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SMART Document Processing and Records Management Solutions

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Title: SMART Document Processing and Records Management Solutions


1
SMARTi Document Processing Solutions
September 2009
2
Company Overview
  • FileMark Corporation software developer, direct
    professional services provider, founded in 1989,
    based in Millbury MA
  • Technology Focus transactional document
    processing, document submission, report
    archiving, records management
  • Industry Solutions Distribution, Manufacturing,
    Healthcare, Financial Services, Higher Education,
    Publishing, Local Government.

3
Why Manage Documents?
  • 80 of business information still retained on
    paper
  • Cost to file a document is 20
  • On average it takes 5-10 minutes to locate a
    properly filed document or discover that someone
    else has it out
  • Cost of searching for a misfiled document is 120
  • Cost of recreating a lost document is 250
  • A 4-drawer file cabinet with 15,000-20,000 files
    costs 25,000 to fill and 2,000 to maintain.

Info sources Cap Ventures, Inc. Magazine,
futurelawoffice.com, Citigroup
4
EDM Benefits
  • Paperless business process efficiency
  • Cost avoidance and existing cost displacement
  • More responsive customer service
  • Improved document search, security and control
  • Instant on-line collaboration
  • Business risk mitigation and regulatory
    compliance.

5
SMARTi
  • Document Imaging batch scan index,
    barcode/OCR/OMR, workflow, application
    integration, Web-based search and retrieval
  • COLD/ERM unattended computer output report
    archiving, distribution, presentment, data mining
  • Document Submission Archive unattended external
    document submission via fax, eMail attachments or
    MFP scanners, ad hoc eMail archiving
  • Records Management classification, rules-based
    record retention, migration and disposition,
    audit logs, WORM storage

6
Business Applications
  • Invoice processing (Accounts Payable)
  • Proof of deliveries (Accounts Receivable)
  • Customer service, vendor management (Call Center)
  • Paperless computer output archiving, distribution
    and presentment
  • Unattended document submission archive
  • Transactional document processing, case
    management
  • Records management, long-term document and eMail
    archiving

7
SMARTi Architecture
MS Windows Server
File Storage
Database
SMARTi Base Server COLD - ASCII, EBCDIC, PCL
or PDF WorkflowBase
Desktop Admin Client
FileMark Software End User Supplied
8
Paper Document Capture
USB
  • - Manual Fill
  • - Assisted Fill
  • - Zone OCR
  • - Dynamic OCR
  • ADEPT- Rules-based OCR
  • Barcode
  • - OMR

Batch Scan
9
SimpleIndex
10
SimpleIndex Features
  • Zone OCR fixed templates
  • Dynamic OCR manual point and shoot
  • ADEPT (Automatic Data Extraction for Processing
    Transactions) automatic OCR with pattern
    search/match and lookup dictionaries
  • Auto-indexing barcode recognition, OMR,
    auto-fill from external SQL database, pick lists,
    default values, auto-incrementing values,
    auto-date, auto-complete
  • Document separators bar-coded coversheets, tick
    marks on all 1st pages
  • SimpleCoversheet create/print barcodes for
    automatic processing
  • EZ Barcode Generator
  • Import and index batches of Office documents or
    eMails
  • TWAIN or ISIS USB scanner support
  • Simplex, duplex, magazine scan
  • SimpleQC thumbnails, re-order, split/combine
    pages, de-speckle, de-skew, auto-rotate, rescan,
    redaction
  • SimpleSend for management of distributed
    scanning operations
  • Required documents audit
  • Bates stamping software imprinting, page
    numbering
  • Full-page OCR to MS Word format for text
    editing, interactive correction option
  • Media Wizard create searchable CDs or DVDs for
    physical distribution.

11
Remote Document Capture
Office Applications
Drag / Drop
Distributed Scanners
12
Document Submission Archive
  • Secure, unattended, 24x7 Web-based repository for
    submission, retrieval and processing of
    time-sensitive documents
  • Easy document submission via email, email
    attachments, fax or MFP scanner
  • Save (send) directly from MS Office or Outlook
  • Selective email archiving
  • Return eMails for confirmations, error
    corrections or notifications
  • Flexible document indexing, classification,
    date/time stamping, optional manual metadata
    completion, image OCR, searchable annotations
  • Support for document revisions, view revision
    histories
  • Secure, encrypted browser-based access to
    document repository
  • Quickly find documents and folders by metadata
    query, query by example, query by email, content
    search, taxonomy browse or saved queries
  • All documents converted to PDF for view,
    annotations, print, email and save
  • Required documents auditing, easy document
    workflow routing
  • On-line user registration with flexible document
    security
  • Software license or Private SaaS

13
Document Submission Methods

SMARTi.Mail_at_filemark.com
Fax
Coversheet
Direct Send
14
Save from MS Office
15
DSA Benefits
  • Efficient, paperless document submission process
  • Saves time, labor and money
  • Eliminates the need to copy and mail or
    physically deliver time-sensitive paper documents
    just fax to SMARTi or scan and email
  • No need to print and mail copies of electronic
    documents just attach one or more documents to
    email and send to SMARTi
  • No need to prepare, scan and index incoming
    documents
  • Augments, reduces or eliminates centralized
    scanning and indexing
  • Can be used as a clearing house for easy
    collection and sharing of time-sensitive
    documents from customers, vendors or employees
  • Consolidates documents from multiple sources and
    facilitates document sharing among multiple
    parties
  • Enables instantaneous transaction processing and
    selective email archiving
  • Improves document search, security, control and
    collaboration
  • Ensures procedural compliance and saves trees

16
DSA Application Examples
  • Vendor Invoice Processing
  • Customer Order Processing
  • PoD Processing
  • Field Employee Reporting
  • Selective Email Archiving
  • Save (send) from MS Office
  • Loan Origination
  • Student Aid Qualification
  • Legal Discovery
  • Estate Planning
  • Tax Preparation
  • Signature Cards

17
Computer Output Archiving
Host
Print?
18
SMARTi COLD Overview
  • COLD Computer Output to Low-cost Disk
  • High-volume, automated computer output capture
    and archiving
  • Eliminates printing and manual distribution of
    internal reports
  • Saves the cost of printing, paper, ink,
    microfilm, copies, multi-part forms and postage
    ROI in less that one year
  • Instant access to exact replicas of printed
    reports, statements and invoices from anywhere
  • Reports from reports exports selected report
    data to spreadsheets or databases for sorting,
    reformatting, charting or data mining.

19
SMARTi COLD Features
  • Standard print format ASCII (with optional form
    overlays)
  • Advanced print formats EBCDIC, PCL, PDF
  • Adept Suite print formats AFP, Metacode/DJDE,
    PS
  • Conversion to searchable PDF standard search,
    view, print, e-mail
  • Event Scheduler unattended data capture
  • Affix barcodes prior to printing for subsequent
    scanning with auto-indexing
  • ASCII report compression 10 to 1
  • Report distribution via workflow or eMail link to
    website
  • Query and purge old reports
  • Graphical report definer
  • Original print stream archiving for on-demand job
    reprinting
  • Advanced print spooler option for legacy systems

20
Reprint and Barcode Insertion
PCL Print Data
OM Plus Spooler
21
SMARTi Adept Suite
  • All Points Addressable COLD/ERM capture and
    indexing
  • APA printstreams IBM AFP, Xerox Metacode/DJDE,
    Postscript
  • Produces exact soft copy replicas of data, fonts,
    forms and graphics
  • Input data stream preview
  • Visual, interactive drag and drop creation of
    index extraction rules
  • Visual font mapping
  • Fast multi-threaded batch transforms
  • Output files can be filtered or split into
    individual documents
  • Searchable PDF final format

22
SMARTi Workflow
  • Built-in document/work routing simple to set
    up, simple to use
  • Many applications transaction processing,
    approvals, collaboration, report distribution,
    eForms processing
  • Document-centric work items are SMARTi
    documents with case notes (images, COLD reports,
    office docs, eMail, etc.).
  • Secure work item routing pre-defined users,
    roles, groups, states
  • Optional notifications via eMail reminders,
    timed escalation

23
Invoice Approval Workflow
STOP
24
Workflow View Administration Windows
Help
Case Notes Accounting Shipping /
Receiving Supervisor v Accounts Payable
Complete Pend Cancel NA
25
Workflow Routing (SMARTi Web)
26
SMARTi Web
  • Log-in, password, 128-bit SSL encryption
  • Browse, Simple Query, Smart Query, Advanced
    Query, Full Text Search
  • Search Boolean, relational operators,
    wildcards, partial keywords, date/day ranges,
    file -extensions, includes/excludes, delimited
    search, hit list sub-search, save query, auto-run
  • Full Text Search COLD, OCRd images, MS Word,
    email, PDF and text documents
  • Image OCR option for full text search of images
  • View and scroll thru multiple documents of any
    type in a single PDF
  • View multiple documents side-by-side
  • View as PDF or XLS (COLD only)
  • Up/down sorting of drawers, folders, documents
    and index fields
  • Workflow, searchable case notes and annotations
  • My Cart Checkout Export selected data to
    Excel PDF batch print, save or email
  • Add or change index values
  • New user registration, change user password
  • Email notification with URL link to SMARTi Web to
    view documents and workflow
  • Automatic session termination, support for
    authentication cookies

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PDF XChange Viewer
  • View, manipulate, annotate, eMail, save and print
    PDFs
  • Zoom in/out, rubber band, magnify, fit, rotate
  • Page thumbnails, bookmarks, annotation list and
    reply
  • Annotations highlight, cross-out, underline,
    sticky notes, callouts, text box, typewriter,
    rubber stamps, redaction, drawing and mark-up
    tools
  • Export to image, copy text and graphics, send as
    eMail
  • Fill-in forms, export form data
  • PDF text search
  • And much more ..

51
Application Integration
  • Easy desktop application integration makes the
    SMARTi Repository an extension to any
    data-centric line-of-business application
  • Automates document indexing and search no
    re-keying of data
  • Shows documents side-by-side with
    line-of-business applications
  • User defined templates and user preferences
    multiple document/folder retrieval options,
    multiple auto-indexing options
  • Simple, quick and safe screen scraping, no code
    modifications required to line-of-business
    applications
  • Support for client/server, browser or terminal
    emulator applications
  • Screen OCR technology links to SMARTi URL APIs.

52
Data Integration Term. Emulator App.
53
Data Integration Client/Server App.
54
Data Integration - Browser App.
55
Integration Toolkit
SMARTi URL API
56
SMARTi Records Management
  • Record classification
  • Rules-based record retention, migration and
    disposition schedules for each class
  • Activity and audit logs
  • Non-rewriteable, non-erasable storage management
    (WORM)
  • User/group document access control and functional
    permissions.

57
Record Classification
58
Disposition Stages
59
Audit Trails
60
WORM Hard Disk Archive
  • Adaptive WORM software that works with any
    brand of storage hardware
  • Secure Encryption prevents any modifications
  • Retention Support strict file retention and
    disposition enforcement, configurable policies
    for compliance
  • Secure Erasure supports transparent file
    shredding
  • Integrates with MS Active Directory supports
    single sign-on
  • Affordable best price performance
  • Transparent works with all applications,
    networks and databases
  • High Performance faster than EMC Centera and
    NetApp SnapLock proprietary storage solutions
  • Robust and Scalable capacity growth from
    terabytes to petabytes
  • Automated Archive enables automatic Disaster
    Recovery, can automatically create copies on
    removable optical media

61
Enterprise Security
  • User Authentication
  • Log-on, password,128bit SSL encryption (web
    client)
  • LDAP option, authenticates against MS Active
    Directory for single sign-on
  • Support for authentication cookies (auto-log-on)
  • Support for CAS (Central Authentication Service)
  • Log-on/password bypass (special URL API call from
    integrated application)
  • Automatic log-off after user-defined period of
    inactivity
  • Document security
  • User and group metaphor
  • Allow or restrict document access by specific
    applications, drawers, folders, documents, pages
    or record classes
  • Allow or restrict document access by database
    query value and operator (like, not like, is, is
    not, begins with, ends with, between, , ?, gt, lt,
    gt, lt)
  • Functional security grant or restrict access
    rights to specific functions by users or groups
    (70 functions)
  • File storage network file system or BLObs in
    database tables

62
Backup, Disaster Recovery, HA
Database Replication
SMARTi 2
SMARTi 1
Server 2
Server 1
LAN or WAN
Fault TolerantShared Storage
USB
Internet
WD ShareSpace 2-8 Terabyte NAS RAID 0,1, 5 or JBOD
Browsers
63
FileMark Services
  • SaaS Software as a Service, on-site hosting,
    local document storage
  • AaaS Administration as a Service
  • On-site installation and configuration
  • COLD form overlay design, web conversions
  • LoB application integration
  • Annual maintenance subscription technical
    support, periodic product updates
  • Data migrations OS, DB, legacy systems
  • Training user, admin, on-site or on-line.

64
Cloud Computing
  • Cloud computing is a model for enabling
    convenient, on-demand network access to a shared
    pool of configurable computing resources that can
    be rapidly provisioned and released with minimal
    management effort or service provider
    interaction
  • Essential Characteristics
  • On-demand self-service
  • Broad network access
  • Resource pooling
  • Rapid elasticity
  • Measured service
  • Service Models
  • Software as a Service (SaaS)
  • Platform as a Service (PaaS)
  • Infrastructure as a Service (IaaS)
  • Deployment Models
  • Private cloud (operated by and for a single
    organization)
  • Community cloud (resources shared by a multiple
    organizations but may be gated)
  • Public cloud (infrastructure and resources
    available to all)
  • Hybrid cloud (a combination of two or more of the
    other clouds)
  • Not offered by FileMark

65
Hybrid SaaS Program
  • SMARTi Software as a Service (SaaS)
  • IT control implemented on your server, on your
    premises
  • Easy Budgeting trade cap-ex for op-ex
  • Efficient local image scanning, unattended COLD
    capture and automatic document submission archive
  • Lowest monthly cost minimal capital expenditure
  • Lower risk cancel at any time, buyout at any
    time
  • More secure deployment behind corporate
    firewall
  • No legal issues documents do not leave premises
  • Easy local system integration and customization
  • On-line support, admin. and software update
    services from FileMark

66
  • Transforming Business Documents into
  • Organized Information Assets

www.filemark.com 508-865-4844
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