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EMC Product Overview:ApplicationXtenderRichard JonesStaff Systems EngineerEMC CorporationJones Richard2@emc.com1
Customer Challenge: How to Gain ControlSOPSvideoweb Informationwhite papersproduct requirementsemailscompetitive analysismeeting notesproject MproposalsSOWsPolicyPolicyMgmt.Mgmt.y Fully 80% of the data required to runbusiness is d designsmarket requirementspresentationsformsy Electronic content is largely outside ofcorporate controlanimationlettersscanned documentsillustrationsPOsdata sheetsy The volume of physical and electroniccontent is exploding2
The Paper Management ProblemThe Costs are Significant - The Typical Organization:yyyyyyMakes 19 copies of a single document1Spends 20 in labor to file each document1Spends 120 in labor searching for each misfiled document1Loses one out of every 20 documents1Spends 25 hours recreating each lost document1Spends 8 to process every invoice – 70% of which is related todocument handling2yPhysical storage of paper (e.g. warehouse footprint)yPrinting costs (multiple copies)yShipping costsySlow customer serviceyLarge numbers of FTE’s dedicated to managing the paper processyInefficient and non-automated business processes lead to wastedtime, mistakes, and lost informationSources: 1PricewaterhouseCoopers and 2IAPP3
Customer Challengesy Meeting Compliance RequirementsDoD 5015.2 and UK PROFederal Standards of RecordsManagementGraham Leach BlileyAct (GLBA)Privacy of FinancialInformationCapital Assessment andReporting Standards for GlobalBankingUS Patriot ActSEC Rules 17a17a-3 & 17a17a-4All records related tosecurities transactions to bemaintained for 3 yearsBasel IICOMPLIANCECustomer DocumentationRequirements in order to“know your customer”customer”NASD 3110written policies andprocedures for review ofcorrespondence with thepublicSarbanesSarbanes-OxleyHealth Insurance Portability &Accountability Act (HIPAA)Right to carry insurance betweenjob; Privacy of Patient Information;information sharing betweenorganizations for better careFiscal Accountabilityfor all Publiccompanies4
Customer Challenges: Where is theinformation I need?Disparate Information Silos across the OrganizationLegacy/business applicationgenerated output: Reports Statements Notices Invoices PO’s & EOB’s BillingsInternally generated Information: Externally generated Information: Desktop Documents Correspondence Expense Reports Manuals Vacation Requests Spreadsheets Presentations EmailPaper-based: Documents Files Inbound Documents Business Records5
How do I Gain Control?The SolutionCatalog, Code, IndexFull-Text IndexCapture, Manage,Store, Deliver &Preservethrough ContentManagementCreating an indexed,centralized filerepository for all ofyour informationassets6
ApplicationXtendery Out-of-the-Box Solution– Centralized Repository allows increased security andorganization of business critical documents.– File, Store and quickly access any type of document– Built in viewer for over 250 file typesy Rapidly DeployablePaperReportsEmail– Days or weeks; not Months or Yearsy Easily ConfigurableMS Office– Setup a new file cabinet in minutesy Scaleable– from One to Thousands of users– store Millions of pagesy Customizable– Web Services & Windows APIs7
How does AX work?Store your files in a single repositoryy Metatdata is stored in a database with pointers to the filesy Supports SQL Server, Oracle, DB2, MySql and otherdatabasesy Single point administrationy Flexible security options––––––Authentication via LDAP, AD or nativeApplication (File Cabinet)DocumentFunctional (Edit, View, Print)AnnotationAudit trail8
Work with Documents as you would papery Search and View– Desktop client– Browser-based client (e.g.Microsoft Internet Explorer,Netscape Navigator)y Edit and Markup– Annotate – Sticky notes,Highlight, Redadact– Check in/out– Edit and save Revisionsy Deliver– eMail, Print, Fax, Export toCD/DVDy Process– Route documents for approval– Structured process9
Capture - Paper-based informationPaperScanIndexStorey User workstation or web capture– Low volume document scanning with Manual Indexingy Departmental capture with Captiva QuickScan Pro– Workstation Batch capture with Automated indexingy High-volume capture with advanced recognition usingCaptiva InputAccel Express, or other compatiblesolutions– Client/Server based– Zonal OCR, OMR, Bar code, Forms Recognition10
Capture reports with ApplicationXtenderPrint Stream OutputAutomatically Ingests & IndexesStorey Automatically capture print stream output from a line of businessapplication such as AP, AR, HR, CRM, ERP, etc. and stores inApplicationXtender– Line data reports like balance journals and inventory reports– Formtype reportssuchas invoices, account statements, billings, purchaseContinuouslyDetects PrintStreamsorders (POs), explanation of benefits (EOBs)Automates Data Extraction & Indexingy Eliminates the need to regenerate reports to quickly respond to customer orinternal requirements.11
Capture Microsoft Outlook Emailsy Capture emails and attachmentsy Map Outlook fields to ApplicationXtender for automated indexingy Monitor specific mailboxes for mail itemsy Copy to ApplicationXtender or move to ApplicationXtender12
Workflowy Document Routing– Provides a simple business process thatallows users to easily route documentsfrom user-to-user– Routes document for users to review orapprove– Requires no programming or scriptingskills to use.y ApplicationXtender Workflow– Provides a interface to model complexbusiness process in a GUI.– Allows for programming and scripting forinteraction with other data systems.13
ComplianceRecords Manager for ApplicationXtendery DoD 5015.2-certified records management for ApplicationXtender– Formal records declaration and management– 175 guidelines for managing and accessing recordsy Retention administration– Governs ApplicationXtender repository with straight-forward retentionand disposition policy– Automatic filing of documents as records according to pre-definedretention rules, requiring no additional work steps for end-users14
ApplicationXtender Integration Module (AXIM)y 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 anassociated document– User Choice: Hot Key Drag & Drop Voice command15
StorageDiskXtender for ApplicationXtendery Secure Storagey Client-server connection betweenAX and DiskXtender serverFrequently AccessedPrimary Storagey Move infrequently accessed dataautomatically off to less expensivestorageInfrequently Accessedy Place compliance-orientedinformation onto WORM media(e.g. EMC Centera)Disk (e.g. ATA)Secondary StorageCenteraOpticalTape16
ApplicationXtender Customers7,500 Installations and GrowingEMC is currently the 6th largest Software companyA recognized leader in Content State & LocalGovernment17
Improved Customer Serviceand Staff ProductivityCustomer Profiley Provide residential mortgage loanservices in multiple statesReturn on Investment Reduced expenses 43K in the first yeary 1500 pages processed daily y Customer service is a differentiatorBusiness Problemy Must store mortgage documents forfive years, and internal financialrecords for and its customers forseven yearsy Difficult, time-consuming, andexpensive to find hardcopydocuments, stored in boxes in theoffices or in an offsite facilityy Copying and preparing, sendingand receiving documents took(seemingly) foreverEliminated costs associated with paperhandling, offsite storage facility, couriers,multiple fax lines, fax machines, toner andpaper suppliesSolutiony EMC ApplicationXtenderBenefits from the Solutiony Reduced loan processing time by over60%y Streamlined paper-handling processes(e.g., 20 times faster at preparing loanfiles, from 1.5 hours to 5 minutes)y Enabled quick, easy sharing ofinformation between offices18
Improved Accounts PayableProcessingCustomer Profiley One of New York’s oldest and largestprivately owned real estate firmsy Owns and manages 9 largeManhattan office buildingsy Built Bank of America towerBusiness Problemsy Manual paper-based businessprocessesy Inefficient and slow response timesy Costly errors caused by lack ofvisibility in lease notification processy Complicated AP processing requiringmultiple approval and processingroutesCustomer Quotey “Most of our users aren’t very computersavvy, yet they caught on quickly and areusing the system flawlessly to getanswers they just couldn’t before.”- Paul Piccininni, Durst ControllerSolutiony EMC ApplicationXtenderBenefits from the Solutiony Saves AP staff 2 work days each weekreducing time spent filing/retrievingdocuments, accelerating paymentsy In 6 month test, saved 300K catchingduplicate accounts payable invoicesy Improves partner relations by speedingresponse time to requests and inquiries19
More informationy Fujitsu Document Scanners– Web Site: http://www.us.fujitsu.com/fcpa– E-mail: ecmWebinars@fcpa.fujitsu.com– Phone: 1-888-425-8228y EMC/Documentum ApplicationXtender– Web Site: http://software.emc.com– E-mail: emc-licensing@ingrammicro.com– Phone: 1-800-456-6783 ext x76492
Records Manager for ApplicationXtender yDoD 5015.2-certified records management for ApplicationXtender - Formal records declaration and management - 175 guidelines for managing and accessing records yRetention administration - Governs ApplicationXtender repository with straight-forward retention and disposition policy
