Paperless Office Technology

1. Paperless Office Technology A Document Management Solution Joe Axne IT-GURU LLC jaxne@it-gugur.net 303-570-1557

2. Did You Know? The average office: • Makes 19 copies of each document. • Spends $20 on labor to file each document. • Loses 1 out of 20 office documents. • Spends $120 searching for every misfiled document. • Spends $250 recreating each lost document. • Spends $25,000 to fill a four-drawer file cabinet and $2,000 annually to maintain it.

3. The Solution: Go Paperless by implementing a Document Management Solution

4. What Is Paperless Office Technology/ Document Management? • A way to Store, Retrive, and Distribute Documents and Folders in Electronic form rather than paper form • A centralized, single repository for all of your documentation (students, instructors, admin staff, vendors) • Documents/Folders that are indexed for easy and rapid retrieval • Documents and Information that is secured and accessible only to specific individual or groups

5. Document Management Makes It Possible to: • Manage millions of documents and retrieve the right one in seconds. • Share documents with colleagues while protecting confidential information. • E-mail and fax files instantly. • Access documents while traveling. • Publish documents to CD, DVD or the Web, as appropriate. • Back up files and records for disaster recovery.

6. How Can A Document Management Solution Help Distance Learning • Eliminate time locating a folder • Allow multiple individual to access the same document or folders • Create manageable distribution of paper documentation via CD • Reduce storage cost of paper folders on site. • Create a disaster back-up of your student data. • Rapid Return on Investment • Improve Customer Service by locating documentation rapidly

7. Workflow and Automation A workflow solution allows your organization to: • Design rules-based routing systems to streamline document-handling procedures. • Copy and move documents using routing services and your computer network. • Automatically notify staff and supervisors when certain events take place. • Monitor user activity, guaranteeing efficiency and project completion while enabling enhanced staff efficiency reporting.

8. Is It Easy To Use? • Most offices can be trained in less than a day • Organization of electronic folders can be just like you do do it today • Most systems require very little administrative support • The user interface to those systems can be very similar to Windows

9. What Do I Need? • Existing computer network. • Document Management Package that is accessible to your network • Scanner(s), centralized, sheet feeding • Storage both local and off-site • Outsource back-file of existing documentation • Dual Monitors

10. Typical System Architecture

11. Maintaining A Paperless Environment System • Backups • Routine maintenance of your scanner device • Adding new users and groups to the system • Modifying security roles and access • Management of servers and desktops

12. Return on Investment

13. Is Your Current Office Ready? • What do you expect a document management system to do for you? • What problems do you need to solve? • How do you plan on using the system? • Do you need the system to interface with current business-critical applications? Which ones?

14. How Can I Start Tomorrow? • Fax to email service • Outbound Faxing • Print to PDF

15. Contact Information: Joe Axne IT GURU LLC jaxne@it-guru.net 303-520-3733 ext. 9010