Archiving challanges v 1.0 ahmed shawki

Archiving Challenges

By: Ahmed Shawki

Senior Business Development Manager

Agenda

Paper Management

Paper Problems

Intelligent Capture Solutions

Physical File Management

Case Management

Why Content Management needed

Information Archive

Q & A

The Paper Management

Managing volume and variety Forms, documents, digital pictures, electronic formats

Inefficiency and expense Slow, sequential, “one-person-at-a-time” processing

Inadequate information access Global, 360-degree access to citizens data and business transactions needed

Compliance Difficult to establish controls and comply with regulations

Citizens service Need for better, faster reactions to citizens inquiries

Managing volume & variety

Forms, documents, engineering

drawings, maps; all need to be

archived

Inefficiency and expense

Papers search / retrieval is in-

efficient & time consuming

File storage takes thousands of

square feet of expensive office or

warehouse space.

Security and Information

Protection

Poor security – loss, fire,

degradation

No backup

4

The Paper Problem within an organization

Inadequate information access

Inability to immediately access data

anywhere in the company or outside

the company

Often the original file is the only copy;

if someone leaves it on a desk, no

one else can use it. Worse, if a

disaster destroys a file, millions of

dollars of crucial information can

vanish.

Compliance

Difficult to enforce policies and

regulations

5

The Paper Problem within an organization

A Typical company:

Makes 19 copies of a single

document

Spends $20 in labor to file one

document

Spends $120 in labor searching

for each misfiled document

Loses one out of every 20

documents

Spend 25 hrs recreating each

lost document apart from

disasters & losses

6

Sources: PricewaterhouseCoopers and IAPP

The Challenges of Paper within an organization

Invoice Number

Vendor Name

Purchase Date

Subtotal

Grand Total

Payment Terms

• 10010

• Acme Products

• 30 January 2008

• $ 6,014.81

• $ 6,025.88

• Net 30 Days

Capture Classify Extract Validate Store

Intelligent Capture Solution

Identify document types based on graphic and text characteristics

Route documents to appropriate business processes or departments

Reduce costs of preparing documents for capture

Classified Documents

Tracking Forms

Criminal Forms

Medical Records

Civil Forms

Order to Seal

• Doc Type • Case # • Gender • Race • Date

• Court order • 8791233 • Male • White • 12-Mar

2010

Capture Classify Extract Validate Deliver

Classify, Identify, & Organize Documents

Doc Set 4

Doc Set 1 Patient folder: 0045128

Doc Set 2 Doc Set 3 Patient Folder: 0045670

Addressing Complex Document Sets

Automatically organize documents into multiple levels

Single and multi-page docs plus attachments

Automatic extraction of machine-printed and hand-printed text

Data extracted using both zonal regions and intelligent freeform extraction rules

Reduce data entry and operations cost


• Court order • 8791233 • Male • White • 12-Mar 2010


1830662112

Civil

Seal Record

Court File #

Case Type

Doc Type

Automate Data Extraction

Intelligent Data Extraction

SSN

Patient #

Date

555-44-3333

369-6123

04/08/08

SSN

Patient #

Date

555-44-3333

369-6123

04/08/08

Extracts data from all document types using zonal or freeform data extraction

Identifies regular patterns and data formats to increase accuracy

12

Auto-Learning of Documents

New, text-based classification

Service Invoice

Work Order

Total

• Well suited for documents with

variations in layouts or size

– Invoices with floating footers

– Documents coming in from different

channels

• No setup required—automatically

determines text block and

position pattern

Delivers significant classification accuracy improvements = ROI

Automated validation against data sources, business rules, and applications

Manual validation to inspect errors

Increased data accuracy, minimizes exceptions , increases productivity




1830662112

Civil

Seal Record

Court File #

Case Type

Doc Type

Business Systems, Databases

Ensure Highly Accurate Information

Dynamically control where documents are exported

Automatic naming convention of document files based on values

Assign attribute values based on data captured




Deliver Information

15

Intelligent Enterprise Capture Solution

CAPTURE

© Copyright 2012 EMC Corporation. All rights reserved. 15

• Desktop Scanning

• WEB-BASED Scanning

• MOBILE CAPTURE

FIELD OFFICES/

CUSTOMERS

BRANCH OR

REGIONAL OFFICES

Physical Files Management

Checks /

Dispatching

Internal Systems

External

Participants

Internal

Participants

Internal

Sources

External

Sources

Case

Management

Team

Collaboration

Notification

Documents generation

Updates

Record

Citizen/ Customer

Approvals / Assignment

Case

Management

Team

External Systems

Case Assessment

& Assignment Case Solution Case Closing Case Initiation

Case Management

Content Server

SOPs

video

presentations

proposals

specifications

project plans

illustrations

detailed designs

photos

web Information

animation

emails

research

scanned documents

forms

resumes

market requirements

product requirements

fingerprints

letters

white papers

SOWs

contracts

POs

invoices

meeting notes NDA

data sheets

competitive analysis

Unstructured

Structured 30%

MRP

ERP

Order Mgmt.

CRM

Policy

Mgmt.

Distributed/Federated Repositories with Centralized Management

Lifecycles

Workflows

XML Component Management

Version

Management

Manage all content types

Content Server provides content repository

Library Services Check-in, Check-out

Security and access control

Version management

Lifecycles & Workflow Services

Full-text Indexing & Search

Native XML Management Relational Object Model

Globalization Full Unicode support

Scalable, Reliable & High Performance Clustering

Billion-objects benchmark

High volume processing

Content Server

Paper in not the only challenge

Information Archive

19

• Ingests structured data and unstructured content in a single, unified

archive, providing a holistic view of related information.

• Gain a long-term, compliant archive, meeting retention requirements and

ensuring auditability, defensibility, and easy accessibility when needed.

.

• Leverage cost savings in infrastructure, administration, and operations by

archiving static and valuable information. Achieve even more significant

cost savings to decommission legacy applications.

• Archive hundreds of billions of static records including transactions and

statements with high-volume, rapid ingestion of data.

20

Questions & Answers

For More Information

Website: www.its.ws © 2010 International Turnkey Systems Group (ITS). All rights reserved. January 2010.

ITS, and the ITS logo, registered Patent and Trademark.

Other product names mentioned herein may be trademarks and/or registered trademarks of

their respective companies. Technical specifications and availability are subject to change

without notice.

http://www.its.ws/

Archiving challanges v 1.0 ahmed shawki

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