EMC Product Overview: ApplicationXtender Richard Jones Staff Systems Engineer EMC Corporation Jones_Richard2@emc.com 1
Customer Challenge: How to Gain Control Fully 80% of the data required to run business is unstructured Electronic content is largely outside of corporate control ERP MRP Order Mgmt. CRM Policy Mgmt. SOPS video NDA Structured detailed designs market requirements presentations forms web Information white papers emails product requirements competitive analysis Unstructured POs meeting notes project plans animation letters invoices photos fingerprints resumes proposals SOWs contracts research specifications scanned documents data sheets illustrations The volume of physical and electronic content is exploding 2
The Paper Management Problem The Costs are Significant - The Typical Organization: Makes 19 copies of a single document 1 Spends $20 in labor to file each document 1 Spends $120 in labor searching for each misfiled document 1 Loses one out of every 20 documents 1 Spends 25 hours recreating each lost document 1 Spends $8 to process every invoice 70% of which is related to document handling 2 Physical storage of paper (e.g. warehouse footprint) Printing costs (multiple copies) Shipping costs Slow customer service Large numbers of FTE s dedicated to managing the paper process Inefficient and non-automated business processes lead to wasted time, mistakes, and lost information Sources: 1 PricewaterhouseCoopers and 2 IAPP 3
Customer Challenges Meeting Compliance Requirements Graham Leach Bliley Act (GLBA) Privacy of Financial Information DoD 5015.2 and UK PRO Federal Standards of Records Management Basel II Capital Assessment and Reporting Standards for Global Banking SEC Rules 17a-3 3 & 17a-4 US Patriot Act All records related to securities transactions to be maintained for 3 years COMPLIANCE Customer Documentation Requirements in order to know your customer NASD 3110 written policies and procedures for review of correspondence with the public Health Insurance Portability & Accountability Act (HIPAA) Right to carry insurance between job; Privacy of Patient Information; information sharing between organizations for better care Sarbanes-Oxley Fiscal Accountability for all Public companies 4
Customer Challenges: Where is the information I need? Disparate Information Silos across the Organization Legacy/business application generated output: Reports Statements Notices Invoices PO s & EOB s Billings Internally generated Information: Desktop Documents Correspondence Expense Reports Manuals Vacation Requests Spreadsheets Presentations Email Externally generated Information: Paper-based: Documents Files Inbound Documents Business Records 5
How do I Gain Control? Catalog, Code, Index Full-Text Index The Solution Capture, Manage, Store, Deliver & Preserve through Content Management Creating an indexed, centralized file repository for all of your information assets 6
ApplicationXtender Out-of-the-Box Solution Centralized Repository allows increased security and organization of business critical documents. File, Store and quickly access any type of document Built in viewer for over 250 file types Rapidly Deployable Days or weeks; not Months or Years Easily Configurable Setup a new file cabinet in minutes Scaleable from One to Thousands of users store Millions of pages Customizable Web Services & Windows APIs Paper Email Reports MS Office 7
How does AX work? Store your files in a single repository Metatdata is stored in a database with pointers to the files Supports SQL Server, Oracle, DB2, MySql and other databases Single point administration Flexible security options Authentication via LDAP, AD or native Application (File Cabinet) Document Functional (Edit, View, Print) Annotation Audit trail 8
Work with Documents as you would paper Search and View Desktop client Browser-based client (e.g. Microsoft Internet Explorer, Netscape Navigator) Edit and Markup Annotate Sticky notes, Highlight, Redadact Check in/out Edit and save Revisions Deliver email, Print, Fax, Export to CD/DVD Process Route documents for approval Structured process 9
Capture - Paper-based information Paper Scan Index Store User workstation or web capture Low volume document scanning with Manual Indexing Departmental capture with Captiva QuickScan Pro Workstation Batch capture with Automated indexing High-volume capture with advanced recognition using Captiva InputAccel Express, or other compatible solutions Client/Server based Zonal OCR, OMR, Bar code, Forms Recognition 10
Capture reports with ApplicationXtender Print Stream Output Automatically Ingests & Indexes Store Automatically capture print stream output from a line of business application such as AP, AR, HR, CRM, ERP, etc. and stores in ApplicationXtender Line data reports like balance journals and inventory reports Form Continuously type reports Detects Print such Streams as invoices, account statements, billings, purchase orders (POs), explanation of benefits (EOBs) Automates Data Extraction & Indexing Eliminates the need to regenerate reports to quickly respond to customer or internal requirements. 11
Capture Microsoft Outlook Emails Capture emails and attachments Map Outlook fields to ApplicationXtender for automated indexing Monitor specific mailboxes for mail items Copy to ApplicationXtender or move to ApplicationXtender 12
Workflow Document Routing Provides a simple business process that allows users to easily route documents from user-to-user Routes document for users to review or approve Requires no programming or scripting skills to use. ApplicationXtender Workflow Provides a interface to model complex business process in a GUI. Allows for programming and scripting for interaction with other data systems. 13
Compliance Records Manager for ApplicationXtender DoD 5015.2-certified records management for ApplicationXtender Formal records declaration and management 175+ guidelines for managing and accessing records Retention administration Governs ApplicationXtender repository with straight-forward retention and disposition policy Automatic filing of documents as records according to pre-defined retention rules, requiring no additional work steps for end-users 14
ApplicationXtender Integration Module (AXIM) AXIM Image-enable business applications without programming Access from legacy business applications If the data in the application can be highlighted then it can retrieve an associated document User Choice: Hot Key Drag & Drop Voice command 15
Storage DiskXtender for ApplicationXtender Secure Storage Client-server connection between AX and DiskXtender server Move infrequently accessed data automatically off to less expensive storage Place compliance-oriented information onto WORM media (e.g. EMC Centera) Frequently Accessed Primary Storage Infrequently Accessed Secondary Storage Disk (e.g. ATA) Centera Optical Tape 16
ApplicationXtender Customers 7,500 Installations and Growing EMC is currently the 6 th largest Software company A recognized leader in Content Management. Commercial Small-to-Medium Businesss (SMB) State & Local Government 17
Improved Customer Service and Staff Productivity Customer Profile Provide residential mortgage loan services in multiple states 1500+ pages processed daily Customer service is a differentiator Business Problem Must store mortgage documents for five years, and internal financial records for and its customers for seven years Difficult, time-consuming, and expensive to find hardcopy documents, stored in boxes in the offices or in an offsite facility Copying and preparing, sending and receiving documents took (seemingly) forever Return on Investment Reduced expenses $43K in the first year Eliminated costs associated with paperhandling, offsite storage facility, couriers, multiple fax lines, fax machines, toner and paper supplies Solution EMC ApplicationXtender Benefits from the Solution Reduced loan processing time by over 60% Streamlined paper-handling processes (e.g., 20 times faster at preparing loan files, from 1.5 hours to 5 minutes) Enabled quick, easy sharing of information between offices 18
Improved Accounts Payable Processing Customer Profile One of New York s oldest and largest privately owned real estate firms Owns and manages 9 large Manhattan office buildings Built Bank of America tower Business Problems Manual paper-based business processes Inefficient and slow response times Costly errors caused by lack of visibility in lease notification process Complicated AP processing requiring multiple approval and processing routes Customer Quote Most of our users aren t very computer savvy, yet they caught on quickly and are using the system flawlessly to get answers they just couldn t before. - Paul Piccininni, Durst Controller Solution EMC ApplicationXtender Benefits from the Solution Saves AP staff 2 work days each week reducing time spent filing/retrieving documents, accelerating payments In 6 month test, saved $300K catching duplicate accounts payable invoices Improves partner relations by speeding response time to requests and inquiries 19
More information Fujitsu Document Scanners Web Site: http://www.us.fujitsu.com/fcpa E-mail: ecmwebinars@fcpa.fujitsu.com Phone: 1-888-425-8228 EMC/Documentum ApplicationXtender Web Site: http://software.emc.com E-mail: emc-licensing@ingrammicro.com Phone: 1-800-456-6783 ext x76492