Armed & PaperlessDiscover how Document Management can Revolutionize your Business

Save Time, Money and Space

Paul Crompton – VP V1 Document Management Inc.Nick Kudrycz – Technical Manager V1 Document Management Inc.

V1 Document Management

Introduction

Established in 1989 – experienced Over 2,500 customers 17 worldwide offices – Boston and Orlando 5th Largest Software Company in Europe Business Partners in 20 countries Software Authors Specialize in Integrations with ERP systems Award Winning Solutions ROI in typically in 6 months

DbArchive

DbScanner DbCapture

OCR

XML

DbAuthorise Output ManagerForms Design

Auto Email

Auto Fax

Finance

Systems

DbWeb Retrieve

Saving Time, Money and Space

Today's Demonstration Finance

Expand into other business areas

Contract management Case management Student records Design Documents HR and Payroll

AP Issues

Focus on 2 areas of business

Purchase Invoice data capture Purchase Invoice approval

Software Demonstration

Nick Kudrycz – Technical Manager

AP Issues – PI Processing

Business problems – Without Document Management

Manual data entry expensive Manual processing prone to error Paper documents get misplaced in AP Document Retrieval is a problem Auditing time is increased Difficult to Disaster Recovery Plan Storage of documents – Space issues

Business solutions from V1

Automated data capture using OCR Header Level Line Level Train the system to capture the data Apply business rules to captured data Captured images available to view immediately and share

AP Issues – PI Processing

AP Issues – PI Approval

Business problems – Without Document Management

Internal mail costs for document delivery Multiple locations increases the cost Delays in approval, delays in payment Documents get mislaid, no automatic tracking

AP Issues – PI Approval

Business solutions with V1

Documents and approvals delivered electronically Users instantly notified, approve documents online Complete administration for tracking and reminders

Why use V1 Document Management ?

Save Time and Cost Save on filing, photocopying. Save storage space.

Save on external archiving/storage

Improve Productivity Make documents available instantly to key staff

Compliance IssuesSecure archiving without the paper

Removal of redundant/expired documents

Business Continuity / Disaster RecoveryReduce the chance of losing valuable documents

Secure controlled accessNon revisable permanent records

Version Control Full historyAudit Trail

Green Agenda Use less paper, fewer photocopies, more efficient document delivery

Why use V1 Document Management ?

The cost of Paper :-

Using PaperMoving PaperFiling Paper

Storing PaperCopying Paper

Retrieving PaperLabour costsOffice Rent

Compliance Initiatives

Have all gone up……….

You can now buy 1 terabyte of storage for $100This will hold 1000 copies of the Encyclopedia Britannica

The cost of scanners has also dropped and most new copier machines or multi function devices now have the capability to scan documents

A V1 system does not need a vacation, wont complain about its working conditions, does not belong to a union and never complains about working over time

Bringing visibility to the ROI – Hidden CostsStaff spend 15% of their time locating and retrieving documents7% of documents get lost and 3% are misfiledIt takes 25 hours to recreate the information for any lost documentThe cost of unauthorised access to confidential documentsThe cost of time spent in routing and tracking documents that require a review and an approval process manually is estimated at $1 per document

The average business spends

$20 on labour to file each documentLoses 1 out of 20 documentsSpends $25,000 to fill a four drawer cabinet and $2000 annually to maintain it

Document Management is one of the top 10 technology priorities in the world today

So Calculate the ROI ………………………..

ROI Calculation – V1 can help

How many filing cabinets do you have ?Do you have an off-site storage facility – What is the cost ?Do you store documents with a third party storage company – What is the cost ?Number of copies made of incoming documents ? Do you spend on pre printed stationery ?What are the courier costs to move paper around your organisation ?How long does it take to retrieve a paper document ?How many people handle each document ?How much time does it take to file a paper document ?

These are just some of the questions we ask as part of our solution design and ROI analysis that we undertake for every client

We then produce an ROI report for you and show you ways that we can save you TIME, MONEY AND SPACE