SMART Document Processing and Records Management Solutions

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SMARTi Document Processing Solutions
September 2009
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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.

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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
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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.

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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

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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

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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
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Paper Document Capture
USB

• - Manual Fill
• - Assisted Fill
• - Zone OCR
• - Dynamic OCR
• ADEPT- Rules-based OCR
• Barcode
• - OMR

Batch Scan
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SimpleIndex
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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.

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Remote Document Capture
Office Applications
Drag / Drop
Distributed Scanners
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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

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Document Submission Methods

SMARTi.Mail_at_filemark.com
Fax
Coversheet
Direct Send
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Save from MS Office
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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

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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

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Computer Output Archiving
Host
Print?
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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.

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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

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Reprint and Barcode Insertion
PCL Print Data
OM Plus Spooler
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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

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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

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Invoice Approval Workflow
STOP
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Workflow View Administration Windows
Help
Case Notes Accounting Shipping /
Receiving Supervisor v Accounts Payable
Complete Pend Cancel NA
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Workflow Routing (SMARTi Web)
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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 ..

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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.

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Data Integration Term. Emulator App.
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Data Integration Client/Server App.
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Data Integration - Browser App.
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Integration Toolkit
SMARTi URL API
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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.

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Record Classification
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Disposition Stages
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Audit Trails
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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

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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

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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
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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.

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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

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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

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• Transforming Business Documents into
• Organized Information Assets

www.filemark.com 508-865-4844