, or recreating information that cannot

be found.1 In fact, a survey of 2,600 top

managers in FastCompany Magazine found executives waste an estimated six weeks

per year searching for lost documents2 – bridging the quest for misplaced information

from the office cubes into the executive suite. Of the total eight hours wasted each week

in paper document management, a business spends one hour finding documents, one

hour struggling to share documents (for various reasons), one hour in distribution and

storage, and one half hour in archiving and retrieval.3

With the investment of time, energy, manpower, and money, the U.S. Small Business

Administration found that 80 percent of papers that are filed are never referenced

again.4 The 20 percent of the stored documentation that needs to be referenced is, at

best, difficult to locate in a timely manner without the proper systems to store, retrieve,

and access. In addition, storing static documentation without utilizing technology to

locate and put those resources to work to generate business opportunities – is business

opportunity lost.

What is Document Management? Every business, family, student, or employee has a document management system –

from basic to complex. For business, it can be as comprehensive as an all electronic,

computer-based network system with available access to anyone the owner chooses.

1 Data retrieved from the National Association of Professional Organizers, http://www.oregonnapo.com/documents/media_stats.pdf (Accessed November 16, 2009). 2 Data retrieved http://www.plugin.com/category/articles/surveys-articles/ (Accessed November 16, 2009) 3 Ibid (Accessed November 16, 2009) 4 Ibid (Accessed November 16, 2009)

… a survey of 2,600 top managers ... found executives waste an estimated six weeks per year searching for lost documents…

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In this electronically-driven business environment, documents are assets – which are

projected through images, office forms, graphics and drawings as well as virtual objects

such as Web pages, e-mail, instant messages and video. With the use of networked

computers and “cloud computing” - based applications, multiple users can connect with

a centralized or multi-faceted document management system to store, search, retrieve,

view, forward, and print documents.

A document management system allows the user to.

Add documents: word processing, spreadsheet, pictures, video or other electronic

files from the computer desktop or file system.

Scan or image paper files: forms, invoices, documentation received in hard copy,

and put in an electronic form.

Utilize Electronic Reports Management (ERM): the capture, archiving and

publishing of digital documents, replacing legacy systems, improving overall

efficiency and reducing operational costs.

Document management systems must incorporate retrieval into their operations. Users

now can find documents by:

Keyword search: the method of searching toward retrieving a document based on

predetermined words that best describe that document.

Full Text search: the search method which locates a document containing words or

phases supplied by the user.

Integrated Document Retrieval: a comprehensive method of identifying and

retrieving a document based on a number of criteria and search processes.

What is Enterprise Document Management? Enterprise Document Management extends document management across the

enterprise – whether it is a single office or warehouse facility, or a multi-national, multi-

location networked business. This system of technologies, tools, and methods

efficiently deal with information – that is, allowing the user to capture, manage, store,

preserve, deliver and dispose of 'documents' – permitting as many users (whether

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employees, suppliers, or even customers) deemed essential to enhance efficiency and

improve operations.

Enterprise Document Management dynamically links to the users’ Enterprise Resource

Planning system (ERP), which allows the incorporation of a firm’s data and processes

into one single system. Compatible hardware and software through an ERP system

allows for a multitude of functions including Electronic Reports Management (ERM) and

document retrieval.

Critical need for Enterprise Document Management The Gartner Group’s annual survey of CIOs in 2009 found these top executives set

three top business priorities:

Improve business processes

Reduce enterprise costs

Improve enterprise workforce effectiveness5

Gartner believes enterprise content management can help reach critical business

priorities; in some instances, it is a core requirement to achieving them. However, as

business evaluates the investment of

implementing a document management

solution, particularly in this era of tight

budgets and increased economic

pressure, Gartner believes there is no need to ignore critical nature and need for a

content management system, stating: "What is required is a clear focus on tactical

actions that can bring modest to significant benefits."6

In its Top Five Tactical Content Management Actions to Consider in 2009 report,

Gartner reviewed the key actions that business leaders need to consider to preserve

and grow their productivity: 5 http://www.cmswire.com/cms/enterprise-cms/gartners-five-tactical-actions-for-content-management-in-2009-004288.php (Accessed November 16, 2009) 6 Ibid (Accessed November 16, 2009)

Gartner believes enterprise content management can help reach critical business priorities, and in some instances, is a core requirement to achieving them.

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Stop Using Your E-Mail System as Your Document Management System: Gartner notes that rather than using e-mail to collect, store, and distribute

communications as attachments, business leaders need to consider using a basic

content services solution at a departmental enterprise solution or a collaboration

tool. Blocking up the inbox on a server is not a substitute for a secure document

management platform.

Take Paper Out of the Process: Internally, companies need to make the decision

to go electronic in every possible area. This might require a culture shift, notes

PICS, but it is critical to the success of the business in this operational model.

Use Content Management to Retain Users/Customers: PICS believes by using

intelligent and appealing customer interfaces, businesses can take advantage of

technological imprints to engage customers. Being able to connect with a

company’s documentation, and accessing key communications, resources, and

interactions specifically with the customer (possibly through a Web site) can pay

huge dividends for an open-minded and technologically savvy company. Content

management systems can also dynamically change Web site content, customize

invoices and other paper documents, and dramatically unify a firm’s customer-facing

appearance.

Federate Multiple Content Management Applications: In its report, Gartner

advises business to look to more enterprise integration via content aggregation

technologies, including “mashups” (an application that combines data or functionality

from several external sources to create a new service) and portals (a single point of

access to data or information through a Web interface). PICS understands the

tremendous advantage of providing limited, secured, Web-hosted access to a firm’s

document management system to key suppliers, contractors, and customers.

Consider a Hosted or SaaS Solution for Tactical Deployments: The key is to get

up and running quickly. For small operations, hosted or SaaS (Software as a

Service) solutions, or even software packages, might serve adequately. However,

for larger, multiple location or vertically-structured businesses with a need to

manage documents across the enterprise on an existing platform (such as QAD

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Enterprise Applications), the solution is a single, custom-tailored application to

integrate and unify document management. 7

Efficiency: Workflow Tracking Enhances Business Process Automation Through the implementation of an enterprise document management solution, which

includes a workflow tracking process, a multi-faceted business operation can further

build out its comprehensive Business Process Automation efforts (BPA). With the

application and enhancement of system-wide resources, the rollout of intelligent

applications and restructuring labor allocations, companies can find its document

management operations becoming a revenue generator, rather than a drain on the cash

flow. For example, implementing Workflow tracking as part of an enterprise document

management system can replace the company’s manual, unstable and ad hoc approval

processes with structured, online, document routing procedure. This not only

significantly increases the speed necessary for approvals but will virtually eliminate the

possibility of lost documents and routing mistakes, as well as visibility documents to the

entire organization. It also allows for simplified incorporation of SOPs into the structure

of document management and further streamlines a company’s BPA operation.

In addition to the structured approval process, another key to reducing costs and

increasing efficiency within an organization is to create transactions through the

business documents themselves. This technology, if implemented, can boost the

enterprise’s marketing efforts by creating ready-to-deliver, custom documents from

existing content kept on its system. The Enterprise Document Management system

now becomes an outreach tool to the customer.

The Advantage of PICS In 15 years of supporting the business customer with applications and systems, PICS

recognizes that companies that maximize their current resources toward improving

operations are better positioned to grow and succeed. In the current economic climate,

7 http://www.gartner.com/it/content/787300/787313/top_five_tactical_content_management.pdf (Accessed November 22, 2009).

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the perspective of “using what we have to the fullest” is not only a prudent business

axiom - it is a solution in itself. Using a strategic, tactical approach to implement

enterprise document management – along with an already robust platform – is key to

effectively improving operations and efficiencies in handling documentation. Ensuring

the entire operation is functioning at peak performance is critical for success in the new

economy.

The Advantage of QAD Forward-thinking companies around the world have made the logical choice for their

operations: QAD. Few systems today present a robust series of solutions to the

enterprise. QAD offers a complete suite of products

with functionality that addresses the needs for single-

site businesses and multinational organizations. QAD

Enterprise Applications support shared services,

cross-border trade, multi-site manufacturing and

multi-entity accounting.

As one of the first firms to partner with QAD in 1995,

PICS has further expanded and integrated its relationship with this industry leader to

provide best-in-class solutions to its customers. In 2008, PICS became a Consulting

Services Partner, and was recently named a QAD Complementary Solution Partner.

The QAD community knows and respects PICS for its technical understanding of the

platform, along with the level of service provided to its more than 200 QAD clients.

QAD Enterprise Applications provide many valuable features, including:

Ease of Use: QAD Enterprise Applications are easy to use, quick to implement, and

intuitive for users to learn. Flexible workflows and automation help make customers

more efficient faster

Process Standardization: QAD provides a set of best practice process maps that

can be modified to suit each individual company's changing processes

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Governance, Risk and Compliance: QAD Enterprise Applications meet business

and legal compliance requirements by country and industry

Global Platform: QAD provides a combination of software and services that can be

implemented around the world

Deployment Independence: QAD Enterprise Applications are available on-

demand, on-premise or on-appliance, to serve the unique IT and business

requirements of each respective customer

Rapid Implementation: QAD has developed a proprietary methodology for fast,

effective implementation and upgrades

Product Evolution: QAD continues to evolve QAD Enterprise Applications to meet

the needs of global manufacturing companies.8

The Enterprise Document Management Solution: DocLib For QAD Enterprise Applications users, the Enterprise Document Management solution

is PICS DocLib. As a QAD Complementary Solution, DocLib fully integrates its powerful

management tools seamlessly into a company’s operation. This allows the business to

streamline its

processes by

upgrading its

processes with an

electronic,

workflow-enabled

system – enabling

companies to

focus on their business, rather than the software that’s running it.

8 http://www.qad.com/erp/QAD-Enterprise-Applications (Accessed February 25, 2010)

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As the morphing of its name implies, DocLib fundamentally functions as a DOCument

LIBrary. Its suite of applications provides a secure database repository, a workflow

module to control business processes, a data capture engine to generate transactions,

and a fast, efficient method of locating

content throughout the enterprise.

Business applications are employing

multiple electronic files, primarily based

on a customer or supplier preference.

DocLib enables an enterprise to store any

file type, and retrieve those files quickly

and efficiently. These include Microsoft

Office documents (including Word, Excel,

PowerPoint, Publisher, and Outlook), pictures (.jpg, .bmp, and .gif), computer aided

design (CAD) documents, legal forms and records (many created using Portable

Document Format, known as .pdf), and

any number of other records filed and

accessed for business use. For the user,

adding files to DocLib is as simple as a

“drag and drop” from the desktop. DocLib

allows paper documents (mailed or faxed)

and other electronically generated reports

to be scanned and recorded into the

system.

Using DocLib’s Data Capture functionality, users are able to scan handwritten forms

and perform one or more transactions within QAD. The scanned image is then analyzed

and validated, and key data is pulled from the document (for example, by item code,

quantity, dates, lot and serial numbers). These documents can be retrieved and utilized

by nearly any user throughout the enterprise. This eliminates the need for additional

document management specialists, thus reducing expenses and overhead costs.

DocLib Benefits

QAD Complementary Solution FDA’s 21 CFR Part 11 Compliance

Supports 100’s of Document Types Electronic Reports Management (ERM)

Windows Explorer Look & Feel Full GUI Interface

Extensive Security Web Integration User-Friendly ROI Focused

DocLib Features

Data Capture Complete Workflow Process

Document Imaging Formal Document Approval Process Optical Character Recognition (OCR)

Integrated Document Retrieval Full Text Search

Intelligent Character Recognition (ICR) Barcode Recognition Electronic Signatures

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Case study #1 A purchasing agent wants to output a PO via DocLib. The agent selects a DocLib enabled-printer using standard QAD Enterprise Applications printer definitions, and using DocLib’s Electronic Reports Management (ERM) functionality, the form prints to the purchasing agent’s media choice: hardcopy, fax or e-mail. In addition, an image is stored in DocLib with relevant keywords assigned to the document. It also assigns a file name that is relevant to the form itself. This will enable any user in the system to find the document quickly in the future (or until it is removed or deleted). DocLib eliminates the need to store a paper copy of any QAD report.

The DocLib Process Flow

DocLib also allows users to “check-out” documents, ensuring that changes made in the

updating process will not be

overwritten and lost. With multi-level

editing controls, this feature allows

DocLib to always protect the most

recent version of a saved document.

DocLib users are able to continually

perform searches and functions of

stored DocLib documents based on

any QAD field. For example, if a

QAD user needs to output a report or form to DocLib, that user simply selects a DocLib-

enabled printer using standard QAD Enterprise Applications printer definitions. Using

DocLib’s ERM functionality, the report or

form not only prints to hardcopy, but also

an image of the document is stored in

DocLib and relevant keywords are

assigned to the document. This will

enable the user to find the document

quickly and efficiently in the future.

Through the utilization of this functionality,

there is no need for the user to file or

store a paper copy of any QAD-based

report. The image of the report (including the criteria page) is stored within a DocLib

folder until it is removed or deleted by a user.

Value Added: Workflow Management The missing piece of many commercial document management systems is the

capability to track and monitor workflow within an operating platform. With the DocLib

Workflow Module, users can create a document routing workflow, integrated with e-mail,

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Case Study #3 A supplier invoice is received and scanned into DocLib, and the system generates an e-mail to all the authorized approvers. Any of the approvers then – with a mouse click – have the option to view, edit, reject or approve the invoice. Once approved, the image is released to DocLib’s Data Capture Engine, which automatically generates the QAD Accounts Payable Voucher with no additional key strokes or user interaction.

which will electronically route documents (or packets of documents) through a

structured approval process. The Data Capture Module will allow users to generate

QAD transactions such as accounts

payable vouchers, sales orders, inventory

transactions and others from scanned

images of paper documents. QAD

integration is completed without

customization or modification to source

code.

Seamless Integration with QAD DocLib complements QAD Enterprise Applications; it was developed by PICS with the

QAD user in clear focus. As part of the QAD Enterprise Applications suite, DocLib

complements the complete, functional collection of business applications that address

the needs of organizations, supporting shared services, cross-border trade, multi-site

manufacturing and multi-entity accounting. QAD Enterprise Applications and DocLib are

built on a deep, foundational

understanding of enterprise-wide

operational management. Designed to

streamline operations, supply chains,

financials, customers, technology, and

business performance, QAD solutions

provide enterprise businesses easy

access to the time-sensitive information needed to plan for the future as well as

continuing to meet the daily challenges of productivity and results.

Businesses integrating DocLib into their QAD platform ensure efficient deployment, cost

effectiveness, and document control for all offices, facilities, regions, departments,

product lines, and employee applications. DocLib replaces in-house “home-grown”

solutions with a unified, centralized system, allowing users to collaborate with

customers, suppliers, and each other.

Case study #2 A Customer Service Representative (CSR) receives a call from a customer with a series of questions concerning an invoice. Using DocLib, the CSR will have near-instant access to the invoice, the packing slip, bill of lading, the faxed order request, specification sheets for the items shipped, and the MSDS sheets. The customer’s question can be answered virtually immediately.

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Case Study #4 Quality Control (QC) rejects a received shipment from a supplier. Using DocLib, the QC user will have access to the printed purchase order, receiving documents, vendor invoice, etc. pertaining to the rejected item. The QC user can search for these documents in DocLib either by PO Number, Item Number, Lot/Serial Number or date.

Key Features of DocLib within the QAD Enterprise Applications In addition to a faster, more efficient implementation, using DocLib within a company’s

current QAD platform provides the enterprise with a powerful, user-friendly document

management environment. This provides a number of key, business-positive

incentives.

Secure Document management: Preserving the integrity of documentation is primary

to the consistency of nearly every business process. DocLib allows the user control

over nearly every phase of the document management process. With more security,

oversight, and monitoring, the document management process is truly managed, rather

than supported. QAD’s business-focused

platform sets the course for DocLib’s

security features to protect the enterprise

and its document processes. QAD reports

and forms are added automatically

through DocLib’s ERM Module, reducing

the risk of misfiled paper, and in turn,

ensuring secure and instant access. In addition, editing these documents is vastly

improved – check-in, check out, and tracking follow the document through a complete

audit trail history. Establishing a structured approval process and an embedded security

layer through DocLib prevents overwritten edits, wasted rewrites, frustrated approvers,

costly human errors, and – most dangerous of all – unauthorized access to documents.

In an era of increased governmental review and scrutiny, every phase of the business

cycle can archive information for regulatory compliance and accountability in any

setting. For example, using e-signature, companies can meet Sarbanes–Oxley

requirements; as well as provide data from clinical studies for the Food and Drug

Administration (critical for the FDA’s 21 CFR Part 11 Compliance).

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Case Study #5 A company’s material handlers and inventory control personnel acknowledge transactions through handwritten documents, indicating that items have been received, scrapped, produced, transferred, restocked, or shipped. With DocLib’s Data Capture, these handwritten forms are scanned, analyzed, validated, and key data is pulled from the document (i.e. item code, quantity, dates, lot/serial numbers, etc.). Using this data, DocLib’s Data Capture capabilities will perform the QAD transaction using its standard error checking, validation and direct database updates. Problem records are isolated for future review and resubmission.

Accessing documents is secure, quick, and easy using full text searches, keyword

searches, and QAD browses powered

by QAD.NET User Interface. With the

QAD.NET UI, QAD has produced a

set of rich client tools that deliver the

flexibility and friendliness users expect

from enterprise applications.

Data Capture and Workflow: Flexibility, accuracy and applicability

are the highlights of DocLib’s input

functions. DocLib allows users to scan a paper document, including handwritten notes

and forms, into an electronic form automatically loaded into the system. With industry-

leading Kofax Capture software and its Intelligent Character Recognition (ICR)

technology, the user can

quickly scan, index and validate

all documents before uploading

into DocLib. The Data Capture

Module, combined with

Document Imaging, allows

users to create one or more

QAD transactions from the

scanned image.

Allowing executives, directors,

managers, supervisors and

team leaders to track and document processes makes DocLib the most valuable tool for

any QAD implementation. With DocLib’s Workflow Module, documents can be routed

through structured approval processes, integrated with e-mail. With DocLib Workflow

Automation, business processes previously requiring human intervention are now

dramatically streamlined and improved. For an enterprise, the intangible benefits with

Case Study #6 For business processes such as accounts payable, invoices and packing slips are scanned into DocLib and routed through workflow for approval. Once the invoice is approved for payment, an accounts payable voucher is automatically generated in QAD without any additional key strokes or user intervention. For Customer Service, sales orders can be created from customer purchase orders received via e-mail. Inventory management can scan the Cycle Count Worksheet or handwritten inventory tags to automatically create the physical Inventory transaction. Meanwhile, the Engineering Department can automate the Engineering Change order process with QAD-Product Change Control integration – another advantage to using an integrated document management system that is completely complementary with an enterprise’s current operational platform.

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Workflow and Data Capture include improved customer service, and a significant

reduction in customer and vendor call backs, In addition, an audit trail and revision

control of all documents is created, giving the company greater control and security of

all documents.

Business Process Automation and QAD Integration: The true power of DocLib is

unlocked through QAD

Transaction

Automation. By

combining key data

from scanned

documents and referencing data already storied in the QAD database, businesses can

generate QAD transactions automatically – which automates previously labor intensive

process, thus reducing errors and inaccuracies.

The Bottom Line: Value of DocLib In this trying economic climate, businesses are seeking to stay strong in unstable times.

COOs, CFOs, and CIOs all agree – the success factor is dependant on improving

efficiencies within the enterprise by using existing infrastructure – without introducing

major expense or disruptions.

Concurrently, it is imperative

to improve and enhance

relationships with existing

customers and suppliers,

forming closer partnerships

and building trust. PICS understands the needs in this inconsistent business cycle – and

recognizes integrating document management into a company’s current QAD platform

will result in immediate benefit in customer order processing, accounts receivable,

purchasing, accounts payable, shipping, logistics, support, product change control, and

monthly reports/processes.

DocLib: Real Business Applications Accounts Payable: Automate three-way matching

process by creating AP vouchers automatically Sales: Create sales orders directly from Customer

Purchase Orders Engineering: Control engineering changes with

workflow automation Manufacturing: production reporting automation Inventory: Cycle counts, physical inventory

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By implementing DocLib into a QAD platform, an enterprise can:

Eliminate the labor cost associated with a manual filing process by storing business

documents in a secured DocLib database

Reclaim expensive office space and reduce the cost of off-site storage facilities

Electronically route documents through a structured, workflow-driven approval

process that is

integrated with e-mail

Achieve regulatory

compliance with e-

signature, document

check-in, check-out

and a complete audit

trail history

Streamline and control

business processes

with workflow

automation

Generate QAD

transactions from

scanned documents

with the DocLib Data

Capture Engine.

The Power of Partnerships Through a partnership with PICS, a QAD Enterprise Applications enterprise looking to

introduce an enterprise document management system will realize tremendous benefits,

which translate to increased productivity and a stronger bottom line. PICS is a full

service installation and implementation consulting firm specializing in QAD Enterprise

Applications. As a company, PICS has more than a quarter century of customer

experience, with a team of holding decades more of success, to provide a company with

the best technical and applications support available.

Case Study #7 A multi-location enterprise wants to integrate a document management system beginning with accounting function (accounts payable and accounts receivable). The company has a number of back office functions which are not electronically searchable or retrievable, including bank reconciliations, processed check runs, credit applications, debit memos, employee expense reports, inter-company invoices, reoccurring vouchers and packing lists.

Of the company’s 15,000 invoice mailings per year, 80% could be e-mailed, with an estimated cost savings of 75 cents per invoice. (Postage, paper and fulfillment cost). Automating the process saves $9,000.00 per year. In addition, 150 customer statements are mailed each month with 80% e-mailed at a savings of 75 cents each for an additional savings of $1,080.00 per year*.

Accounts Receivable spends 50% of its time on cash collections; the balance is consumed with report creation and data clean up. Using DocLib’s Workflow/Data Capture system, the company can e-mail the invoices to customers, and create generate print ready reports – reducing staff labor and mailing costs by 80%.

*PICS offers a QAD and DocLib integrated package to automate the processing and delivery of forms, letters and other business documents, eliminating the need for costly pre-printed form stationary and associated manual tasks. FormTrap saves time and money but also halves process complexity and increases productivity. PICS has entered an agreement with TCG Information Systems of Australia and serves as the North American distributor of FormTrap.

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As a leading consulting, systems integration, Web development and managed services

firm focusing on business systems, PICS has the right people and tools to ensure the

success of an enterprise’s technology initiatives. PICS provides a full range of skills

needed to direct and deliver a successful solution, including strategic direction, business

analysis, management, system design, application development and systems

integration.

PICS offers a number of critical business applications and enhancements, along with

consulting and training, conversions and upgrades, custom programming, full-service

implementation, performance enhancement, project management, and technical

training. PICS is a value-added solution for the new user as well as the mature QAD

customer.

In addition to its consulting division, PICS offers technical and artistic expertise through

its Internet division, PICS Online, which offers server hosting, dedicated connections,

Web page design, programming and consulting for all major system platforms.

PICS: A Leader Partnering with Leaders PICS has formed alliances, partnerships and working agreements with some of the

world’s top technology companies – to deliver the most effective and efficient delivery of

products and services to the customer.

QAD delivers value through collaborative commerce for

manufacturers, empowering enterprises to integrate diverse

business processes and increase profitability. Manufacturers

of automotive, food and beverage, consumer, electronics,

industrial and medical products use QAD applications at

approximately 5,400 licensed sites in more than 80 countries and in as many as 26

languages. QAD enjoys a reputation for leadership and innovation in the industries it

serves. PICS is a QAD Service Alliance Partner and has been serving the QAD

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Enterprise Applications community since 1995. DocLib is a QUD Complementary

Solution and is fully integrated with QAD Enterprise Applications software.

Progress Software Corporation and its companies create

and deliver industry-leading technologies that enable our

customers to build, deploy, manage, and integrate powerful

e-business solutions. Using the Progress OpenEdge platform

a wide variety of deployment options can be offered.

Progress OpenEdge is tightly integrated software infrastructure designed to speed

delivery of enterprise applications to all corners of the organization, provide flexibility

through integrating and extending core business processes to anyone, anywhere, and

improve effectiveness and productivity throughout the business without increasing

resources or cost.

The DocLib Document Imaging Module uses Kofax's

Capture software to scan, index and validate documents

prior to releasing them into DocLib. Kofax is a leading

developer of application software and image processing

products for the Electronic Data and Document Capture

(EDC) market. EDC is essential to helping paper-intensive organizations economically,

reliably and securely incorporate paper-based information into their electronic business

processes.

Fujitsu offers a comprehensive range of high quality,

dependable IT products. PICS is an authorized reseller of

Fujitsu scanners.

The ISYS product range offers knowledge management and information retrieval

software for network and Internet based enterprise systems. ISYS is the search

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component of corporate portals, e-commerce sites and Web-based corporate solutions

around the world. ISYS creates a link for people from what they want to where to find it

by leveraging opportunities, maximizing innovation and

avoiding the loss of knowledge assets. ISYS text retrieval

component, which has been in continuous development

for years, is a powerful and mature product and is the

most accurate search and display capabilities on the

market today.

Built on a platform of producing reliable and robust software,

TCG Information Systems has a strong reputation for

service and support. The team of creative, tech-savvy

experts holds a passionate belief in the importance of open

and responsive communication with customers. TCG has

been heavily involved in developing world-class printing and bar-coding solutions for

more than 28 years. TCG now has well over 1,000 customers in all parts of the world,

including the United States, Asia and Europe. As TCG’s flagship product, FormTrap has

a strong pedigree born from a heritage of well-established printing solutions. FormTrap

is used by some of the world’s leading companies, and has evolved from a print

formatting solution into a fully-fledged electronic document design and delivery system.

It is a key element of the DocLib Enterprise Document Management Solution.

DocLib Modules: Working Together Each of the modules that comprise the DocLib System allows this robust application to

unify the document management of an enterprise. All the elements work in harmony to

provide the company with a seamless integration into every QAD Enterprise

Applications element of the business.

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Base Module: This is the foundation for the DocLib product, allowing users to add, find

and manage documents. A structured approval process can be utilized to control the

creation of documents, including electronic signatures. The Base Module includes the

DocLib Database, an interface

designed based on the look-and-feel of

Microsoft Windows, and includes all the

toolsets to help organize documents

quickly and efficiently. Using the Base

Module, users can store documents in

DocLib, add and delete files and

folders, create document types, view

documents and perform a number of

other document management functions.

The Base Module provides a structured

approval process that can be used to control the creation of documents, including

electronic signatures. The module provides three levels of security: general security,

folder level, and file level.

• Electronic Reports Management (ERM) –which is included in the DocLib Base

Module - allows the QAD user to print any report or form directly to DocLib

through any DocLib-enabled printer, places a copy into DocLib and assigns

relevant keywords for future recovery. There is no need to print, file and store

hardcopies of QAD reports or forms; DocLib’s ERM automatically creates folders

and file names that are logical and relevant to the document.

• Enhanced Search is a critical piece of the DocLib Base Module, which provides

advanced searches for words or phrases that exist within documents stored in

DocLib. This powerful research tool is integrated with the DocLib security model,

thus enabling access to full-text catalogs to only those users with sufficient

privileges. Accessible through a link on the user’s Windows Toolbar, searches

are conducted for words or phrases that may exist in documents, keywords or

text renditions or image documents (including OCR-rendered files) as well as

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hundreds of third party application documents, such as Microsoft Word and

Adobe PDF. These searches are extremely fast, allowing users to quickly find the

occurrence of those words

and phrases in every

document stored within in

the system. The Enhanced

Search Module provides

annotation, rendering, and

drill-down capabilities.

These features allow users

to attached a note to a document for future reference – including a text message,

link to a Web site, a query that generates a full search based on the data in the

annotated field (which is highlighted with the document is viewed), or an attached

file linking this document to another in DocLib. In addition, DocLib also

automatically searches current and legacy documents in Microsoft SharePoint

through the Enhanced Search Module (part of the March release of DocLib 3.0) ,

and DocLib's QAD Context Search allows users to continually search for

documents without leaving a QAD session (available for Character, GUI, NetUI,

and Desktop2 interfaces).

Data Capture Module: Users can scan documents (even handwritten), capture key

data and then generate QAD transactions. For example, supplier invoices can be

scanned and paired with data from the QAD PO and receipt transactions, automatically

generate Accounts Payable vouchers.

Increased flexibility for companies is available with the addition of a data collection/bar

coding solution for QAD Enterprise Applications users. Integrated with DocLib’s Data

Capture, users are able to scan handwritten forms and perform one or more

transactions within QAD. Because of its flexible architecture, DocLib’s Data Capture

adapts easily to changes in business processes and offers “plug and go” integration

with QAD Enterprise Applications, making the most of a robust family of data collection

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devices. Harnessing DocLib’s document management power, the system now added

new functionality, enhanced processing speed and the ability to integrate distributed

operations, including inventory control transactions, unplanned receipts, cycle counts,

site and location transfers, inventory detail maintenance, physical inventory counts,

production reporting transactions, work order receipts, backflushes and more paper-

driven processes.

Data Capture eliminates rekeying and manually entering handwritten data, and allows

for the creation of multiple QAD transactions from a single form.

DocLib Data Capture Module: Users can scan documents (even handwritten),

capture key data and then generate QAD transactions. For example, supplier invoices

can be scanned and paired with data from the QAD PO and receipt transactions,

automatically generate Accounts Payable vouchers.

Increased flexibility for companies is available with the addition of a data collection/bar

coding solution for QAD Enterprise

Applications users. Integrated with

DocLib’s Data Capture, users are

able to scan handwritten forms and

perform one or more transactions

within QAD. Because of its flexible

architecture, DocLib’s Data Capture

adapts easily to changes in business

processes and offers “plug and go”

integration with QAD Enterprise

Applications, making the most of a robust family of data collection devices. Harnessing

DocLib’s document management power, the system now added new functionality,

enhanced processing speed and the ability to integrate distributed operations, including

inventory control transactions, unplanned receipts, cycle counts, site and location

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transfers, inventory detail maintenance, physical inventory counts, production reporting

transactions, work order receipts, backflushes and more paper-driven processes.

Data Capture eliminates rekeying and manually entering handwritten data, and allows

for the creation of multiple QAD transactions from a single form.

DocLib Workflow Module: DocLib Workflow is an electronic document routing system

that enables users to process work

more efficiently, faster, and more

accurately than with traditional paper

processing. With the Workflow

Module, documents can be routed

through structured approval

processes, integrated with e-mail.

With DocLib Workflow Automation,

business processes previously left to

stand on their own are now streamlined and improved

Business Forms powered by FormTrap: As an integral piece of DocLib, Business

Forms powered by FormTrap enables capture and delivery of information from both

legacy and new applications for more efficient production, storage, distribution and

recall in any medium. This industry-leading dimension makes DocLib dynamic in forms

building, generation and printing. Business Forms powered by FormTrap builds

sophisticated and professional looking business documents and forms, delivered the

way your customers, suppliers and stakeholders want them – fax, e-mail, or standard

mail.

Business Forms on Demand: DocLib’s Business Forms on Demand Module allows

creation and delivery of the right form to the right person at the right time – tailored to

the specific business need of the customer or supplier. The Business Forms on

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Demand Module is flexible and powerful, producing up-to-date forms, eliminating the

need for warehousing stacks of outdated forms and documents.

Web Client: PICS offers DocLib through a Web client license for remote connectivity,

document security, and password-protected and limited access by contractors,

suppliers, other service providers and customers. DocLib: User Focused Enhancement As a organization dedicated to providing full-featured functionality and improvements to

enhance the usability of its products and services, PICS is constantly talking to

customers about its products and offerings, seeking best-in-breed technologies with the

user in mind. Asking, listening and improving are hallmarks of each member of the

PICS team. Each enterprise business has specific and unique needs to meet their

corporate mandates and delight their stakeholders. The ever-changing needs of

business will drive the technology improvements to DocLib – and motivate the PICS

team to serve business with excellence.

DocLib 3.0: Continuing Improvement in Key Areas PICS has completed and integrated significant changes in the March 2009 release of

DocLib 3.0. Each of the enhancements built into the upgrade delivers major

enhancements and improvements to the flexibility and application of the product’s tools:

Improvements to Enhanced Search: DocLib has integrated ISYS Search Software

Version 9.5 into its search capabilities, producing one of the most powerful and versatile

enterprise document management system search engines available:

• Users can search documents throughout the enterprise without closing working

programs and systems by clicking on an integrated desktop icon, producing

search results without slowing the employee’s productivity;

• By entering any number of criteria, DocLib simultaneously searches through

documents stored in both DocLib and Microsoft SharePoint, which ensure

efficiencies and saves time for the user and the company;

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• This improved search produce results in enhanced and relevant groupings of

data, which simplifies its use into working projects critical for the user and the

enterprise.

Business Forms on Demand: TCG Information Systems’ Business Forms on

Demand has been incorporated into DocLib and DocLib’s Workflow Module, giving

users the power to create dynamic forms in .pdf to start the Workflow process. Users

can then tailor forms for a customer, product or service request – produced as needed.

The integration of Business Forms on Demand eliminates the enterprise’s need and

expense of printing and warehousing forms, creating a just-in-time library of customer

and enterprise-ready documents.

Integration of QXtend: DocLib’s Data Capture Engine has been enhanced with QAD

QXtend, a layered connectivity solution that fully supports business messaging and

communications. QXtend has been integrated into DocLib’s Data Capture Engine’s

backend, allowing the user to seamlessly create and implement transactions for internal

use or customers (Currently available only for QAD 2009 SE Voucher Maintenance).

Workflow Dashboard: This new application allows users to more efficiently manage

all the enterprise’s Workflows – those currently in use, as well as closed processes.

The application allows the user a quick and simple view of the Workflows in use at any

time, providing reference points to redeploy or adapt past processes (Available in Full

Client version only).

Multi-Language Capability: DocLib’s labels have been redesigned to allow

translation into a number of languages.

Double Byte OCR: DocLib 3.0 includes the functionality to scan and index double byte

characters (whether in Chinese, Japanese and Korean computing, or any character not

represented in a single byte) through enabled optical character readers. A Kofax-

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supported process, this feature is extremely important in the expanding global market,

as well as domestic businesses reaching into multi-cultural opportunities.

Next Steps toward Enterprise Document Management After reviewing this information, questions will certainly be raised on how DocLib can

best be integrated into specific environments, departments, applications, systems

currently driving the enterprise. PICS is the one-stop source for the solution.

For details on DocLib, and the many other services provided by PICS, contact:

Steve Eisenberg, Product Sales Manager • Phone: 609-702-3900 x333 • E-mail: sae@pics.com

Tim Rabaut, Director of Sales & Marketing

• Phone: 248-876-9150 • E-mail: twr@pics.com

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Glossary of Terms Cloud Computing: A type of computing that is comparable to grid computing, relies on

sharing computing resources via the Internet or closed-network rather than having local

servers or personal devices to handle applications. Data Capture: Data Capture is the process of automatically extracting information from

forms. These forms are scanned via the same process and hardware as described in

Document Imaging; the primary difference is the use of the scanned image. With Data

Capture, pieces of data will be isolated from the form and used to produce a

transaction.

Document: Any file stored within the Document Management system.

Document Imaging: The process of scanning a hardcopy document into an

electronic format, which then can then be indexed and loaded into the

Document Management system.

Electronic Reports Management (ERM): Technology that dramatically decreases the

amount of paper printouts a company might normally produce. An ERM system

intercepts the stream of data that is normally sent by a host computer to a printer. This

information is intelligently indexed and stored as a document within the Document

Management System making it much easier to find data and to display information

Electronic Signature: A computer data compilation of any symbol or series of symbols

executed, adopted or authorized by an individual to be the legally binding equivalent of

the individual's handwritten signature.

Enterprise Document Management: The system that allows users to store, search for

retrieve, view and print documents electronically. An Enterprise Document Management

System is dynamically linked to the user’s primary business (ERP) system.

Integrated Document Retrieval: The process of searching and locating documents

more efficiently. Using Integrated Document Retrieval, a user can quickly access

documents from within a business system using a few mouse clicks, rather than exiting

the business system, starting a new application and locating the document.

Intelligent Character Recognition (ICR): Process by which hand-printed and

machine-printed characters are imaged, then automatically translated into computer-

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usable data. Similar to Optical Character Recognition (OCR) except that ICR typically

converts handwriting to computer-usable data.

Product Data Management (PDM): Replaces manual paper-based processes with a

single, centralized data repository that enables authorized users to create, edit and

update product information.

Optical Character Recognition (OCR): The process whereby typed or printed pages

can be scanned into computer systems and their contents recognized and converted

into machine-readable code.

Workflow: The ability to graphically route a document through a structured process

obtaining authorized approvals when needed.

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Trademarks and Copyrights QAD is a registered trademark of QAD Inc. All other products or company names herein

may be trademarks of their respective owners.

Progress and OpenEdge are registered trademarks of Progress Software Corporation.

Intermec is a registered trademark of Intermec Technologies Corporation.

Microsoft, Windows, Word, Excel, PowerPoint, Publisher, and Outlook are

registered trade marks of Microsoft Corporation.

Dell is a registered trademark of Dell Corporation.

Adobe is a trademark of Adobe Systems.

FormTrap is a registered trademark of TCG Information Systems

Fujitsu and the Fujitsu logo are registered trademarks of Fujitsu.

Kofax, the Kofax logo, and Kofax Capture are the trademarks or registered

trademarks of Kofax, Inc., in the United States and other countries.

Attribution for content in this document has been noted; other content provided via information through technical partners.