Enterprise Content
Management 101:
Gain Significant Cost & Resource
Savings for Your Business
917 West Hawthorn Drive
Itasca, IL 60143
Phone: 630-875-1100
Fax: 630-875-1101
www.idt-inc.com
Can your organization benefit from an
Enterprise Content Management Solution?
The answer is yes, if you…
•
Need instant and reliable access to archived documents
•
Must quickly provide remote departments easy access to
documents
•
Experience lost or misplaced files
•
Are running out of floor space and your file cabinets are full
•
Are still using microfilm
•
Manage thousands of paper documents, reports and/or PC files
•
Must meet regulatory or audit requirements
•
Have paper documents that are an information asset critical to
your business that you can’t afford to misplace or lose to
natural disaster
Quantifying the Problem
• “A typical, knowledge worker spends anywhere from 15 to
35% of their time looking for information.” – AIIM
• 25% of enterprise paper documents are misplaced and will
never be located
• “After investing strategically in content management,
enterprises usually can save at least half of the time and
money now spent on non-automated document management”
– Gartner Group
What is Enterprise Content
Management?
ECM is the electronic capture, storage, retrieval, routing and
management of multiple data types – including digitized images,
faxes, and electronic data.
ECM in Its Simplest Form
Input
Storage
Alternate
Storage
Mediums
Multiple
Databases
Retrieval
Web or Windows
Route
Email
Print/Fax
Can ECM Help You?
 Yes! If it is important for you to.…
–
–
–
–
–
–
Reduce your transaction costs
Streamline your processes
Leverage your internal systems
Prepare for disaster recovery
Meet regulatory requirements
Resolve transaction discrepancies
faster and at less cost
 Time to handle
transactions
 Number of touches
 Lost files
 Resources required
 Physical plant costs
 Material and shipping
costs
 Self-service
Can ECM Help You?
 Yes! If it is important for you to.…
–
–
–
–
–
–
Reduce your transaction costs
Streamline your processes
Leverage your internal systems
Prepare for disaster recovery
Meet regulatory requirements
Resolve transaction discrepancies
faster and at less cost
“Obsessing over
processes and getting
them right is the only way
a company can survive,
especially now that the
new economy has left
early childhood and
grown into a gangly,
unpredictable
adolescent.”
Michael Hammer, author
“Reengineering the Corporation”
Can ECM Help You?
 Yes! If it is important for you to.…
–
–
–
–
–
–
Reduce your transaction costs
Streamline your processes
Leverage your internal systems
Prepare for disaster recovery
Meet regulatory requirements
Resolve transaction discrepancies
faster and at less cost
 Capture, store and
retrieve unstructured
data
 Map critical business
processes
 Collaborate between
internal and external
sources
Can ECM Help You?
 Yes! If it is important for you to.…
–
–
–
–
–
–
Reduce your transaction costs
Streamline your processes
Leverage your internal systems
Prepare for disaster recovery
Meet regulatory requirements
Resolve transaction discrepancies
faster and at less cost
• Acts of God, Human Caused
Disasters – any loss of data!
• Securities and Exchange
Commission (SEC), 1 WTC
– Within 2 days retrieved
all documents stored
electronically and
resume investigations
Reported in December,
2001 issue of Transform
Magazine
• Empire Blue Cross and Blue
Shield, North Tower, WTC
– Only content lost was in
the incoming mail that
day
Can ECM Help You?
 Yes! If it is important for you to.…
–
–
–
–
–
–
Reduce your transaction costs
Streamline your processes
Leverage your internal systems
Prepare for disaster recovery
Meet regulatory requirements
Resolve transaction discrepancies
faster and at less cost
Can ECM Help You?
 Yes! If it is important for you to.…
–
–
–
–
–
–
Reduce your transaction costs
Streamline your processes
Leverage your internal systems
Prepare for disaster recovery
Meet regulatory requirements
Resolve transaction
discrepancies faster and at less
cost
 As much as 40% of
transaction costs are
directly related to
managing transaction
discrepancies
 Low-cost remote
access
 Self service
 Collaboration
What should you demand in an
ECM solution?
Attribute
• Simplicity of
implementation
• Easy to use
• Scalable
• Three tier
• Leverage existing
security
• Industry standards
Benefit
• Faster ROI
• Mitigate risk
• Less training
required
What should you demand in an
ECM solution?
Attribute
• Simplicity of
implementation
• Easy to use
• Scalable
• Three tier
• Leverage existing
security
• Industry standards
Benefit
• Reduce training
costs
• Match interface to
user’s needs
• Full functioning web
client allows access
from anywhere
• Replaces
cumbersome “tree”
approach
• One stop shopping
for searches
What should you demand in an
ECM solution?
Attribute
• Simplicity of
implementation
• Easy to use
• Scalable
• Three tier
• Leverage existing
security
• Industry standards
Benefit
• Meets needs of
small user group
• Meets needs of
enterprise
• Single product
across the
enterprise
• Single code base
for support
• Reduces IT costs
What should you demand in an
ECM solution?
Attribute
Benefit
• Simplicity of
implementation
• Easy to use
• Scalable
• Three (or “n”) tier
architecture
• Leverage existing
security
• Industry standards
• Easier
deployment
• Requires less
power at the
desktop
• Moves processing
to server – freeing
user to do their
work
• Access to 3rd
party databases
What should you demand in an
ECM solution?
Attribute
• Simplicity of
implementation
• Easy to use
• Scalable
• Three tier
• Leverage existing
security
• Industry standards
Benefit
• Prevents
maintaining
separate security
databases
• Lowers IT costs
What should you demand in an
ECM solution?
Attribute
• Simplicity of
implementation
• Easy to use
• Scalable
• Three tier
• Leverage existing
security
• Industry standards
Benefit
• Eliminates
proprietary
databases
• Assures interoperability with
other industry
compliant
applications
• Lowers IT costs
Selecting an ECM
What type of ECM system are you
looking for?
•
Less than 20 users?
•
Single department?
•
Multiple departments?
•
Enterprise?
Where is a good place to start?
What departments need it the
most?
•
Accounts Payable/Receivable (One of the
most common applications to begin with)
•
HR
•
File Room
•
Sales & Marketing
•
Engineering
•
Customer Service
Why is AP a Good Starting Point?
Accounts Payable Opportunities
• Many opportunity for significant gains in
efficiency and productivity
• Fast ROI potential by implementing
content management, process and
collaborative automation.
• IDT AP Pilot Pack™ makes it easy to get
started.
Daily Challenges for the Accounts
Payable Department
• Invoices mostly come from outside the A/P
department
• Vendor records that don’t match your records
• Incorrect PO’s
• Invoices that are lost or missing required information
• Inaccurate or confusing statements
• Invoice coding mistakes & entry errors
• Intra-company invoice
• Access to documents
• Staffing
ECM Solutions can Fully Integrate
with Existing ERP Systems
Workflow for AP
• Ability to decrease costs by:
– Refining structured work
processes that are distributed &
dynamic
– Specifying business process roles
& responsibilities
– Gaining greater process
monitoring and control prior &
after ERP system
– Eliminating / automating manual
tasks for information gathering,
input & processing
– Simplifying workflow participation
through integration to ERP system
ECM Solution also Provide Microsoft
Office Integration
• What does Microsoft Office Integration allow me to do?
– Ability to store, search and retrieve documents that
originated from:
•
•
•
•
Outlook
Excel
Word
PowerPoint
• What is the benefit?
– Securely managed repository of:
• Proposals, RFIs, RFPs, RFQs, Leases, Contracts etc.
– Provides a clearly defined audit trail
– Improved access for a wider range of users
• What processes can use it?
– Contract / Lease Admin / Correspondence
About IDT
IDT’s Mission
Provide integrated ERP/ECM solutions that…
• Organize, memorialize & secure your company’s most
valued content:
- Paper records
- Financial reports
- E-mail
- Web forms
- Any universal content
• Automate manual business processes
• Reduce the total cost of ownership of ECM, ERP & CRM
solutions
• Maximize your organization’s profitability
• Mitigates organizational risk
IDT Clientele
Companies in various industries trust IDT:
IDT Consulting
• Extends the IDT offering to include ERP and CRM
solutions
• ERP & CRM with ECM to fully harness the power of
business information and drive efficiencies
• Focusing on delivering integrated and compliant ERP and
ECM solutions to the mid-market
• Certified Microsoft Business Solutions Partner
• Microsoft Certified Partner (classic products)
• Acquired Rapid Process Management, Inc. in June of 2003
– 60+ ERP/CRM Customers
– CPA, Project Accountant, Implementation Consultants,
PMP
Complete Information Management
Enterprise
Content Mgt
Systems (ECM)
E-Mail Mgt
Systems
ERP & CRM
IDT
Solutions
Electronic Doc.
Mgt Systems
(EDMS)
Imaging
Systems
Records &
Compliance
Mgt Systems
(RM)
IDT Product Offerings
• Data and Document Capture Software
• Content Management Software
• Complimentary Solutions
− Faxing Solutions
− E-Forms
− Custom Programs
• ERP Integration
• Content Management Hardware
• Infrastructure & Security
IDT Product Offerings
• Integrated ERP and ECM
• Records Management
• Sarbanes-Oxley & Compliance Tools
• Process Automation Software
• Capture Equipment and Software
• Servers
• Customization Services
• Integration & Training Services
• Technical Support
Public or private, all companies are accountable!
™
IDT Product Offerings
™
• ECM software for document capture and
management
• High-speed document scanners
• System servers and workstations
• Application design
• Installation, training & long-term support services
Installed and Operational in as Little as Two Weeks!
IDT ECM Partnerships
Capture Components:
Hardware Components:
Content Management Components:
IDT Service Offerings
• Requirements Analysis
• Product Selection
• Complete System Design
• System Implementation and Integration
• System Administrator & End-user
Training
• Long-Term System Support
Success Stories
“IDT has helped the Recorder’s Office
live up to its mission of providing
outstanding customer service and
excellence in maintaining and preserving
Will County land records”
-Mary Ann Stukel
Will County Recorder
“IDT has built many strong working relationships
with members of the hardware, networking and
applications groups here in Winston. They are
professional, focused, and hard working. It has
been a pleasure to work with them.”
“IDT did not sell us more technology than we
needed. The biggest benefit of the new document
management system is that there is round-theclock access to files. Needless to say, the new
system has made all of us a great deal more
efficient.”
-Don Catalono
Records Supervisor
Arlington Heights Police Department
-Nancy Reach
Technical Administration Manager
Aon
Success Stories
“You have a great staff at IDT! Your support
did an excellent job today. They were very
informed and they were able to resolve all of
our questions we were having. Super thanks!”
John D. Kalomiris- Director of Data Capture
Hallmark Data System
“IDT’s forward-thinking, integration expertise, rapid
deployment, thorough training efforts, and commitment
to helping us discover new ways to leverage our existing
technology investments to connect information across the
enterprise have placed us on the cutting edge of
technology and has significantly improved services to our
nearly 16,000 global customers.
Erich Walter
Project Manager Surveys Support
College of American Pathologists
“We have gad a significant discussion around
how I have been with you services over the
past few months. Mercer again had an urgent
need to solve a business problem. Your team
stepped up to deliver. I can not express my
appreciation enough on how quickly your
team responded, and created an innovative
solution to our complex problem. I am very
happy that we have established this
relationship.
Kevin Kanoon
Mercer Human Resource Consulting
Deerfield, IL
Industry Recognition
Best ROI Award 2003 - for Hallmark Data Systems Installation
Labor and productivity:
• Reduced BPA audit preparation time from two to three days to a matter
of minutes;
• Reduced data entry labor costs by more than 50 percent;
• Increased form handling capabilities to more than 50,000 forms a day;
• Reduced the amount of time preparing files for outside contractors.
ROI:
• Cost of entire imaging system amortized in one year;
• Considerable savings realized in second year.
Warehouse/storage space:
• Reduced the need to store paper-based forms by 80 to 90 percent;
Reduced annual warehouse costs by thousands of dollars.
Customer service:
• Improved ease of data monitoring by internal managers, speeding
service to customers;
• Reduced the overall number of rejected subscription forms (increased
clients’ total subscription base).
Industry Recognition
“Uniting for Success Award” - for College of American Pathologists
Initial Relationship
• 2000 – College of American Pathologists purchased an IDT Stellent Image
Management Pilot Pack solution to manage the endless flow of paper.
• Selected IDT because of: implementation methodology, advanced web client,
DSMS, line of business integration capabilities
Integration Project
• 2002 - wanted to enhance solution by integrating
• Added custom features to Oracle and PowerBuilder screens.
• Integration allows users to easily search & retrieve content stored in Stellent
from a centralized location – eliminating the need to go between multiple
applications
Benefits
• Entire process of accessing stored content is streamlined & efficient
• Saves time & effort and translates to an increased level of customer service.
• Can get information to each other and their customers “quicker & easier than
ever before”
IDT eStore
Shop on-line at: www.idt-inc.com/estore
What Makes IDT Different?
• IDT provides complete ECM, ERP and
CRM solutions
• Over 100 combined years of industry
experience
• Pilot Packs™ and IDT Complete™
• Educational, consultative approach to
customers and prospects (IDT Library,
whitepapers, webcasts, seminars, etc.)
• Proven, repeatable methodologies
What Makes IDT Different?
• Dedicated support desk and systems
• Seek perpetual relationships with our
customers and suppliers
• Flexible solutions, tailored to meet our
client’s business objectives, budget and
technological needs.
• Focus on complete customer and
supplier satisfaction
For more information,
please visit:
www.idt-inc.com/library
and
www.idtconsulting.com/library
or contact IDT at:
630.875.1100
[email protected]