E dms

ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

Presentation & Product Demo

13th April 2009

About Tele Dynamics Sdn Bhd

Challenges Of Today’s Business

Disadvantages Of Conventional Document

Handling Method

Features Of eDMS

Benefits Of eDMS

Product Demo

AGENDA

Tele Dynamics Sdn Bhd

ISO 9001:2000 Certified

Established 21st January 1981

RM 12 million paid up capital

Net Sales of RM 300 Millions (‘07)

5 Branches – Penang, Ipoh, JB & Kuching, Kota Kinabalu and 26 OA Centers throughout

Malaysia

2 Subsidiaries – Tele Dynamics Solution Sdn Bhd & Tele Dynamics Global Com Sdn Bhd

Employs 456 staff (1st Quarter ‘07), 60% in Technical Service & Support

Exclusive Distributor for TOSHIBA Information & Communication Systems (ICS), and

Retail Information Systems (RIS)

Tele Dynamics Sdn Bhd

Document & Data Processing Solution (DDPS) Division

Our forte:

• Total solution provider in eDMS document management

solution – form processing, eDMS, Workflow, Output Management,

etc

• Industry recognized Document Processing Outsourcing

(DPO) Centre – Singapore Evident Acts conformance



Information gathering

Fast decision making

Cost efficiency

Reduce business process

turnaround time

Customer satisfaction

Increase productivity

/ efficiency / revenue

Conventional Document Handling

Method


High documents volume

90% of corporate memory exists on paper. (Source: Imersion Technologies, Inc.)

Invoice, Delivery Order, Purchase Order, Credit

Note, Report, Statement, Form, Agreement, Letter,

Drawing (Plan, Design), Standard Operating

Procedure, Company Rules and Regulation,

Signature Verification Card….etc.


High labor and equipment cost

0

500

1000

1500

2000

2500

3000

3500

1998 1999 2000 2001 2002 2003 2004 2005 2006

Salary


Difficult to retrieve

“IDC has estimated that the typical

enterprise with 1,000 knowledge workers

wastes $2.5 million to $3.5 million per year

searching for nonexistent information,

failing to find existing information, or

recreating information that can't be found.”

(Source: IDC)


Time consuming / slow

80% of employees waste an average of

half an hour per day retrieving

information, while 60% are spending an

hour or more duplicating the work of

others. (Source: “Show me the Money, Measuring the Return on

KM” Knowledge Management)


High storage & retrieval

cost – on-site / off-site


Misfiled / damage / lost of document

7.5% of all documents get lost, 3% of the remainder get misfiled. (Source: Imersion Technologies, Inc.)

Sales Department


Redundancy cost

The average document gets copied 19 times.(Source: Imersion Technologies, Inc.)

Credit Control

Department

Logistic

Department

Sales

Department

Account

Department

Ground Floor

Delivery Order

1st Floor

Purchase Order

2nd Floor

Invoice

3rd Floor

Contract / Agreement


Decentralized filing


Windows file-level filling method


Disaster / business interruption

76% of business that have a disaster effecting paper storage

will go out of business

Fire destroyed

documents in

Finance and

Account

Department

(Oct 2006)

eDMS workflow

1) Documents are sort

by types.

Admin

Manager

No more hard

copy documents

All scanned

documents are filed

and stored

accordingly

eDMS

Electronic

Route &

Response

Executive

Director

Finance

Manager

Legal

Manager

HR

eDMS

Server

Internet

access to

eDMS

Onlin

e Task

Monito

ring th

rough eD

MS

Admin &

Finance

Legal & Corporate

Secretary

Index &

Export

Toshiba

eStudio

Colour

MFP

Branch Office

E-DMS Server

Single Point

of Access

eDMS Web

Clients

HQ Subsidiaries

Oversea

Branches

Backend

SAP HIS LOAN

Integration to E-DMS

System

Internet /

Intranet

Enterprise Document Management SystemScan & Index Client

(Hard copy and soft copy document)

LAN users access

http://www.wellsfargo.com/

http://primepower.fujitsu.com/

E-DMS

Application

Server

SQL 2000

Database

Server

Image

Server

Branch Office

Single Point

of Access

eDMS Web

Clients

Scan & Index Client

OCR,ICR

HQ Subsidiaries

Oversea

Branches

Backend

SAP HIS LOAN

Integration to E-DMS

System

Internet /

Intranet

Enterprise Document Management System

LAN users access




http://www.wellsfargo.com/


Features Of eDMS

Features Of eDMS

Digital document

250++ file formats

Features Of eDMS

Centralized storage / file sharing

Full T

ext C

onte

nt S

earc

hP

rofile

Sea

rch

Features Of eDMS

Easy retrieval / search index data or text within document

Features Of eDMS

Standardized filing structure Finance Department

Invoice

Purchase Order

Vendor Profile

Sales Department

Quotation

Brochure

Comparison

HR Department

Employee Profile

Rules & Regulations

Employee Suggestion

Administration Department

Contract

Company Profile

Event (Photo / Report)

Features Of eDMS

Restricted access / security

Account User Sales User HR User Logistic User Legal User

HR Department

Data

8 8 8 84

Features Of eDMS

Collaboration

Start Process 1 Process 2 Process 3 End

Hard Copy Document

Start

Process 1

Process 2

Process 3

End

Digital Document

Features Of eDMS

Document Life Cycle

Current Document End Of Life Document

Online Data Offline Optical

Storage

DMS Server

Features Of eDMS

Data Backup in case of disaster

DMS Server

Benefits Of eDMS

Immediate Benefits

• Document retrieval time reduction 30-90% range

• Improved Client Service

• Productivity Gains 20-30% range

• Ability to access documents anytime, anywhere

• Storage & net floor space reduction in 50-80% range

• Reduce mailing and copying costs 50-90% range

• No lost or misfiled documents.

Immediate Benefits

Document retrieval time reduction 30-90% range

Improved Client Service

Productivity Gains 20-30% range

Ability to access documents anytime, anywhere

Storage & net floor space reduction in 50-80% range

Reduce mailing and copying costs 50-90% range

No lost or misfiled documents.

Intermediate Benefits

Cost reduction for archival storage

Cost reduction for internal mail, courier, etc

Improve physical security (write only optical media is

rated at 30+ years, read write media at 10+ years, but for

most intents, the media is virtually indestructible. It’s even

immune to low level radiation fields)

Cost reduction by shipping documents in CD

Potential Strategic Benefits

Reduce business risk

Improve customer service

Projection of a high tech/high touch image to customers

Improve information flow

Significantly improve response time for data analysis

Reduced administrative workload

4. Tele Dynamics eDMS customers ( Partial )Banking & Insurance

EPIC-I Sdn Bhd (Subsidiary of Bumiputra

Commerce Bank )

Aeon Credit

Tokio Marine Insurans (Malaysia) Bhd

Federation of Malaysia Unit Trust Managers

AmAssurance Berhad

Shipping & Logistic

Ben Line Agencies (M) Sdn Bhd

CMA, CGM & ANL (M) Sdn Bhd

Trans-Asia Shipping Corporation Bhd

Diperdana Bhd

Konsortium Logistik Bhd

Integrated Logistic Berhad

Government

NPC

SMIDEC

MITI

Corporate Organization

Bursa Malaysia Bhd

Shell MDS, Bintulu, Sarawak

Courts Mammoth Sdn Bhd

Patrick Mirandah Co. Sdn Bhd

Spanco Sdn Bhd

Kenneison Brothers Sdn Bhd

Berjaya Vacation Club Berhad

Servex Malaysia Sdn Bhd

MPH Group (M) Sdn Bhd

Kumpulan FIMA Berhad

Benkert Sdn Bhd

Sistem Televisyen Malaysia

NorthPort Berhad

Property Developer / Construction

Maju Holding Sdn Bhd

IGB Corporation Bhd

Mah Sing Group Bhd

Trading & Distribution

First Tech Pacific Sdn Bhd

Bausch & Lomb (M) Sdn Bhd

Servex Sdn Bhd

Manufacturing

Onkyo Electronic Sdn Bhd

Product Demo

Thank You

Technology

E dms