Training offerings sample

COURSE OFFERINGS

1. High-performance ECM Sales

2. CDIA+ Exam-prep

3. Professional Needs Assessments

4. Document Imaging-101

5. Scanning Service Bureau

6. Business Acumen- Handouts - Testimonials - Phased approach

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High-performance ECM Sales Training

Written and developed by:

Byron B. Aulick, CDIA+, ECMm, PDI+, Project+ [email protected] (508) 637-1508

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mailto:[email protected]?subject=

CLASS AGENDA‣CONCEPTS

‣THE PROBLEM

‣THE SOLUTION

‣MOTIVATION

‣VERTICALS [HealthCare, Legal, Banking]

‣TECHNICAL

‣SALES

‣PRICING

‣CASE STUDIES

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VOCABULARY ECM, CM, EDM, EDMS, DMS

SaaS, ASP, Cloud, Thin-client, Hosted

On-ramp device, Input device

Workflow/Collaboration, Process-centric Solutions

Kb (communications), KB (file sizes)

GB (groups of files), TB (total storage needed)

Thick-client, In-house (“on-premise”), Client/Server

Phases; Doc-prep, Capture, Index, Output, Archive, Retrieval

Data Extraction; Barcode, OCR/ICR, OMR, Match & Merge

4

..all taught in CDIA+ training

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

‣Paperless; NO, but.. less paper; YES

‣AIIM projects that by the end of 2015 ECM should be a $4.2 billion dollar market

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

(tell Yankee Atomic story)5

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One benefit: Outsourcing allows clients to stay focused. True or False

Why not use high school kids to scan documents?

By the end of 2015 ECM should be a [?] Billion market

One benefit: Simultaneous, multi-person access. True or False

WHAT DID WE LEARN?

$4.2B

True

They’re not trained professionals

True6

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ROI FOR GOING DIGITAL

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VERTICAL MARKETS: LEGAL and BANKING

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WHATDRIVESTHENEEDMEETCOMPLIANCEREGULATIONS

!Mostbusinesseshavecomplianceregulationstomeet(Fed&State)!Industryspecificrequirements!MassachusettsGeneralLaw93h(orsimilar)toprotectPII!Medical–HIPAA(HealthInformationPortability&AccountabilityAct)

!FederalGovernment–EFOIA!Financialindustry–GLBA!eDiscoveryrequests

Streamliningbusinessprocessesmakesiteasiertocomply

Next the details...

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WHAT IS ‘COMPLIANCE’Before we get into this.. WIKI says;

Compliance means conforming to a rule, such as a specification, policy, standard or law.

<however>

Regulatory compliance describes the goal that corporations or public agencies aspire to in their efforts to ensure that personnel are aware of and take steps to comply with relevant laws and regulations.

WHY DO YOU CARE? If your prospect needs to do something, and you can help them do that..you become attractive.

In this example, the government has told them they MUST comply with a law. Help them and they will love you!!

Prospect says “You can keep me out of jail? Really...I want to talk to you!”

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CDIA Presentation v1.2


Byron B. Aulick, CDIA+, ECMm, PDI+, Project+ [email protected]

(508) 314-7097 www.ecminstitute.com

CDIA+ Training, CD0-001

“Exam Preparation”

(v1.2 Updated January ‘15)

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http://www.ecminstitute.com


Domain 1. Enterprise Content Management

In this domain we will learn about the proper usages of index, search, and retrieval. Will also discuss workflow and explain how collaboration works. We will compare and contrast document presentation and output features and explain the purpose of content life cycles.

This domain is weighted at 20%. Sample:

Why should the Human Resource departments be included in the planning of large implementations of new imaging systems?A. To handle complaints B. To plan for overtimeC. To prepare for resignations D. To review impact on job descriptions.

" Author: CompTIA

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Terms (Cont.)

Ontology: • Rules based, explicit specification.

• Example; Invoice = “Invoice”, not “Bill”

• Index values are from strict drop-down list, not open to interpretation.

Folksonomy:

• “Wisdom of the crowd” • Example; you pick “Invoice”, I pick “Bill”

• Think collaboration. Minimal controls. No standards.

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Domain 2. Capture

In this domain we will learn about how input devices are used to accrue data. We’ll talk about document conversion from document pickup, to preparation, scanning, quality assurance, indexing, extracting data, and then we’ll discuss outputs. We will also discuss various file formats and their impact on the available bandwidth of the network.

This domain is weighted at 23%.

Sample:

Which of the following ICR recognition applications will support a check-processing application?

A. MICR. B. CAR C. Barcode D. Patch code " Author: CompTIA

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CompTIA terms: “Release” = output. Validation, Verification

The Process Overview

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Domain 3. Storage and Networking

In this domain we will learn about the various storage media types and their properties. We will look at storage strategies as well as network connectivity and hardware options.


Sample:

A city has determined that it will provide access to City Council minutes and upcoming agenda items. Which is the best solution that will allow for the broadest access for all interested parties?A. Use of an FTP siteB. Web-based Internet access. C. Publication on CD-ROM for distributionD. Public kiosk availability at various sites, including libraries

" Author: CompTIA

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Storage Subsystem Options

Jukebox

RAID Array

Magnetic disk

DASD

OpticalTape Library

MO DriveTape Drive

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SSD, using NAND ‘flash memory‘ (elec erase)

WORM

Cloud

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Domain 4. Security and Compliance

In this domain we will learn about the basics of records management in general, as well as security in the context of access and delivery. We will discuss document privileges, rights, and output methodologies.


Sample: A consultant analyzing a company's document imaging requirement discovers that there appears to be a number of concerns from users about the security of the newer system. Which of the following is the best way to address such concerns?A. Ask the project leader or company management to deal with the situation. B. Emphasize that it has been a management decision to change to the newer system. C. Consider end-users' concerns and determine whether they can be met through education or changes in the solution.. D. Implement the changes provided that the management/project leader agrees with the recommendation for the newer system.

" Author: CompTIA

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Security Lifecycle

#Document Creation #Format #Media

#Document Activity #Retrievals #Modifications #Concurrent Usage

#Document Archival #Format #Legality #Access

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“Record” = No changes! “Document” = Changes OK

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Domain 5. Analysis, Design, and Implementation

In this domain we will learn about the basics of project management. To include the different players, the different phases, some project management terms and document reporting types. We will discuss a formal needs assessment and how to professionally collect data, validate inputs, and solidly design a system based on this.


Sample:

A company is implementing an imaging system. The employees in the microfilm department express concerns to their manager that the proposed system may threaten their jobs. The manager is one of the key decision-makers on the selection team. In the employee presentation, which of the following should NOT be included? A. Savings due to process improvement B. Savings due to reduced training requirements C. Savings due to reduced staffing requirements. D. Savings due to reduced storage space requirements

" Author: CompTIA

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Return to Course Offerings

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Implementation Plan, contains:

Production Procedures Help / Support DocsTraining Plan Roll-out ProcedureDescription of System Changes

Maintenance Schedule

Risk Management Plan Timelines, Time ConstraintsQ/A Steps ObjectivesIdentifies Language or Time Barriers

Connectivity Details

Time Out or Deadline Schedule

Milestones

Input from the Project Team SMEs

Not $$ or Budget Issues (already agreed upon)

Technical Documentation

(Given to the solution sponsor)

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MEMORIZE THIS!

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High-performance Needs Assessment Training


Byron B. Aulick, CDIA+, ECMm, PDI+, Project+ [email protected] (508) 637-1508

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PURPOSE OF THIS COURSE‣Day 1

‣Provide professionals with a complete understanding of the electronic document management (EDM) needs assessment process

‣Day 2

‣Needs Assessment fundamentals and simulate an assessment

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WHAT YOU WILL LEARN

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‣Day 1

‣What is an assessment, and why do you need to do it

‣How a Needs Assessment is a critical component for your future success

‣Day 2

‣How to conduct a survey—what questions to ask, who to ask, and how to set it all up

‣How to analyze the collected data

‣What constitutes a professional report

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‣Know what you are proposing!

‣Be accurate with the solution!

‣Ensure clients pay for what they NEED!

‣Shorten the sales-cycle by asking for investment up-front!

‣Feel confident your solution will work 100%

‣Also realize, once satisfied, they will refer…

ADVANTAGES OF ASSESSMENTS

Can you think of more?

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GIVE THEM VISUAL PROOF

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Dawn%opens%email

Responds

Receives

Search%&%Find%Threads

Creates%Sub;Folders%my%email

Creates%Sub;Folders%Dawn's%

email

Carrie%accessesDawn's%email

Prints

A@achments? YESNO

Le@er

Saved%to%I:\Scanned%

Correspondence%Folder

Pleadings

Saved%to%I:\Scanned%

Pleadings%Folder

Separates

Collate%by%Thread

Compare%by%Thread

Put%in%reverse%chronological%

order

Remove%Duplicates

Hole;Punch File Distribute,%as%needed

Scans

Drag%&%Drops%Email

DRAWING A - EMAIL TO FILE WORKFLOW - EXISTING

File%Cabinets

Drawers

Accordian%Files

DRAWING B - EMAIL TO FILE WORKFLOW - PROPOSED

Dawn%opens%email

Responds

ReceivesSearch%&%Find%

Threads

Carrie%accessesDawn's%email

Hits%Bu=on:"Save%to%DMS"

Chooses%the%Category%from%a%DropDdown%List

Adds%Index:%[Name,%Case#,%

etc]

Stores%With%or%Without%A=achments

Note: Workflow rules may route document to another user who plays a role

[predefined workflow].

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GIVE THEM VISUAL PROOF

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FINANCIALS

1.0 Return on Investment -Labor alone Although difficult to extrapolate due to such a wide variety of areas for improvement, I have focused on the time it takes staff to manually enter data into Crosspoint, as a labor savings, and costs associated with the print and scan methods for discussion. !Five main areas will yield the biggest return on investment;

Email inbox with its inherent possibilities for error in the time required to manually assign work to teams Gathering of medical records and the sheer volume of pages printed from electronic files the continual manual process of rekeying information that was once electronic, now on paper, into Crosspoint. The overall inefficiency of website referrals A scanning process that has not changed in 6 years !

Increasing the efficiency in any one of these specific areas can more than pay for the system. The combined increase in efficiency will yield tremendous ROI to the extent that follows. *Please see attached Price Sheet for solution pricing. !

!This represents a savings on labor alone of more than $ 4,000,000 in five years. !

(Labor alone. Add consumables… and 28,000 hours/yr time saved!) !>Add to this the cost of losing a document, not being able to answer a question immediately, perhaps losing a client due to poor customer service, making wrong decisions from inaccurate or older information, lost employee time and office waste via paper/toner/maintenance, courier expenses, and you have a substantially higher figure.< !!>See chart ISO Volumes and Money in addendum for details.

LABOR COSTS

MONTH YEAR PER DOCUMENT

Current: $! 96,281.00 $! 1,155,372.00 $! 0.19

Proposed: $! 19,256.00 $! 231,072.00 $! 0.04

Net Savings: $! 77,025.00 $! 924,300.00 $! 0.15

Page ! of ! 32 34

7.0 Financials

7.1 Costs Phase One: $81,538.00 (DM system) or $2,896.23/mth (36 mth lease) !Phase Two: $18,000.00 (Workflow) or $639.36/mth (36 mth lease) !Phase Three: $10,000.00 (Forms Automation) or $355.20/mth (36 mth lease)

______________________ <or> $3,890.79/mth for all

7.2 Return on Investment Although difficult to extrapolate due to such a wide variety of documentation, I have focused on the lease processes for discussion. !Based on Wayne’s input of “100 leases per month”, and an estimated average of 3.5 hours each, that is 350 man-hours of time each month. At a burdened labor rate of $35/hr, that is $12,250/mth for Julie alone. !Add 2 hours each for Bryce, Wayne, the property manager and two clerical office staff at a burdened rate of $100/hr = 2 hrs x 5 staff x 100 leases/mth x $100/hr = $100,000/mth !Current Costs: $112,250/mth or $1,347,000 per year using paper !>Add to this the cost of losing a document, not being able to answer a question immediately, perhaps losing a client due to poor customer service, making wrong decisions from inaccurate or older information, lost employee time and office waste via paper/toner/maintenance, courier expenses, and you have a substantially higher figure.< !Based on the same rates, but saving a conservative 40% through workflow automation: !Proposed Costs: $67,350/mth or $808,200 per year using workflow. !Net savings: $44,900/mth or $538,800 per year. Labor alone. Add consumables… !ROI Proposed cost of system: $109,538 [system] + $808,200 [labor] = $917,738 !$1,347,000 [current] - $917,738 [proposed] = $429,262 saved the first year $1,347,000 [current] - $808,200 [proposed] = $538,800 saved the second year !>See chart Monthly Expense -Proposed vs. Existing for a graphic

Page ! of ! 15 16

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START INTERVIEWSBegan by asking them to explain the job responsibilitiesThen ask them to explain what they do each day, in detailAs time allows, make a simple drawing that outlines their workflow(this is invaluable when you’re back at the office trying to remember their workflow)Be sure to show your notes And your drawing so they can be as accurate as possibleCapture as many quotes from the interviewee as you can. You will gently include these in the report.Ask them to allow you to visit their work area. Get permission to take pictures.. lots of pictures. This adds credibility to the report, and spawns conversation.If they mentioned something doesn’t flow properly, or there is a problem, be sure to ask “what is the impact on the business?”Spend time on workflow problems. These are the opportunity areas for your software to address, and are specific to the account.Realize there is no way to script this dialogue. It depends largely upon what the interviewee says.Be flexible, courteous, inquisitive, interested, friendly, and be sure to probe at the areas that you intend to address with your solution.Remember never to be confrontational, negative, or say things like “Wow! I must really suck!”Equally, also remember never to say “Not to worry, that happens to a lot of people.”

STEPS (A GUIDE FOR YOU)

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101 training v3.2.ppt

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Instructor: Mr. Byron B. Aulick, C.D.I.A.

Teaching the fundamentals Document Imaging-101

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Day 1, course overview▪ Imaging-101

□ 1. Concepts, Motivation & Objectives □ 2. The Capture Process □ 3. Scanners □ 4. Indexing Methods □ 5. Storage □ 6. Communications □ 7. Display / Output □ 8. Document Management & Workflow

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2. The Capture Process

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What is DPI?

1 In.

1 In.

100 200300 400

Dots

160,000

90,000

40,000

10,000

0

Resolution in DPI

Dots Per Inch >

200,000

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4. Storage

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Storage

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5. Networks

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Communications

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8. Document Management & Workflow

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Document Management & Workflow: Overview▪ User Expectations for EDMS

▪ Document Management Acronyms

▪ Workflow: Definitions, Essential Elements, and Options


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SCANNINGBUSINESSSTARTUP-BusinessOwnersClass


April M. Aulick, CDIA+ [email protected] (508) 637-1508

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TableofContents

● CHAPTER1.THEBASICS:THINGSYOUNEEDTOKNOW● CHAPTER2.THESCANNINGOPPORTUNITY● CHAPTER3.HARDWARE,SOFTWARE&SUPPLIES● CHAPTER4.FACILITYANDSPACECONSIDERATIONS● CHAPTER5.THESTEPSINTHEPROCESS● CHAPTER6.OTHERDETAILSINTHEPROCESS● CHAPTER7.PRICING&REVENUE● CHAPTER8.BUSINESSMATTERS● CHAPTER9.SUCCESSFACTORS● CHAPTER10.WHATARETHERISKS?

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PaperandScanning37

● ThePhysicalPropertiesmustbeUnderstoodBeforeScanning

● PaperRelatedIssuesCouldImpactaProject● First,UnderstandtheFollowing:○ Theoriginaldocument’sphysicalsize○ Anysurfacecoatings○ Paperqualityandthickness○ Pagecolorsandhowtheyareused○ ExistingfasteningdevicesCop

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OM

THEOPPORTUNITYOVERVIEW38

● “Hasn’teverythingbeenscannedbynow?”● Howmanymanufacturersofprinters&MFP’sexisttoday?● Nearly50trillionpagesareprintedintheworldannually*● TheEDM/ECMisafastgrowingindustryrakinginawhopping$40billionannually

● Haveyouseentherateatwhichthemedicalindustryisgoingpaperless?

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GROWINGPOTENTIAL

● Instantmessages,SMS/textmessages,blogs,RSSfeeds,wikisandemailareyettobemanagedbetter.○ Thesecollaborativetoolscreatecontent,lotsofit!

● Thereareindustriesthatstillarepaperintensive:○ Banking,mortgagelenders,etc.–Loansneedsignatures○ Everyindustryhasfinancial,H.R.&clientrecordsnotjustspecificdocumentsapplicabletotheindustry

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CAPTURESOFTWARE

● Everyhigh-productionscanningbureaushouldusehigh-productioncapturesoftware

● Everyscannercomeswithfreebasicsoftware● Freesoftwarehaslimitedfeatures● Freesoftwareprovidesimages,oneindexfield,andoutputtopdf

● High-productionsoftwarehasmanyfeaturesneededformanytypesofjobs

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OTHERSPACECONSIDERATIONS

● Abreakroomawayfromworkareas● Anyofficeactivitythatisdistracting,suchasphoneuse,meetings,etc.shouldbeawayfromworkareas

● Wallspaceformemo’sandsignage

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Business Acumen for selling Targeted Solutions


Byron B. Aulick, CDIA+, PDI+, Project+, ECMs [email protected] (508) 637-1508

V1.1 July 2015

“BATS” With the right bat, you can hit the ball out of the park!

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CLASS AGENDA‣GENERAL BUSINESS TERMS

‣AUTOMATION IN THE WORKPLACE

‣BUSINESS WORKFLOW-101

‣WHAT’S IN IT FOR ME?

‣ INTRODUCTION TO TECHNOLOGY

‣CASE STUDIES

‣BRIDGING THE GAP

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WE RESPECT WHO YOU ARE!This class does not teach you

traditional sales or ‘solution selling’.

Rather.. we teach how to strategically sell products and services that generate ridiculously high GP

Our focus is on high performance ECM sales:‣ Hardware [at full-list]‣ Software [ECM, Workflow, Advanced Capture]‣ Workflow Implementation Services‣ Document Conversion [scanning]‣ Consulting‣ Needs Assessments

44Welcome to Class

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WHAT TO EXPECT‣Ground, mid and high-level understanding of how ECM benefits clients

‣ Specific answers to specific questions

‣A shortened sales-cycle due to better understanding of business processes [workflow]

‣Happier customers

‣Your name on LinkedIn from clients raving with glee!

‣References

45Welcome to Class

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‣Struggles offices have today;

‣Cant find, recreating

‣Crowded space, keeping files too long

‣Manual routing, rekeying into legacy systems

‣No tracking

‣Poor security due to physical paper

‣Wasting time & money

‣Not addressed = YOUR opportunity!

46

PRESENT STATE

Automation in the Workplace

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YOUR -PROFESSIONAL SERVICES AT WORK

‣Areas that generate income:

‣ “Match to PO” and “Copy and Distribute” and “Queued for Processing”

‣Rules within the Workflow system will route the PO and the Invoice to appointed party for processing.

‣ “Data Entry & Allocation”, “FILE” and “Archive”

‣Use ‘advanced capture’ to extract data from pages as they are scanned. Then, output images and index values into an ECM system to automated the filing [and archival] process.

‣ “Prep Client Re-bill”, “Attach Backup Invoices” and “Send Invoice”

‣A second process. Used when part of a larger invoice is “re-billed” to several parties. Simply configure another workflow [$$] to automate the process. No additional scanning/indexing needed.

51Finance Dept AP

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Worksheet

Directions: Please fill out with book closed. Once finished, if you need to, use the book to fill in the ones you were unsure of.

Recap from “Online Imaging-101”:

1. Explain: a. De-skew

b. De-speckle

c. Cropping

From “1. Concepts, Motivations and Objectives” section:

2. Name some purposes for DM/DI:

a. Enables ____________ containment

b. Enhances the overall ______________ from attacks

c. ________ i________ means a 5 page doc really is 5 pages!

d. Meet ______________ requirements

3. From the VAR’s perspective, explain your business position:

4. Briefly explain what savings minus cost means:

5. What are some of the advantages of using document imaging?

6. Name potential disadvantages:

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Math 4

A client receives 5,000 docs / day with 500 characters on each page. During QA, they notice that after 10 days, 250,000 characters are wrong!

What is the accuracy of the OCR?

5,000 docs x 500 chars = 2,500,000 chars / day

..x 10 days = 25,000,000 total chars

..of which 250,000 are wrong. (=1% wrong)

If 1% is incorrect, then 99% is correct!

•Accuracy = 99%

hyperlink 55

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DataVault’s research department would like to capture all internal research documents. Due to patent considerations, no researcher is allowed to view anothers' documents. Which of the following is an effective method to block document access?

A. Document level securityB. Check in / check out controlC. Virtual Private Network (VPN)D. Redaction

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ScanRoutes'to'Bryce

Mails'to'Tenant'

for'Signature

Receive'Returned'

SignedRoutes'to'JulieSave'to'the'DMS

Property'

Manager'

Fills'out'the'

"Lease'

Prepara?on'

Form"

Routes'to'Julie

Opens'

"Lease'

Prepara?n'

Form"

Stamps'with'

Approval'or'

Annotates

Routes'to'Bryce'for

Electronic'Signature

Saves'to'the'DMS

Sends to Tenant

System'

no?fies'

Property'Mgr'

&'Accoun?ng

Accounting completes task

of adding information

Entered into Skyline

If New Tenant

Julie'Makes'Edits,

If'Needed

Receive'Returned'

Documents

System'

no?fies'Lease'

Administrator

Scan

Commercial'

Tenants'

Change'

Form'

Created

Lease'

Summary'

Form'Added

Include'Copy'

of'Voided'

Check'&'ACH'

Debit'Form

System'no?fies'

Sarah,'Chris?na,'

Mary'&'The'

Property'Mgr

LEASE PACKAGE - NEW WORKFLOW

Creates'

Cover'Page

Creates'

Cover'LeOer

Saves'to'the'DMS

LeOer'with'Requests'

Mailed'to'Tenant' Routes'Back'to'Julie


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Testimonials: [from student evaluation sheets given at end of class]

Michael Weaver, Ricoh Business Solutions: "This training would be excellent for many sales-reps, particularly those who deal with healthcare accounts. It gave me something else to bring to the table and an edge over the competition."

Rob Wolf, Lanier: "I attended the CDIA+ Training course that you conducted at companies University 8/1-8/3, and wanted you to know that I passed the CDIA+ Certification Exam on 8/8 with a score of 828. I just wanted to tell you how great I thought the class was, and how great you were as an instructor. It is not easy presenting technical material to a "mixed" group of attendees and being able to keep everyone on track. I will recommend the Datavault prep course to anyone interested in taking a CDIA+ training course.”

Chip O’Dell, Region Manager: “Byron: The class you instructed was tremendous, and I know I can speak for all when I say we left your class with a great feeling of confidence we were prepared and would pass the test. I took the test last Friday, and while the whole testing experience really kicked my (bleep), I passed with a 760!!!! Again, I PASSED ON THE FIRST TRY!!! I have been in region management and out of the field for the past 5 years, so I did not feel I possessed the base knowledge most of the DSR’s and DSM’s have, but thanks to your instruction, I PASSED!!!!! Thanks for your effort, and I hope all of my company’s counterparts have the opportunity to experience the excellence of your instruction.” [end]


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PHASE 2: Production Hands-on Workshop

‣ Live workshop‣ All necessary forms and labs‣ Tracking and reporting tools‣ Operations and procedures manual‣ 3 Days classroom, $2,295 ea.

PHASE 1: Business Owner’s Insight Overview

‣ What can you expect‣ What does it require

✓ Human resources✓ Equipment✓ Investment

‣ Profit and Return‣ 4 Hours, online, $997 ea.‣ eBook, $349

PHASE 3: High-performance ECM Sales Training

‣ Compliance overview‣ Compelling reasons‣ Overcoming objections‣ Estimating and proposal generation‣ Storage calculator‣ Sample Terms & Conditions‣ 2 days Classroom, $1,395 ea.

PHASE 4: Marketing

‣ Website assistance‣ Develop collateral materials‣ Social presence help, $500/mth

Ongoing support ‣ Software setup ‣ Continuing education‣ RFP assistance‣ Trade-show helps

[email protected](508) 637-1508can help you!

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