A/P Processes and Governance: The Building Blocks for Compliance and Productivity

1. A/P Processes and Governance: The Building Blocks for Compliance and Productivity Warren D’Avirro – Sales Director David Hutt – Solution Engineer

2. Are you drowning in paper?

3. Why Automate? • It is clear that outdated manual information retention, disposition, and compliance functions must be automated. Capturing, extracting and managing critical content from multiple sources is crucial in today’s and tomorrow’s business environment. • Document Management automation software helps organizations set and manage information governance policies around extraction for business decision making.

4. Building Blocks for Compliance & Productivity • Reduce Risk • Be Prepared • Audit Trail • Retention

5. Reduce Risk and Regulatory Compliance Anxiety • Create rules to govern storage, retrieval, distribution and destruction of all your digital documents. • Be able to generate reports showing where documents are in their life cycle and what documents are eligible for retention, transfer or destruction. • Document Management automation assists in governance and promotes regulatory compliance with Sarbanes-Oxley, HIPAA, SEC and other regulations.

6. Be Prepared • Litigation preparedness is an essential part of doing business today. Maintaining compliance with records retention requirements is a top priority in any industry but can be very difficult to implement and manage. • The goal is to develop a records management strategy that will maintain compliance, adhere to retention and disposition requirements, litigation and preparedness policies. • A bonus is having a system that allows you to override the retention policy and freeze/unfreeze specific documents.

7. Audit Trail • The right automation solution creates a detailed audit trail. It could be years before a problem comes up and its traditionally been difficult to recreate exactly what happened. When you have all of the information right in the system, you can just go back and access it just like it was a court room report. • Imagine being able to look back and show what was done, why it was done and by whom. It could be something very simple but to have that information scanned in, and to be able to produce it on demand, could go a long way to fighting a suit or adhering to compliance mandates.

8. Automated Document Retention • Save Only What You Need! • Reduce document storage demands by purging documents that are suitable for deletion and saving only what is necessary. • Generate document lifecycle reports

9. Who is docSTAR? • An award winning Workflow and Content Productivity software company founded in 1994 • HQ in Schenectady, New York; Operations across U.S. • Over 6,600 customers; 125,000+ users in all industries • Known for robust, scalable, affordable solutions backed by a highly responsive customer support organization • Available either on-premisesor in the Cloud • Multi-platform, flexible deployment

10. What we do • docSTAR helps global enterprises automate document driven processes resulting in reduced operational costs, increased productivity and a rapid ROI

11. Content Management Designed for the Web • Thin client – all major browsers supported • Mobility; All major tablets and smartphones supported! • Capture, Store, Retrieve, Manage, Collaborate • Scanning and importing of any content type • Securely store documents with retention policies and automated filing instructions • Flexible Content Viewer w/annotations • Easy to use rules-based graphical Workflow for process automation • Integration Suite for connectivity with line of business applications • Audit trail, Retention / Disposition with management and alerts • BONUS: Eclipse has the ability to freeze the retention policy of documents • Fast Searching (keywords, content, folders and full-text) • “Google” like searching

12. Operational Areas that Benefit Employee Records: I-9 Compliance; (FMLA) Family Medical Leave Act ; (ADA) Americans with Disabilities; Compliance, Auditing Service Tickets: Repair Orders & Associated Documentation; Customer Responsiveness HR Records Management Service Repair Orders Approvals: Purchase Requisitions/Orders; Vendor Invoices; Shipping/Receiving documents; Payment Information; Supporting Documentation Contracts and Sales Agreements; Supporting customer documentation AP/AR Sales Manufacturing Order processing; Change orders; Quality control Legal Documents: Corporate Leases; Reports; Minutes; Public Relations; Space savings, Audits, Subpoenaed Records Operations

13. Benefits of Content Management for A/P • Faster Invoice Processing • Reduced Errors • Fast Retrieval Including Related Documents • Enhanced Security & Invoice Lifecycle Management • Audit Trails

14. A/P automation Case Study: Gemini Manufacturing • Customer: Gemini Manufacturing & Engineering, Inc. • Industry: Precision Metal Fabrication • Business Challenge: • Improve AP processes at all locations through automated routing and approvals of AP invoices. • Accommodate organizational growth by providing immediate access to all documents • Integrate Microsoft Dynamics GP with document management. • Automate current manual retention policies and create detailed audit trails.

15. A/P automation Case Study: Gemini Manufacturing • Capture, Index, Automated Workflow: Supports multiple locations through AP invoice capture, indexing, and automated routing and approvals. • Microsoft Great Plains Integration: Includes all accounting and supporting document types: • Accounts Payable /Accounts Receivable • Vendor Documents, Purchasing, Fixed Assets, Human Resources • Bank Reconciliations, General Journal Entries • Records Management: Automated storage, retention/destruction policies. • Audit Trail: Created an extensive, detailed and secure system for company managers, executives and auditors

16. Goal Reached Record & Document Lifecycle

17. The Keys to Success • Discovery • Vendor/Customer Engagement • Solution Design • Implementation • Training and Go Live

18. Where and how should I start? • What’s your biggest challenge? • What stage are you currently in? • Incremental improvement or overhaul?

19. Questions? Warren D’Avirro wdavirro@docstar.com (714) 602-8671 www.docstar.com

20. THANK YOU! A/P Processes and Governance: The Building Blocks for Compliance and Productivity Warren D’Avirro – Sales Director David Hutt – Solution Engineer