MSS Technologies and the AIIM Grand Canyon Chapter present:

1. MSS Technologies and the AIIM Grand Canyon Chapter present:Electronic Document Management SystemNeeds Analysis

2. EDMS Project Phases • Develop Functional Area Objectives • Define Prioritized Technical Requirements • Identify Key Benefits • Develop Cost Estimates • Conduct RFP Process • Short List 3-4 Top Vendors • Conduct Demonstrations • Select Best Fit Solution • Develop Implementation Plan • Install and Configure Solution • Conduct Quality Assurance Testing • Conduct Product Training • Go Live

3. EDMS Components Presentation Layer Application Integration Imaging Document Management Computer Output to Laser Disk (COLD) Indexing Workflow Security Storage

4. EDMS Components Imaging Document Management Computer Output to Laser Disk Capture Report Distribution Version Control Annotation Optical Character Recognition (OCR) Print Stream Support Real Time Retrieval Forms Processing OMR/ICR Content Management Data Intelligent Functionality Workflow Approval Management Business Process Automation Exception Automation Notification Business Rules System Integration Automated Task Management Indexing Full Text Key Word Forms Manual Quality Control Integration Security Redaction Functional User / Group Level Document Level Storage SAN HSM Archive Optical Disk

5. Technical Requirements Cost of Ownership/ROI System Conversion Phase I: Needs Analysis

6. Interview all potential users Define all processes using paper and electronic documents Estimate document volumes and licenses needed Determine features and functionality of an EDMS that would improve the area’s effectiveness Technical Requirements

7. Compile your information Identify which EDMS features and functionality will be priorities Those providing the most improvement in effectiveness Those vital to work processes (for example, security) Those which will be utilized by the most areas Technical Requirements

8. Calculate total document volumes and licensing information Average monthly volumes by page Historical volumes Retrieval licenses Scanning licenses Technical Requirements

9. Technical Requirements: Tools • Interview Questionnaire • Document Information Spreadsheet • Technical Requirements Template

10. Estimate the cost of an EDMS solution that meets the needs defined in the Technical Requirements stage Research Submit a cost study to vendors Don’t forget hardware! Cost of Ownership/ROI

11. Calculate Return on Investment Determine the time spent searching for, retrieving and re-filing paper or un-managed electronic documentation Determine the re-work that will not be necessary (call backs because documents were not immediately available, etc.) Calculate cost using average salaries Include the reduction of cost in paper purchases (fewer copies, printing = less need for paper) Cost of Ownership/ROI

12. Cost Study Template ROI Worksheet Cost of Ownership/ROI: Tools

13. Compile statistics on current EDMS Number of documents and pages currently in system Number of index records in database Determine ability of current system to export index information Format Pointers to image files Document/Page linking information System Conversion

14. Documented Cost Justification All Information Needed for the Evaluation/Selection Process: Detailed Volume and Licensing Information Technical Requirements Processes to be Automated Base Data for Beginning an Implementation Plan What You Have After All That Work…

15. Next Steps • Evaluation and Selection • Implementation

16. Questions?

17. We’re glad you could join us and look forward to learning with you in the coming year! Thank you!