Enterprise Content Management 101:

Gain Significant Cost & ResourceSavings for Your Business

917 West Hawthorn DriveItasca, IL 60143

Phone: 630-875-1100Fax: 630-875-1101

www.idt-inc.com

Can your organization benefit from an Enterprise Content Management Solution?

The answer is yes, if you…• Need instant and reliable access to archived documents

• Must quickly provide remote departments easy access to documents

• Experience lost or misplaced files

• Are running out of floor space and your file cabinets are full

• Are still using microfilm

• Manage thousands of paper documents, reports and/or PC files

• Must meet regulatory or audit requirements

• Have paper documents that are an information asset critical to your business that you can’t afford to misplace or lose to natural disaster

Quantifying the Problem

• “A typical, knowledge worker spends anywhere from 15 to 35% of their time looking for information.” – AIIM

• 25% of enterprise paper documents are misplaced and will never be located

• “After investing strategically in content management, enterprises usually can save at least half of the time and money now spent on non-automated document management”

– Gartner Group

What is Enterprise Content Management?

ECM is the electronic capture, storage, retrieval, routing and management of multiple data types – including digitized images, faxes, and electronic data.

ECM in Its Simplest Form

Storage MultipleDatabases

AlternateStorageMediums

Input

Retrieval

Web or Windows Route Email Print/Fax

Can ECM Help You?

– Reduce your transaction costs

– Streamline your processes

– Leverage your internal systems

– Prepare for disaster recovery

– Meet regulatory requirements

– Resolve transaction discrepancies faster and at less cost

Time to handle transactions

Number of touches

Lost files

Resources required

Physical plant costs

Material and shipping costs

Self-service

Yes! If it is important for you to.…

Can ECM Help You?

“Obsessing over processes and getting them right is the only way a company can survive, especially now that the new economy has left early childhood and grown into a gangly, unpredictable adolescent.”

Michael Hammer, author

“Reengineering the Corporation”

Yes! If it is important for you to.…

– Reduce your transaction costs

– Streamline your processes

– Leverage your internal systems

– Prepare for disaster recovery

– Meet regulatory requirements

– Resolve transaction discrepancies faster and at less cost

Can ECM Help You?

Capture, store and retrieve unstructured data

Map critical business processes

Collaborate between internal and external sources

Yes! If it is important for you to.…

– Reduce your transaction costs

– Streamline your processes

– Leverage your internal systems

– Prepare for disaster recovery

– Meet regulatory requirements

– Resolve transaction discrepancies faster and at less cost

Can ECM Help You?

• Acts of God, Human Caused Disasters – any loss of data!

• Securities and Exchange Commission (SEC), 1 WTC

– Within 2 days retrieved all documents stored electronically and resume investigations

Reported in December, 2001 issue of Transform Magazine

• Empire Blue Cross and Blue Shield, North Tower, WTC

– Only content lost was in the incoming mail that day

Yes! If it is important for you to.…

– Reduce your transaction costs

– Streamline your processes

– Leverage your internal systems

– Prepare for disaster recovery

– Meet regulatory requirements

– Resolve transaction discrepancies faster and at less cost

Can ECM Help You?

Yes! If it is important for you to.…

– Reduce your transaction costs

– Streamline your processes

– Leverage your internal systems

– Prepare for disaster recovery

– Meet regulatory requirements

– Resolve transaction discrepancies faster and at less cost

Can ECM Help You?

As much as 40% of transaction costs are directly related to managing transaction discrepancies

Low-cost remote access

Self service

Collaboration

Yes! If it is important for you to.…

– Reduce your transaction costs

– Streamline your processes

– Leverage your internal systems

– Prepare for disaster recovery

– Meet regulatory requirements

– Resolve transaction discrepancies faster and at less cost

What should you demand in an ECM solution?

• Faster ROI

• Mitigate risk

• Less training required

BenefitAttribute

• Simplicity of implementation

• Easy to use

• Scalable

• Three tier

• Leverage existing security

• Industry standards

• Reduce training costs

• Match interface to user’s needs

• Full functioning web client allows access from anywhere

• Replaces cumbersome “tree” approach

• One stop shopping for searches

Attribute Benefit

• Simplicity of implementation

• Easy to use

• Scalable

• Three tier

• Leverage existing security

• Industry standards

What should you demand in an ECM solution?

• Meets needs of small user group

• Meets needs of enterprise

• Single product across the enterprise

• Single code base for support

• Reduces IT costs

Attribute Benefit

• Simplicity of implementation

• Easy to use

• Scalable

• Three tier

• Leverage existing security

• Industry standards

What should you demand in an ECM solution?

• Easier deployment• Requires less

power at the desktop

• Moves processing to server – freeing user to do their work

• Access to 3rd party databases

Attribute Benefit

• Simplicity of implementation

• Easy to use• Scalable• Three (or “n”) tier

architecture• Leverage existing

security• Industry standards

What should you demand in an ECM solution?

• Prevents maintaining separate security databases

• Lowers IT costs

Attribute Benefit

• Simplicity of implementation

• Easy to use

• Scalable

• Three tier

• Leverage existing security

• Industry standards

What should you demand in an ECM solution?

• Eliminates proprietary databases

• Assures inter-operability with other industry compliant applications

• Lowers IT costs

Attribute Benefit

• Simplicity of implementation

• Easy to use

• Scalable

• Three tier

• Leverage existing security

• Industry standards

What should you demand in an ECM solution?

Selecting an ECM

• Less than 20 users?

• Single department?

• Multiple departments?

• Enterprise?

What type of ECM system are you looking for?

Where is a good place to start?

• Accounts Payable/Receivable (One of the most common applications to begin with)

• HR

• File Room

• Sales & Marketing

• Engineering

• Customer Service

What departments need it the most?

Why is AP a Good Starting Point?Why is AP a Good Starting Point?

Accounts Payable Opportunities

• Many opportunity for significant gains in efficiency and productivity

• Fast ROI potential by implementing content management, process and collaborative automation.

• IDT AP Pilot Pack™ makes it easy to get started.

Daily Challenges for the Accounts Payable Department

• Invoices mostly come from outside the A/P department

• Vendor records that don’t match your records

• Incorrect PO’s

• Invoices that are lost or missing required information

• Inaccurate or confusing statements

• Invoice coding mistakes & entry errors

• Intra-company invoice

• Access to documents

• Staffing

ECM Solutions can Fully Integrate with Existing ERP Systems

Workflow for APWorkflow for AP• Ability to decrease costs by:

– Refining structured work processes that are distributed & dynamic

– Specifying business process roles & responsibilities

– Gaining greater process monitoring and control prior & after ERP system

– Eliminating / automating manual tasks for information gathering, input & processing

– Simplifying workflow participation through integration to ERP system

ECM Solution also Provide Microsoft Office Integration

• What does Microsoft Office Integration allow me to do?– Ability to store, search and retrieve documents that

originated from:• Outlook

• Excel

• Word

• PowerPoint

• What is the benefit?– Securely managed repository of:

• Proposals, RFIs, RFPs, RFQs, Leases, Contracts etc.

– Provides a clearly defined audit trail – Improved access for a wider range of users

• What processes can use it? – Contract / Lease Admin / Correspondence

About IDT

IDT’s MissionProvide integrated ERP/ECM solutions that…

• Organize, memorialize & secure your company’s most valued content:

- Paper records

- Financial reports

- E-mail

- Web forms

- Any universal content

• Automate manual business processes

• Reduce the total cost of ownership of ECM, ERP & CRM solutions

• Maximize your organization’s profitability

• Mitigates organizational risk

Companies in various industries trust IDT:

IDT Clientele

• Extends the IDT offering to include ERP and CRM solutions

• ERP & CRM with ECM to fully harness the power of business information and drive efficiencies

• Focusing on delivering integrated and compliant ERP and ECM solutions to the mid-market

• Certified Microsoft Business Solutions Partner

• Microsoft Certified Partner (classic products)

• Acquired Rapid Process Management, Inc. in June of 2003

– 60+ ERP/CRM Customers

– CPA, Project Accountant, Implementation Consultants, PMP

IDT Consulting

E-Mail MgtE-Mail MgtSystemsSystems

ERP & CRMERP & CRM

Electronic Doc. Electronic Doc. Mgt Systems Mgt Systems

(EDMS)(EDMS) Imaging Imaging SystemsSystems

Records & Records & ComplianceComplianceMgt SystemsMgt Systems

(RM)(RM)

Enterprise Enterprise Content MgtContent Mgt

Systems (ECM)Systems (ECM)

IDTIDT SolutionsSolutions

Complete Information Management

• Data and Document Capture Software

• Content Management Software

• Complimentary Solutions− Faxing Solutions− E-Forms− Custom Programs

• ERP Integration

• Content Management Hardware

• Infrastructure & Security

IDT Product Offerings

IDT Product Offerings

• Integrated ERP and ECM• Records Management• Sarbanes-Oxley & Compliance Tools• Process Automation Software• Capture Equipment and Software• Servers• Customization Services• Integration & Training Services• Technical Support

Public or private, all companies are accountable!™

Installed and Operational in as Little as Two Weeks!

• ECM software for document capture and management

• High-speed document scanners• System servers and workstations• Application design • Installation, training & long-term support services

™

IDT Product Offerings

Capture Components:Capture Components:

IDT ECM Partnerships

Hardware Components:Hardware Components:

Content Management Components:Content Management Components:

IDT Service Offerings

• Requirements Analysis

• Product Selection

• Complete System Design

• System Implementation and Integration

• System Administrator & End-user Training

• Long-Term System Support

“IDT has helped the Recorder’s Office live up to its mission of providing outstanding customer service and excellence in maintaining and preserving Will County land records”

-Mary Ann StukelWill County Recorder

“IDT did not sell us more technology than we needed. The biggest benefit of the new document management system is that there is round-the-clock access to files. Needless to say, the new system has made all of us a great deal more efficient.”

-Don CatalonoRecords SupervisorArlington Heights Police Department

Success Stories

“IDT has built many strong working relationships with members of the hardware, networking and applications groups here in Winston. They are professional, focused, and hard working. It has been a pleasure to work with them.”

-Nancy ReachTechnical Administration ManagerAon

Success Stories

“IDT’s forward-thinking, integration expertise, rapid deployment, thorough training efforts, and commitment to helping us discover new ways to leverage our existing technology investments to connect information across the enterprise have placed us on the cutting edge of technology and has significantly improved services to our nearly 16,000 global customers.

Erich WalterProject Manager Surveys SupportCollege of American Pathologists

“You have a great staff at IDT! Your support did an excellent job today. They were very informed and they were able to resolve all of our questions we were having. Super thanks!”

John D. Kalomiris- Director of Data Capture Hallmark Data System

“We have gad a significant discussion around how I have been with you services over the past few months. Mercer again had an urgent need to solve a business problem. Your team stepped up to deliver. I can not express my appreciation enough on how quickly your team responded, and created an innovative solution to our complex problem. I am very happy that we have established this relationship.

Kevin KanoonMercer Human Resource ConsultingDeerfield, IL

Industry RecognitionBest ROI Award 2003 - for Hallmark Data Systems Installation

Labor and productivity:• Reduced BPA audit preparation time from two to three days to a matter

of minutes; • Reduced data entry labor costs by more than 50 percent;• Increased form handling capabilities to more than 50,000 forms a day;• Reduced the amount of time preparing files for outside contractors.ROI:• Cost of entire imaging system amortized in one year;• Considerable savings realized in second year.Warehouse/storage space:• Reduced the need to store paper-based forms by 80 to 90 percent;

Reduced annual warehouse costs by thousands of dollars.Customer service:• Improved ease of data monitoring by internal managers, speeding

service to customers;• Reduced the overall number of rejected subscription forms (increased

clients’ total subscription base).

Industry Recognition“Uniting for Success Award” - for College of American Pathologists

Initial Relationship• 2000 – College of American Pathologists purchased an IDT Stellent Image

Management Pilot Pack solution to manage the endless flow of paper. • Selected IDT because of: implementation methodology, advanced web client,

DSMS, line of business integration capabilities

Integration Project• 2002 - wanted to enhance solution by integrating • Added custom features to Oracle and PowerBuilder screens. • Integration allows users to easily search & retrieve content stored in Stellent

from a centralized location – eliminating the need to go between multiple applications

Benefits• Entire process of accessing stored content is streamlined & efficient• Saves time & effort and translates to an increased level of customer service. • Can get information to each other and their customers “quicker & easier than

ever before”

IDT eStoreShop on-line at: www.idt-inc.com/estore

What Makes IDT Different?

• IDT provides complete ECM, ERP and CRM solutions

• Over 100 combined years of industry experience

• Pilot Packs™ and IDT Complete™

• Educational, consultative approach to customers and prospects (IDT Library, whitepapers, webcasts, seminars, etc.)

• Proven, repeatable methodologies

What Makes IDT Different?

• Dedicated support desk and systems

• Seek perpetual relationships with our customers and suppliers

• Flexible solutions, tailored to meet our client’s business objectives, budget and technological needs.

• Focus on complete customer and supplier satisfaction

For more information, please visit:

www.idt-inc.com/library and

www.idtconsulting.com/library

or contact IDT at:630.875.1100

info@idt-inc.com