The Power Of The Paperless Office
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Transcript of The Power Of The Paperless Office
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“The Power Of The Paperless Office”
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AppFolio SecureDocs is a virtual data room for sharing and storing sensitive documents both internally and with outside parties.
AppFolio, Inc. Company Basics:
• Founded by the team that created and launched GoToMyPC and GoToMeeting
• Backed by leading technology companies and investors
• Web-based business software for financial and legal professionals
About SecureDocs
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• Fujitsu customers include over
half of the Fortune Global 500
• 3rd largest IT company in the
world
• Revenue: >US $55 Billion
• Employees: 180,000
Worldwide
• US HQ in Sunnyvale, CA
About Fujitsu
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• Director of Education, Imaging Products Group
• Fujitsu’s worldwide spokesperson
• Chairperson for TWAIN Working Group
• Awarded with “Education” and “Distinguished Service” AIIM Awards
About Pamela Doyle
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• Cost Reduction
• Compliance
• Continuity
• Environmentally Conscious
Business Objectives
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• Numerous forms of content– Electronic– Email– IM– Social Networking– FAX
• Continued reliance on paper– Historical reference– Proof of business– Compliance– Initiate business processes
• Contradiction between proliferation and corporate agility
Barriers
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• First prediction of the “paperless” office was in 1975• Data is growing at a rate of 50% per year; doubling every
two years (IDC)
• 80% of information is still retained on paper (CAP Venture)
• 60% of office worker’s time• 45% of labor costs
Volume of Content
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Polling Question #1
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Facts - Costs
1 Source: PricewaterhouseCoopers
• Document Handling– $20 to file– $120 to find misfiled– $220 to reproduce
• 7.5% documents get lost; 3% of remainder get misfiled• Professionals spend 5%-15% of their reading information but
up to 50% looking for it1
• Duplicate copies
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IDC Study on Document-Related Tasks
Task: Avg. Creating documents 13.3
hrs. Searching for data 9.5
hrs. Gathering infor. 8.3
hrs. Filing and organizing 6.8 hrs. Document routing 4.0
hrs. Document approval 4.3
hrs.
Task: Wasted Reformatting 6.2 hrs. Searching 3.5 hrs.
(not finding) Recreating 3.0 hrs.
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•$24 to process an invoice1
•FAX machine costs $6,200 per year2
•Eight minutes to FAX a document•Store (on premise/offsite)•Deliver
• USPS• Courier
Facts - Costs
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1Source: IOMA2Source: Captaris
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•Reduce operating costs•Do more with less•Streamline business processes•Reduce storage space•Deliver positive customer experience•Capacity improvement•Improve decision making
Objectives - Costs
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•Sarbanes-Oxley (SOX)•SEC 17a 3-4•Dodd-Frank•HIPAA•Data Protection Act•Internal Policies and Procedures
Facts - Compliance
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•Data accessibility•Secure access•Privacy•Audibility
Objectives - Compliance
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Polling Question #2
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•75% of SMBs have no disaster recovery plan1
•Two out of five companies out of business in five years2
• Business suffering an incapacitating disaster with no disaster recovery plan3
– Only 43% resume operations– Of the 43%, 29% still in business in two years– Total of 71% will be out of business in two years
Facts - Continuity
1Source: Inc. Magazine3Source: Gartner3Source: Contingency Research Planning
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•Protect corporate information asset•Business continuity 24x7x365
Objectives - Continuity
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1 tree = 8,333 sheets of paper (conservatree.com) Average office worker uses 10,000 sheets per year
(Xerox) 45% of documents thrown out within 24 hrs.
(Xerox) 65% of organizations say paper usage has stayed
the same or increase (AIIM Int’l.) Manufacturing paper depletes resources
Facts – Environment
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Reduce paper consumption Stop depleting natural resources Reduce gas consumption Reduce carbon dioxide emissions
Objectives – Environment
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• Capture all content• Transform it into a valuable
resource• Combination of hardware and
software
The Solution
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Five Phases of Capture
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“A Document Strategy Handbook, from Simple Scanning to Enterprise Capture”Author: Kevin Craine
Enterprise Capture
Distributed Capture
Intelligent Data Extraction
Automated Indexing
Scan and Store
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Polling Question #3
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Enterprise Content Management (ECM)
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ECM Functionality
Capture (On Ramp) :• Digitize
• Image enhancement
• Scan to archive
• Scan to process
• Mobile/Cloud
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ECM Functionality
Manage:• Metadata
• BCS
• Search & retrieval
• Security (access control)
• Collaboration
Store:
• Media
• Magnetic
• CDs/DVDs
• Blue Ray
• Premise
• On
• Off (Hosted/Cloud)
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ECM Functionality
Preserve:• Declaration
• Retention
• Disposition
• Audit trail
Deliver:
• Workflow
• EAI
• Output options
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The Benefits
• Improve content accessibility and security• Enable collaboration and communication• Provide online access• Enhance customer service• Ensure physical protection• Compliance (audit trail)• Better business intelligence
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Return on the Investment
• Reduce printing costs• Reduce distribution costs• Increase productivity• Streamline business processes• Save time and boost company-wide
efficiency• Reduce on-site and off premise storage
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Polling Question #4
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Fujitsu and SecureDocs
• Address critical content disciplines• Capture• Store
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FujitsuSpace Saving
Designs
Ease of Use
Space Saving Designs
Intelligent
Image Quality
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SecureDocsSpace Saving
Designs
Ease of Use
Unlimited Storage Audit Logs
Two Factor Authentication
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• Company Overview:– Leading tax preparer and CPA firm– Lansing, Michigan– Founded in 1998
• Business Problem:– Tax business paper intensive
X-TAX
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• Objectives:
– Paperless tax document warehouse– Fast access
• Solution:
– Cloud-based Capture Solution and– Fujitsu ScanSnap Scanners on each preparer’s desk
X-TAX
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• Benefits and ROI (1st Year):– Business process agility– Improved file access– Decreased wait time– Capacity improvement– Save nearly 10K on office paper supplies– Reduced employee work hours
X-TAX
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Property Management Plus, Inc.
• Company Overview:–San Jose, CA–4 Person Property Mgmt. & Real
Estate Co.• Business Problem:
–Paper intensive –Regulatory requirements–Need immediate access to client files
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–Relying on traditional information sharing (FAX, Postal & Courier Services)
• Solution:–ScanSnap to digitize files
• ROI:–Eliminate fax–Eliminated courier–PDF enable collaboration–Execute contracts faster
Property Management Plus, Inc.
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Stambaugh Ness, PC
• Company overview:
– Large CPA Firm
– Central Pennsylvania
– Deliberately remained a “small firm”
• Business problem:
– Thousands of pieces of paper
– Efficient records management was ongoing battle
38
Paper
to
Digital
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Stambaugh Ness, PC
– Accounting documentation diversified
– Previously process at office
• Solution
– Eight ScanSnaps
– Digitized at point of origin
• Return on investment
– Dramatically decreased time
– Enable collaboration
– Capacity improvements
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Paper
to
Digital
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• Questions and Answers• Product information, white papers and case studies:
– www.securedocs.com– http://us.fujitsu.com/fcpa
• Microsites:– http://scanners.fcpa.fujitsu.com/casestudies/– ScanSnap at www.scansnapcommunity.com
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Q & A