Time to Remove the Paper from Your Desk and Become More Efficient

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Go Paperless by Automating Your Key Document Processes

Time to Remove the Paper from Your Desk and Become More Efficient

Time To Remove The Paper From Your Desktop And Become More Efficient

Your Presenters

Richard SchoenDirector of Document Management Technologies

Greg SchmidtSenior Technical Solutions Consultant


• HelpSystems Overview• Document Management Introduction• Common Desktop Paperwork Challenges• Webdocs Introduction• Demo• Q&A

The Journey to a Paperless Desktop


Flexible IT Software Solutions

IT operations management

IT infrastructuremonitoring Cybersecurity

Document & forms management

Business intelligence

Compliance & audit reporting

• Workload automation & job scheduling

• Business process automation• Data backup management• Disk space management

• Message & event monitoring• Performance &

application monitoring• Remote monitoring &

management for MSPs• Network monitoring

• Vulnerability assessment• Virus protection• Identification & access management• Security & integrity monitoring• Security policy management• Intrusion prevention & detection• Encryption

• Document & image management• Automated process &

workflow management• Electronic forms management• Signature capture &

approval management

• Enterprise data access• Executive dashboards

& reporting• Mobile data access• Data warehousing

• Compliance reporting• System & audit reporting• SOX compliance• HIPAA compliance• PCI compliance


Document Management Solution Overview








Forms Management

Input Forms—Capturing Data (Webforms)

• Turn any paper-based form into an online form

• Validate data as it’s entered (no re-keying)

• Capture signatures on forms

• Merge data with fillable PDFs for pixel-perfect output

• Store in Webdocs (if form needs to be preserved)

Output Forms—Generating Business Output (iForms)

• Eliminate pre-printed forms

• Generate form document output as PDF, TIFF, Excel, and CSV

• Use spooled files, text files, XML, and database for source data

• Create individual documents or document packets

• Print, email, and file automatically to network folder, SharePoint, or Webdocs


• Managing incoming paperwork• Generating output forms and labels • Creating paperwork packets• Capturing signatures on documents• Managing workflow and approvals• Filling out paperwork• Servicing customers without growing staff

Common Desktop Paperwork Challenges


• Keep users in core business applications• Less training • Less data entry• Faster response times• Push button document viewing• Integrated document capture

Why Integrate Documents to Business Systems?


Business Document Examples

• Invoices• QC documents• HR documents

• MSDS documents• C of A documents• Shop floor

procedures• Testing documents• Maintenance

reports• Machine

inspections• Engineering

change orders

• Bills of lading• Proofs of delivery• Sales proposals• Purchase orders• Contracts• Expense reports• Time sheets• Shipping

documents


Business Challenges

• Going “green”– One tree yields 8,333 sheets

of paper.

– Each office worker prints 1,000 pages per month(10,000–12,000 year).

– 45% of documents are thrown out within 24 hours.

– 768 million trees produce the world’s annual paper supply.

• Knowledge workers spending >20% of their time on document management tasks.• The average document is

copied—either physically or electronically—9–11 times at a cost of about $18.• Documents cost $20 each to

file.• Retrieving a misfiled document

costs $120.


• Regulations (SOX and HIPAA) stress the need for electronic records & proper controls.• Disaster recovery/business recovery: what about the paper?• Pre-printed forms are costly, difficult to manage, and often

become obsolete.• Distributing documents to customers, vendors, and business

partners via mail or fax is costly and time-consuming.

Business Challenges


In the Beginning…


Where Do We Keep Our Documents?

When you’re done with a document, please return it to the filing cabinets.

Thank You,

Finance Team


How Do I Locate a Document Today?

Name: Acme Corp


But We Already Manage Documents!


Introduction to Document Management

• Invoices

• Purchase orders

• Bills of lading

• Proof of delivery

• Statements

• Acknowledgements, etc.

Images are stored in ECM

system or network drive

Documents are scanned

Images are indexed


Introduction to Document Management


What is Document Indexing?

Customer name: Acme CorpCustomer number: 200556

Order: ORD100Order date: 1/1/2016

Order total: $1200.45


Digital Mailroom

Contracts

Scan

AR, AP,finance

Online forms

Web form

Purchasing

Sales orders

Email

Order entry

Invoices

Fax

Humanresources


Capture and manage scanned images, reports, and forms

• Capture scanned image documents

• Manage forms captured via Webforms

• Archive reports for online access

• View documents from any web browser

• Secure by department or user groups

• Version control to track document changes

• Supports any PC file or document format

• On premise or cloud-basedTIFF, PDF, Word, Excel, PowerPoint, Outlook emails, audio and video files

Introduction to Webdocs


Paper and Electronic Document Capture

Paper document capture

Scanner or MFP device

Automated email capture

Monitor inboxes

Inbound andoutbound fax

Scanner orMFP device

Automated foldermonitoring

Application:Generated documents

such as reports and forms

Web formdata capture

Capture data viaonline entry

Automatedworkflow

Approval processing

Applicationintegration

ERP, financial apps, etc.

Applicationcapture

Microsoft add-ins, PDF print driver, drag and drop

UP NEXT...

Demo Time

UP NEXT...

Questions and Answers Please enter your questions in the chat log


Thank You for Attending—Let Us Help You Get Started

Begin Your Paperless Desktop Journey

Next step: FREE 30-minute process review

Website:https://www.helpsystems.com/solutions/document-forms-management

Telephone:Sales: 800-328-1000

Support: 952-933-0609

Technical experts:[email protected]@helpsystems.com

mailto:[email protected]

mailto:[email protected]

Date post:	16-Apr-2017
Category:	Software
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