Xerox LiveKey and Xerox Transactional Content Manager (XTCM) Technology and Innovation White Paper

Transcription

1 Xerox LiveKey and Xerox Transactional Content Manager (XTCM) Technology and Innovation White Paper 1

2 Executive Summary For hundreds of years, business has been driven by paper. From letters to forms, from invoices to spreadsheets, paper documents have come to represent the lifeblood of business activity, keeping company processes and productivity operating at the highest levels. It hasn t taken long for the steady flow of paper into the workplace to become stronger and faster to reflect the changing demands on companies and organizations. Today, faced with a seemingly non-stop wave of paper, managers have been forced to rethink their allocations of time, money, storage space and physical labor resources that are already at a premium for many businesses these days. The introduction of computers, photocopiers and wireless devices seemed to be the solution many businesses had been looking for to deal with managing their paper processes. As much as these new digital technologies have helped stem the tide, in many cases, they ve also added to the paper problem by providing a new avenue to convert digital images into paper form. The Quest for the Paperless Office Today more and more companies are finding that the best way to remove paper from business processes is to head it off before it even enters their buildings. Proactively capturing content makes the information immediately accessible, minimizes manual data-entry, and provides complete flexibility to choose who does the processing and where. Additionally, if data can be directly captured via web forms or with mobile devices, companies can finally put themselves on a path to completely eliminate the paper form. Xerox is leading the charge toward the paperless office with business process automation solutions that can increase efficiencies by making documents, data workflows and repositories more intelligent, secure and cost effective. This document will introduce you to two innovative solutions that work in tandem to help your business do the same: Xerox LiveKey and Xerox Transactional Content Manager (XTCM). The information presented in this document is divided into the following sections: The Paperless Chase: Research from AIIM Market Intelligence... 3 The New Path to the Paperless Office: The Xerox LiveKey / XTCM Solution...3 Start Small and Grow Your System Advantages of Xerox LiveKey / XTCM for Businesses...4 Transforming Paper-Intensive Processes..5 Xerox LiveKey / XTCM in Action.. 5 Making the Transition to the Paperless Office.7 2

3 The Paperless Chase: Research from AIIM Market Intelligence It s a fact that paper-based content can easily clog up business processes, mask workflow, add physical delays, and limit the flexibility of where and how the process takes place. A recent study by AIIM Market Intelligence showed that despite the many challenges of paper-based processes in business, a number of companies are still slow to make the move to a fully paperless workflow. Despite the known benefits, 33% of small and mid-sized companies and 22% of the largest have yet to adopt any paper-free processes. Only 20% of organizations surveyed actively evaluate all processes for driving out paper. Lack of management initiatives or mandates is the most likely reason for the prevalence of paper in so many business processes. Staff is also to blame, preferring to handle and file paper - feeling it s more reliable - and also driven by the perceived need to physically sign signatures. The study also recognized that companies do recognize the benefits of paperless or digital processes to manage documents. 52% reported that administrative staff in their organization would be a third or more productive if their processes were work-flowed using scanned forms and documents, with automated data capture. 70% said that the use of scanning and capture methods improves the speed of response to customers, suppliers or staff by three-times or more. Nearly 30% put the factor as ten times or more. For the complete study, go to The New Path to the Paperless Office: The Xerox LiveKey / XTCM Solution Xerox LiveKey / XTCM is a complete web-based Enterprise Content Management (ECM) solution for document management (repository) and transaction content management workflow. LiveKey / XTCM replaces paper-based document handling and processing with an entirely automated process accessed through a networked Xerox Multifunction Printer (MFP) with a custom user interface. This custom solution combines the speed and cost efficiency of fax with the security, tracking and confirmed delivery of parcel services. LiveKey / XTCM leverages Xerox Extensible Interface Platform (EIP) and cloud computing. The EIP turns the MFP into a workflow node on the business network. Customized buttons at the touch screen interface connect to customizable routing schemes that allow users to securely send documents to specified destinations with individual security levels for each user and workflow components for processing and tracking. Start Small and Grow Your System Few organizations have the luxury of completely converting from paper-based methods to a full-scale, automated paperless process in one fell swoop. Often it can take years for a company to evolve from a manual paper approach to testing the waters of an automated scan, capture and storage workflow process. Costs, labor and storage issues can also come into play. Additionally, there often is a mindset to overcome that a hands-on approach is somehow better when handling such manual tasks as validations, approvals and even outbound calls. The flexibility of LiveKey / XTCM can help companies meet many of these challenges. LiveKey / XTCM was designed to be customized and implemented to grow with the unique document management needs of organizations today, while opening the door to a more robust and efficient automated process in the future. 3

4 The beauty of Xerox LiveKey / XTCM is that companies can slowly implement their processes a step or two at a time to create efficiencies that meet their current needs. Or the process can be rolled out, all at once, offering a completely automated solution that transforms their document process by eliminating paper entirely. No matter what level of LiveKey / XTCM is selected, it can be easily implemented by a company s own knowledge workers, by Xerox or through a combination of both. Some of the LiveKey / XTCM s powerful capabilities include: Distributed Scan Capture From Xerox MFPs, multivendor MFPs, Smart device image upload, PC and notepad file upload, and fax Workflow and Process Automation Automate and control previously manual document and routing processes Document Creation, Review and Management Upload, process and access images and electronic content with a single application Security and Access Control Protect documents and maintain file integrity Search and Retrieval Locate documents through search options in real time Indexing and Metadata Categorize and sort documents for easy retrieval and processing Distribute and Publish Enjoy online enterprise access to documents and data and share with more traditional media Universal File Support Capture and store file types such as PDF, TIF or MS Office files External System Integration Seamless integration with homegrown and third party applications such as ERP, CRM and others Notifications and Alerts Be notified by that documents require action or review Reports and Metrics Pull reports and metrics bases on system records, tracking and auditing In the next few sections, we will give you a snapshot of how Xerox LiveKey works, plus we will review a recommended phased approach to implementing LiveKey / XTCM into a typical workplace. Advantages of Xerox LiveKey / XTCM for Businesses Simply put, Xerox LiveKey / XTCM can transform any paper-based manual process into a highly intelligent, secure and cost-effective image-based automated process that allows businesses to: Replace manual, paper-intensive process with simple scanning and capture Provide multiple levels of security with log-ins available at every step Provide users with a customized experience based on their log-in credentials Customize workflows for unique transaction processing needs Automate document classification, data capture and checking for document completeness and correctness Immediately process transactions and eliminate delays in decision-making Serve customers better by increasing speed of transactions and reducing errors Greatly reduce labor, shipping and archiving costs Grow ROI by extending the use of the MFP technology you ve already invested in 4

5 Transforming Paper-Intensive Processes Xerox LiveKey / XTCM can provide a complete, business process transformation service for many of the most paper-intensive industries: Healthcare (Provider/Payer) Insurance Financial Services Education (K-12/Higher Ed) Transportation Communications Travel Retail Manufacturing Hospitality Government Xerox LiveKey / XTCM in Action Example A: LiveKey / XTCM Automates Mailroom Management Xerox manages Company ABC s mailrooms where incoming documents are opened, scanned and delivered electronically. Mailroom staff opens documents, scans and delivers to electronic mailbox. Business Value Employees review mail, downloading what they want. XTCM provides image cleanup, ensuring highquality images. Additionally, highlighting can be provided to draw attention to correspondence requesting action. Without LiveKey and XTCM, mail is sorted and delivered internally. Process is slower and more labor intensive. With LiveKey and XTCM, productivity is improved because mail is prepped, scanned and immediately delivered via . Mailroom personnel costs are reduced as delivery is handled electronically. Virtual based employees get their mail immediately, from anywhere in the world. 5

6 Example B: Xerox LiveKey / XTCM Automates Human Resources On-boarding ABC Company has an assortment of documents that are collected and processed as part of their new employee on-boarding process, including: Employment application Proof of citizenship Intellectual property agreement Emergency contact information HR manager works with new employee to fill out or collect required documents. Business Value HR manager scans documents using LiveKey New Employee button. XTCM provides image cleanup, enhancement and immediate QC and basic meta-data extraction; Delivers image + index-data to required systems. HR processing commences immediately with high quality image allowing for timely employee reviews and salary adjustments and other HR processes could be executed more efficiently. Without LiveKey and XTCM, hardcopy records would be sent via overnight to central processing center, which is costly and slower. Transcription of other information is done locally by HR reducing time available for primary work. With LiveKey and XTCM, productivity is improved overall cycle time is reduced as documents are scanned and moved into the records management process immediately. Workload on HR is reduced as transcription processes are handled by Xerox. 6

7 Making the Transition to the Paperless Office The following graphic demonstrates a typical/standard paper workflow with centralized scan to repository. Phase I Leveraging Your Existing Xerox MFP Xerox LiveKey / XTCM leverages your MFP investment by providing Intelligent, secure, and cost effective distributed scan capture for paper documents. This capture will be implemented where paper documents trigger process workflows between geographically dispersed corporate locations. No matter where paper documents are received or originated, XTCM receives the digital images from LiveKey and provides enterpriselevel custom data capture workflows, electronic work queues, and management approval queues. The solution can provide: Enterprise Content Management capabilities or Complete integration with one or more existing client document storage solutions The LiveKey / XTCM solution will accelerate the efficiency and productivity of your employees, reduce manual processing errors, improve security of the documents, and lower the cost of transporting paper. Full audit trail history is automatically created for each document from login to delivery with all tracking information to meet regulatory requirements such as Sarbanes-Oxley, HIPAA, etc., resulting in faster, better service to your customers. This is the initial phase in the transformation of document handling, which separates the tasks of converting the current paper workflow processes to digital workflows within your organization, and the critical social engineering task of educating your customers about your new paperless processes. 7

8 The following graphic demonstrates how Xerox LiveKey / XTCM transforms the paper process. Phase II Re-engineering Your Paper Processing In this phase, LiveKey / XTCM can re-engineer the paper forms and submission processes to utilize web forms, which will provide direct data entry into the digital workflows, eliminating the paper entirely. Throughout the transformation, Xerox Business Analysts will work with you to identify processes where paper documents exist. They will help you determine if the paper is needed or if it can efficiently be replaced with web based eforms, and esign. Working with the Xerox Project Manager, you will then be able to coordinate policy revisions as necessary to facilitate replacement of paper where it will be eliminated. The workflow system which was used to provide digital workflows will be reconfigured to substitute webbased eforms for the paper document intake, as the Xerox LiveKey / XTCM system has the capability to ingest both images and direct data entry. Both capabilities will be available during transition from paper to electronic data capture without changing the internal digital processing workflows already implemented. The rationale for this phased strategy is to separate the internal reengineering of business processes from the social engineering task of educating customers about the change in process from the existing paper submission behavior to the fully paperless vision of the future client environment. 8

9 The following graphic demonstrates how Xerox LiveKey / XTCM introduces the Paperless Web Form to the Process. Summary Xerox LiveKey / XTCM provides many powerful features that allow companies to make a seamless transition from a paper-intensive workflow to a more robust, efficient automated process that can remove paper from their work processes. It is designed to be customizable to the needs of a company s unique business processes so that it can be deployed as needs change over time. LiveKey / XTCM can be leveraged from any existing LiveKey-enabled Xerox MFP or can support a multivendor environment. Whether you manage document processes alone, or choose to engage the outstanding support of Xerox, your company will benefit from a solution that will save money, time and reduce the anxiety of managing your document workflow. We invite you to learn more about LiveKey / XTCM by contacting your Xerox representative today. 9

10 References: The Paper Free Office: Dream or Reality By Doug Miles, AIIM Industry Watch, 2012 Links: LiveKey Website: LiveKey Brochure: Xerox Corporation. All rights reserved. Xerox, Xerox and Design, LiveKey and Xerox Extensible Interface Platform are trademarks of Xerox Corporation in the United States and/or other countries. The information in this brochure is subject to change without notice. 5/13 BR LVKWP-01UB