Oracle Distributed Document Capture

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Fujitsu – Oracle Lunch

Madrid, May 27th 2009

Hylke Visser, Director of Enterprise E2.0, Oracle

Distributed

Document

Capture

Use Cases

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Customer Case StudyJPMorgan Chase

Use Case Study

Rabobank Netherlands

Proprietary and Confidential – All Rights Reserved

JPMorgan Chase JPMorgan Chase &&&&&&&& Co.Co.

Customer Case Study Implementing Customer Case Study Implementing

Oracle Distributed Document CaptureOracle Distributed Document Capture


i-Vault! Global Document Scanning Solutioni-Vault! Global Document Scanning Solution

�� Problems to be solved:Problems to be solved:

�� Global scanning Global scanning

�� Lower volume scanningLower volume scanning

�� Incorporate indexing at front end of the process or allow for Incorporate indexing at front end of the process or allow for central central indexing indexing

�� Reduce cycle time to move businessReduce cycle time to move business--critical documents to processing critical documents to processing locationslocations

�� Meet regulatory storage requirementsMeet regulatory storage requirements

�� Ensure documents are housed in a consistent, easily accessibleEnsure documents are housed in a consistent, easily accessible repositoryrepository

�� Solution must be:Solution must be:�� Cost effectiveCost effective

�� Easily distributedEasily distributed

�� Easily maintainable Easily maintainable

�� Allow for high quality and validated indexingAllow for high quality and validated indexing

�� Leverage existing applications Leverage existing applications –– archive, capture, standard desktop buildarchive, capture, standard desktop build

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Current offsite document storage Current offsite document storage

� At yearAt year--end 2006, estimated end 2006, estimated 6.1 million6.1 million boxes held at Iron Mountain globalboxes held at Iron Mountain global

offoff--site storage facilities on behalf of U.S., UK, Belgium, Ireland,site storage facilities on behalf of U.S., UK, Belgium, Ireland, France France

andand Germany locationsGermany locations

�� Estimate does not include:Estimate does not include:

�� ApproximatelyApproximately 272,000272,000 boxes held in Asia locations where each branchboxes held in Asia locations where each branch

has independent arrangements with local suppliershas independent arrangements with local suppliers

�� Approximately Approximately 110,000110,000 boxes held in EMEA locations on behalf of boxes held in EMEA locations on behalf of

Spain, Luxembourg, Switzerland, Moscow and ItalySpain, Luxembourg, Switzerland, Moscow and Italy

�� 2006 archive box deposits2006 archive box deposits

�� In 2006, approximately In 2006, approximately 711,000711,000 archive boxes were stored with archive boxes were stored with

Iron Mountain Iron Mountain –– excludes boxes stored on behalf of the Asia andexcludes boxes stored on behalf of the Asia and

nonnon--Iron Mountain EMEA locations at other third party vendor sitesIron Mountain EMEA locations at other third party vendor sites

�� 2007 archive box deposits2007 archive box deposits

�� Estimated that an additional Estimated that an additional 486,000486,000 boxes were stored atboxes were stored at

offoff--site locations site locations

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�� Customer and service impactsCustomer and service impacts�� Delays in answering queries Delays in answering queries –– archive boxes must be recalled from centralized storage facilitarchive boxes must be recalled from centralized storage facility y

with potential risk of wrong archive box being requested and/or with potential risk of wrong archive box being requested and/or receivedreceived

�� Reduced staff efficiency and increased riskReduced staff efficiency and increased risk

�� Documents take longer to locate in archive box; possible that doDocuments take longer to locate in archive box; possible that documents will be misfiled or cuments will be misfiled or not returned to the correct archivenot returned to the correct archive boxbox. . UK government statistics estimate that each query UK government statistics estimate that each query takes an average of 2.5 hours to complete.takes an average of 2.5 hours to complete.

�� Recent fire at Iron Mountain location destroyed approximately 3,Recent fire at Iron Mountain location destroyed approximately 3,000 boxes owned by000 boxes owned byJPMorganJPMorgan Chase Chase

�� Administrative overheadAdministrative overhead�� Numerous ad hoc spreadsheets and databases maintained to track dNumerous ad hoc spreadsheets and databases maintained to track documents placed in each ocuments placed in each

archive boxarchive box

�� Staff has to manage the archive box process: packing, inventory Staff has to manage the archive box process: packing, inventory compiled for each box,compiled for each box,sending each box to offsite storage locationsending each box to offsite storage location

�� Inefficient use of office spaceInefficient use of office space�� Office space utilized for storage of archive boxes either waitinOffice space utilized for storage of archive boxes either waiting for collection or being g for collection or being

processedprocessed

�� Desks are cluttered with mountains of paper awaiting completion Desks are cluttered with mountains of paper awaiting completion of archive box processof archive box process

Impact of current document storage situationImpact of current document storage situation

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Processing flow, distributed capture and storageProcessing flow, distributed capture and storage

USER BASIC PROCESSING FLOW

SiteMinder

Single Sign-On to SystemScan a document Index Document

Release Document & Metadata

to Server

Next Document

i-VAULT Enterprise Repositories

JP Morgan ChaseINTRANET

MFD Device

Globally Distributed Low Speed Scanning Devices With Local

Web Based Indexing

PC PC PC PC

Initially at two US

datacenters in an

active/active

configurartion

I-VAULT

CM OnDemand

i-VAULT

Content Manager

CTO IMAGEGLOBAL DISTRIBUTED CAPTURE SYSTEM

ARCHITECTURE SCHEMATIC

DISTRIBUTED CAPTURE

SYSTEM

(CENTRAL SERVERS)

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Pilot implementationsPilot implementations

� Three lines of business participatingThree lines of business participating

�� Treasury Treasury & & & & & & & & Securities ServicesSecurities Services -- as part of the Global Legalas part of the Global Legal

Documentation project; estimated number of users: 200Documentation project; estimated number of users: 200--250250

�� Commercial BankingCommercial Banking -- as part of initiative to locally captureas part of initiative to locally capture

customer documentation; estimated number of users: 450customer documentation; estimated number of users: 450--550550

�� Centralized Transaction OperationsCentralized Transaction Operations –– as part of a cost initiative to as part of a cost initiative to

reduce number of documents stored at offreduce number of documents stored at off--site storage facilities; site storage facilities;

estimated number of users: 50estimated number of users: 50--150150

�� End of 3Q 2008: 1,000 users up on iEnd of 3Q 2008: 1,000 users up on i--GDS!GDS!

�� YearYear--end 2008: estimate 1,800+ usersend 2008: estimate 1,800+ users

�� Currently have 50 implementations in queue, taking user base tCurrently have 50 implementations in queue, taking user base to moreo more

than 3,500 usersthan 3,500 users

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Savings contributing to business caseSavings contributing to business case

� Storage Storage –– 23% of benefit23% of benefit -- Cost of sending Cost of sending

and storing paper documents offsite in and storing paper documents offsite in

warehousewarehouse

�� Retrieval Retrieval –– 5.7% of benefit5.7% of benefit -- Cost to Cost to

retrieve boxes and transport them back to retrieve boxes and transport them back to

user requesting document retrieval user requesting document retrieval

�� Efficiency Efficiency –– 71.3% of benefit71.3% of benefit ––

Improvements in not having to search Improvements in not having to search

through boxes; being able to pull necessary through boxes; being able to pull necessary

document up via Web browserdocument up via Web browser

�� Other savings opportunities not quantifiedOther savings opportunities not quantified

�� Ability to incorporate documents intoAbility to incorporate documents into

workflow within hoursworkflow within hours

�� Freed up floor space from eliminatingFreed up floor space from eliminatingfile cabinetsfile cabinets

�� Legal retention and ability to produceLegal retention and ability to producedocument quicklydocument quickly

�� Customer satisfactionCustomer satisfaction

Storage Retrieval Efficiency

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Future plans for

i-Vault! Global Document Scanning

Future plans for

i-Vault! Global Document Scanning� Continue roll out to global locationsContinue roll out to global locations

�� Potential to add functionality (ability to import ePotential to add functionality (ability to import e--mail, PDF mail, PDF

documents, index improvements, etc.)documents, index improvements, etc.)

�� Integration of Distributed Capture with other Content ManagemeIntegration of Distributed Capture with other Content Management nt

and Business Process Management functionalityand Business Process Management functionality

�� Continued expansion of Capture Roadmap to include Capture locaContinued expansion of Capture Roadmap to include Capture locally orlly or

centrally, and Key locally, centrally or globally. This woulcentrally, and Key locally, centrally or globally. This would require d require

integration with higher volume Capture capability.integration with higher volume Capture capability.

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Manage the Customer Relation

Rabobank is a leader in Food and Agri financing and in

sustainability-oriented banking. The Rabobank Group has the

highest credit rating (AAA) and in terms of Tier 1 Capital, the

organisation is among the world's fifteen largest financial

institutions.

Rabobank required:

• A centralised, consolidated Enterprise Content

Management system

• A fully into the business processes and the User Interface

of their Siebel deployment integrated solution

• A scalable solution for over 34.000 employees to access

customer related documents

• A content platform that could fulfil their future needs for

RM and WCM

Universal Content Management within

Siebel view (Managed Attachments)

When clicking on Checkin, you can

add documents

Launch Distributed Document Capture with

relevant context for front office / ad hoc

scanning

For the demo we ‘scan’ a .tif document,

but normally you would have a scanner

After scanning the document, you can

add metadata

Or you can lookup information from the

Siebel database to search and validate

When you are ready, press the Send button

A user can also create a cover sheet

with relevant context for back office

scanning

This back office scanned documents will be

visible in Siebel due to the barcodes

Clicking on the document will open a

PDF or PDF/A version of the document

But clicking on the Edit button will do a

Check Out and Open in native application

Oracle Distributed Document Capture

Technology

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