“The Power Of The Paperless Office”

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

3

• 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• Continued reliance on paper– Historical reference– Proof of business– Compliance– Initiate business processes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

• 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

Polling Question #1

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

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.

•$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

•Reduce operating costs•Do more with less•Streamline business processes•Reduce storage space•Deliver positive customer experience•Capacity improvement•Improve decision making

Objectives - Costs

•Sarbanes-Oxley (SOX)•SEC 17a 3-4•Dodd-Frank•HIPAA•Data Protection Act•Internal Policies and Procedures

Facts - Compliance

•Data accessibility•Secure access•Privacy•Audibility

Objectives - Compliance

Polling Question #2

•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

•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

Polling Question #3

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Enterprise Content Management (ECM)

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)

ECM Functionality

Preserve:• Declaration

• Retention

• Disposition

• Audit trail

Deliver:

• Workflow

• EAI

• Output options

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

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

Polling Question #4

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Fujitsu and SecureDocs

• Address critical content disciplines• Capture• Store

FujitsuSpace Saving

Designs

Ease of Use

Space Saving Designs

Intelligent

Image Quality

SecureDocsSpace Saving

Designs

Ease of Use

Unlimited Storage Audit Logs

Two Factor Authentication

• 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

–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.

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

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Paper

to

Digital

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

• 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