Byron  Aulick,  CDIA  April  Aulick,  CDIA  (508) 637-1416www.datavault.com

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Copyright  ©  2010  by  DataVault,  Inc.  

  First  a  thank  you  for  attending  our  Scanning  Business  Startup  Workshop  

 We  believe  NOW  is  the  time  for  digital  imaging!  

 We  will  provide  you  with  the  information  you  need  to  come  to  a  decision  on  starting  your  business,  or  if  you  have  an  existing  business,  how  to  take  it  to  the  next  level..  

April  Aulick  • CEO  &  Co-­‐founder  • CDIA+  Certified  •  In  the  industry  for  more  than  16  yrs  

• Running  a  scanning  dept  for  15  of  them  

Byron  Aulick  • President  &  Co-­‐founder  • CDIA+,  PDI+,  Project+  Certified  

•  In  the  industry  for  25  yrs  •  Involved  in  all  aspects  of  EDM  

 What  is  paper?    Scanning  Opportunity    Potential    Drivers    Elements    Details  of  all  phases    Case  Studies    Pricing    Profit  

 Research  phase   Looking  to  start  a  new  business,  getting  ideas   Want  to  know  more  about  this  type  of  business   Seriously  contemplating  this  type  of  business,  need  more  info  

 Already  know  you  want  to  start  the  business,  but  don’t  know  how  to  begin  

 Now…  your  turn..  

  Paper  is  a  form  of  media  that  has  been  used  to  write  information  on  since  the  beginning  of  recorded  history.  

  Paper  is  the  ‘expected’  media  that  corporate  knowledge  is  written  on.  

  Paper  is  tangible  and  physical.    Paper  is  crucial  to  business  decisions!  

  There  is  a  window  of  opportunity  for  helping  companies  convert  paper  files  into  digital  records.  

  Paperless;  NO,  but..  less  paper;  YES    All  benefits  of  electronic  filing  require  scanning  first  !  

  If  the  Supreme  Court  of  USA  scans,  the  stage  is  set..  

Industry   Sub   Record  Types  

Medical   Hospitals  Clinics  Private  Practices  Dentists  Pain  Management  Mental  Health  Specialties  

Patient  Records  Progress  Notes  Lab  Results  Intake  Documents  

Finance   Banks  Credit  Unions  Mortgage  Lenders  Loan  Processors  

Credit  Applications  Credit  Reports  Loan  Documents  

Utilities   Gas  Co  Electric  Co  

Service  Cards  Meter  Reading  Recordings  

Retail   Franchises  Store  HQ  Stores  

Financials  Bills  of  Lading  Purchase  Orders  Product  Inventory  Sheets  

Professional  Services   CPA’s  Lawyers  

Contracts  Corporate  Records  

Government  Contractor’s   All  Types   Contracts  Financials  Sub-­‐Contracts  

Education   Public  Schools  College  and  Universities  

Student  Records  HR  Records  

  Instant  messages,  SMS/text  messages,  blogs,  RSS  feeds,  wikis  and  email  are  yet  to  be  managed  better.      These  collaborative  tools  create  content,  lots  of  it!  

  There  are  industries  that  still  are  paper  intensive:    Banking,  mortgage  lenders,  etc.  –  Loans  need  signatures  

IMPROVE  BUSINESS  PROCESSES    

     Become  more  efficient  through  quicker  access  to  records       Improve  customer  service  by  having  customer  data  instantly  available       Automate  workflow  to  increase  productivity       Gain  shared  access  to  critical  business  data       Make  working  on  projects  much  more  manageable  through  improved  collaboration       Eliminate  lost  or  destroyed  records       Free  up  much  needed  floor  space  and  replace  paper  storage  areas  with  revenue              generating  activities       Share  information  easier  with  other  locations       Secure  and  protect  data  assets       Backup  ALL  company  data    for  added  protection       Control  and  manage  information       

MEET  COMPLIANCE  REGULATIONS  

     Most  businesses  have  compliance  regulations  to  meet       There  are  regulations  at  both  the  federal  level  and  the                  state  level       Industry  specific  requirements       Medical  –  HIPAA  (Health  and  Information  Portability  Act       Federal  Government  –  EFOIA       Financial  industry  –  GLBA       Fast  and  efficient  response  times  to  eDiscovery  requests       Massachusetts  General  Law  93h    (or  similar)  for  all                                    businesses  that  sell  to  any  resident  

Streamlining  business  processes  makes  it  easier  to  comply  

  (handout)  

  ..that  is  the  “million  dollar”  question!    Expected    Used  to    Comfortable  with  it    “always  done  that  way”  

  First  –educate    Second  –identify  existing  costs    Third  –assess  [or  not]?    Fourth  –demo    Fifth  –case-­‐studies  of  similar    Sixth  –handle  objections    Seventh  –ask  for  business    Lastly  –refer  to  above!  

Now  they’re  on-­‐board..  

Create  /capture  /acquire  

Determine  /  apply  meta  

data  

Control  /  Manage  /  Secure  

Output  /  Share  

Archive  

Retrieve  /  Use  /  

Repurpose  

  CAPTURE  PHASE  

Pickup   Document  Prep   Scan  

  INPUT  PHASE  

Extract  Data   Key  Data   Merge  

  STORAGE  /  RETRIEVAL  PHASE  

Store   Access   Retrieve  

Enterprise  Edition  (Feature  Rich)  

Audit  Trail  Logging  

Check-­‐in  and  Check-­‐out  

Version  Control  

Collaboration  Tool  

Annotate  /  Redact  

Workflow  

Basic  Edition  (Limited  Features)  

Search  &  Retrieve  

View,  Print  and  Email  

BOTH  ARE  MORE  SECURE  THAN  

PAPER!  

Users  have  assigned  access  rights  

All  file  types  allow  for  better  file  management  

Automatic  file  purge  (rules)  

Search  text  within  a  

document  

Easy  to  set  policies  

Search  by  index  criteria  

 Jewish  Vocational  Services  (NJ)   Non-­‐Profit  Agency  

They  are  a  nonprofit,  nonsectarian,  community  based,  vocational,  education,  rehabilitation,  training,  health  and  human  service  agency.  The  mission  of  the  agency  is  to  help  members  of  the  community  maximize  their  abilities  and  

potential  and  become  economically  self-­‐reliant,  productive  citizens.  

___________________  

They  started  a  scanning  bureau  with  our  help  in  February  2010.  Immediately  began  scanning  internal  files.  

Received  their  first  major  contract  from  the  State  of  NJ  in  October  2010.    

 Network  Imaging  (CT)   MFP  Dealer  (Sharp,  Lexmark)  

They  are  a  23  year  old  dealer  servicing  southern  metro  CT  and  parts  of  NYC.  Todd  is  the  President  of  BTA  North  East.  

___________________  

They  started  a  scanning  bureau  with  our  help  in  April  2010.  Immediately  began  scanning  internal  files.  

Received  their  first  contract  from  their  accountant  in  September  2010.    

STANDARD  

DOCUMENT  PREPARATION   Hourly  charge:  $25  to  $35  per  hr  

SPECIAL  HANDLING   Hourly  charge:  $25  to  $35  per  hr  

STANDARD  PAPER  SCANNING   Per  page  or  image:  from  $.05  to  .15  ea,  based  on  volume  

COLOR  SCANNING   Per  page  or  image:  from  $.15  to  .25  

MANUAL  INDEXING   Per  document  set:  from  $.02  to  .15  or  per  hour:  $25  to  $35    

BASIC  QC   Included  

BURN  DATA  TO  DVD   Per  DVD:  up  to  $25  each  

PICKUP  AND  DELIVERY   Per  trip:  per  mile  OR  per  trip  

Pricing  also  varies  by  market  

EXCEPTIONS  

FLATBED  EXCEPTION  HANDLING   Hourly  charge:  $25  to  $35  per  hr  

MAGAZINES,  newspapers  &  special  items  (black  and  white,  up  to  11  x  17)    

Per  image:  $1.00  -­‐  $2.00  

WIDE-­‐FORMAT  (black  and  white)   Per  image:  $1.00  -­‐  $2.00  sq  ft.  

WIDE-­‐FORMAT  (gray-­‐scale)   Per  image:  $2.00  -­‐  $2.50  

WIDE-­‐FORMAT  (color)   Per  image:  $3.00  -­‐  $10.00    

SPECIAL  HANDLING   Hourly  charge:  $50    

DOUBLE  KEY  INDEXING,  EXTRA  QC  AND  RE-­‐DOC  PREP  

Hourly  charge:  $25  -­‐  $45  

BOOKS  AND  OTHER  

UN-­‐BINDING  AND  RE-­‐BINDING  BOOKS   Hourly  charge:  $25  -­‐  $35  

SCANNING  BOOK  PAGES   Per  page  or  image:  $.15  -­‐  $.50  

LICENSE  OR  CARD  SCANNING   Per  item:  $.10  -­‐  $.20  

MICROFILM/FICHE/FORM   Per  image:  $.07  to  $.09  

OCR  TO  WORD  AND  RE-­‐FORMAT   Hourly  charge:  $50  -­‐  $75  

WHAT  INCOME  TO  EXPECT  

SCANNING  SERVICES  ALONE,  WHEN  DONE  CORRECTLY,  CAN  BRING  IN  A  PROFIT  MARGIN  OF  UP  TO  80%   LET’S  SEE  AN  EXAMPLE  

  ECM  Sales  Training    Needs  Assessment  Training    Existing  Relationships    Seminars   Webinars    Get  certified    Attend  local  AIIM  Chapter  Meetings    Network    Bid  on  state  and  federal  jobs    Partner  with  a  prime  contractor  

(End  of  day  one)