Centralized and distributed data document capture by CAPSYS Technologies - www.capsystech.com Facebook: https://www.facebook.com/CAPSYS Twitter: https://twitter.com/#!/capsysteam Blog: http://webdocumentcapture.blogspot.com/

1. UNDERSTANDING DISTRIBUTED WEB-BASED DOCUMENT CAPTURE REALIZING GREATER VALUE AT LOWER COST WELCOME 877.322.7797 www.capsystech.com AUGUST 11, 2010

2. INTRODUCTIONS PAUL SZEMPLINSKI CAPSYS STEVE SCHRADER CAPSYS Author of “ECM BUYER BEWARE: Real Insights & Answers for Decision Makers”; and President and Co-Founder CAPSYS WWW.CAPSYSTECH.COM

3. ANATOMY OF A TYPICAL ECM SYSTEM Content Management Repository Search Technology Document Capture Workflow or Business Process Management Document scanners, MFPs, Network Scanning Appliances IT Infrastructure (servers, SQL, storage, network, etc.) Professional Services for Project Management and Implementation Annual Software Assurance and Hardware Maintenance Fees (ongoing) CONVERT TO SEARCHABLE .PDF STOP VERIFICATION QUEUE EXPORT TO DOCUMENT MANAGEMENT SYSTEM BARCODE/ SEPARATION DOCUMENT CLEANUP START Zonal OCR EXCEPTION QUEUE WWW.CAPSYSTECH.COM

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6. Should I consider an MFP?*

7. Which brand and what type of capture software should I utilize?

8. Should I utilize thin/thick clients or both?

9. Can browser technology perform similarly to that of a thick client?

10. Can/do I capture at point of origin?

11. Save to Tiff, PDF, PDF/A or Searchable PDF, JPEG, JBIG, MDI, etc.?

12. Should I outsource any/all of the document capture and indexing services to a service bureau?

13. Should I centralize, decentralize or take a hybrid approach towards the capture process?

14. Is SaaS a viable option for any aspects of the ECM anatomy?

15. What automation – if any - can I incorporate into the overall capture process?WWW.CAPSYSTECH.COM

16. DOCUMENT CAPTURE APPROACH CHOICES Centralized All document capture and business processes remain within control of central planning and management authorities Distributed Document capture and business processes are pushed out to the remote locations where content (and problem) originates Hybrid Combination of both approaches WWW.CAPSYSTECH.COM

17. CENTRALIZED APPROACH Equipment, licensing, ongoing software assurance, support costs are significantly more expensive than alternatives Dedicated staff to process the volume of content at central office – inevitably creating a new, non-revenue generating cost center Work space, power and environmental requirements Transportation/shipping costs Built in latency in document processing and slower turnaround times Potential for lost or misplaced documents during document handling phases WWW.CAPSYSTECH.COM

18. DISTRIBUTED CAPTURE APPROACH The Goal Capture documents at Point of Origin – where the problem originates Remote Locations; branch locations – anywhere in the world Using available technology, i.e, Scanners, Email, Fax, MFP, Office files, etc. What are the benefits? Reduce paper handling and courier costs Shipping, postage, tracking, etc. Accelerate the speed of business Moving at “Electronic Speed” Reduce document loss and increase document security Leverage investments in office technology Increase quality of document capture Reduce labor costs; Empower front office workers Reduce overall cost of ownership and Lower Operating Costs - Empower your customers and supply chain partners to “self-serve” - ingesting content directly into your business processes WWW.CAPSYSTECH.COM

19. DISTRIBUTED, WEB-BASED SCANNING Propensity to make the Document Capture solution as ubiquitous as the cell phone Web-based computing continues to advance at a much more rapid pace compared to thick client apps Flexible licensing, no page clicks, easy to expand internally, externally and beyond the firewall Much easier to deploy and maintain than clunky thick client apps Provides the lowest total cost of ownership WWW.CAPSYSTECH.COM

20. HYBRID APPROACH Leveraging Web-based scanning – inside the firewall Scan at Production Speeds Heavy Lifting at the Web Server, not the client Sophisticated Integration just like Thick Clients through .NET, JAVA, Web Services Mixed environment (blend of distributed and centralized document capture) WWW.CAPSYSTECH.COM

22. Batch Profiles/Process Map

23. Document Types/Process Map

24. Users/Groups

25. QSX Modules

26. Licenses

27. General Settings

28. Queue Admin

30. QC/Correction (i.e., Re-scan, etc.)

31. Create documents from batches

32. Index documents

33. Exception handling/Verification

34. Release to the Server for automated processing based on the process mapsWWW.CAPSYSTECH.COM

36. ON-PREMISE vs. SaaS – THE GREAT DEBATE Unmatched time to market Minimal downtime, 24x7 access, no more upgrades, patches, hotfixes, service packs to install May be non-taxable (speak to your Tax Advisor) No recurring software or hardware maintenance contracts No CapEx, minimal upfront costs Backup and Disaster Recovery Pricing strategies unmatched by traditional on-premise alternatives WWW.CAPSYSTECH.COM

37. STARK REALITIES OF ON-PREMISE Today, more difficult to budget for CapEx vs. Operating Expense Annual maintenance fees are increasing without the purchase of additional software Excessive fees are being charged for non-value add services Expanding into other areas of the company would be too costly with current software Costs for application server maintenance is excessive when outsourced - CSC, Perot Systems (now HP), Rack Space, etc. Note: CAPSYS has seen costs as much as $15,000 per server per year. This is non-value add expenses that the LOB can expunge from ongoing budgets! Customers (LOB and IT) prefer to eradicate the need to install software or upgrade individual systems when they have remote needs Application upgrades require either automated SUS or on-premise visit at remote sites to facilitate WWW.CAPSYSTECH.COM

38. ALL OR NOTHING SaaS-BASED ECM? CAPTURE is the least risky component in the overall ECM solution set SaaS based capture, CM repository on-premise – completely plausible! Flexibility to change your decision in the future based on needs of the business SaaS based Capture Offers the fastest ROI Minimize Risk, Maximize Return WWW.CAPSYSTECH.COM

39. JUST THE FACTS Ma’am… WWW.CAPSYSTECH.COM

41. The 2010 index indicates SMBs are beginning to see the benefits of cloud computing;

42. More than 40 percent of the respondents that use hosted or cloud technology reportedrevenue rises of 30 percent or more compared with 90 percent of respondents not using hosted technology that saw decreases in revenue.

43. The advantages of hosted or cloud technology are viewed as reduced cost and IT management and maintenance, as well as increased business value, productivity and competitiveness. Source: http://www.microsoft.com/presspass/press/2010/feb10/02-03techcriticalpr.mspx WWW.CAPSYSTECH.COM

44. Complete Automation Beginning at point of origin

45. RESULTS THAT SPEAK LOUD & CLEAR Financial Services Firm – Jacksonville, FL “Everything that was discussed in the sales cycle was delivered in the solution.” Did the project meet your expectations as presented in the sales cycle in the following areas? Timelines: 1 2 3 4 5 Business Objectives: 1 2 3 4 5 Features/Functionality: 1 2 3 4 5 Technical Requirements: 1 2 3 4 5 Ty, Inc. – Makers of Beanie Babies, Ty Warner Hotels & Properties “We decided to move from an on-premise solution to CAPSYS CAPTURE ONLINE. Since that move, we have been able to roll out document scanning throughout the enterprise with minimal effort. It has reduced the workload on our IT staff by eliminating the need to support a capture solution in our datacenter. ” – Jim Gio, Director of MIS Pharmaceutical Firm – Chicago, IL “We are veryhappy with the CAPSYS software functionality. CAPSYS is meeting my expectations as presented in the sales cycle. We did go back and examine the cost savings and confirmed that CAPSYS has in-fact reduced our costs by about 40%, as predicted in the sales cycle. The CAPSYS features & functions also have met all of our business objectives.” WWW.CAPSYSTECH.COM

46. 877.322.7797 www.capsystech.com www.capsystech.com

48. Flexible “Key from Image” capabilities

49. Powerful automation/character recognition

50. Verification – for exception processing

51. Secure HTTP (SSL and HTTPS) file transfer supportWWW.CAPSYSTECH.COM

52. WHY CAPSYS? The ability to quickly design and manage the capture process workflow by simply laying out the steps on a map and defining the business rules for each step – without requiring programming or scripting CONVERT TO SEARCHABLE .PDF STOP VERIFICATION QUEUE EXPORT TO DOCUMENT MANAGEMENT SYSTEM BARCODE/ SEPARATION DOCUMENT CLEANUP START Zonal OCR EXCEPTION QUEUE WWW.CAPSYSTECH.COM

53. WHY CAPSYS? The ability to automate the capture process with powerful and flexible capture and indexing features (ex: Image Cleanup, Barcode, OCR/ICR/OMR, Database Lookups, Forms Recognition, etc.) OCR WWW.CAPSYSTECH.COM

54. WHY CAPSYS? The ability to convert scanned documents to alternative formats (i.e., PDF, PDF/A, Searchable PDF) for retrieval in the repository of choice WWW.CAPSYSTECH.COM

55. WHY CAPSYS? The flexibility of a simple pricing based on a concurrent user licensing model (No volume restrictions; No page counts!) WWW.CAPSYSTECH.COM

56. CAPTURE PROCESS MANAGEMENT CAPSYS CAPTURE Workflow Integrated Workflow Engine Integrated Process Designer (Graphical) Rule-based Routing Exception Handling Queue Management Extensible Architecture CONVERT TO SEARCHABLE .PDF STOP VERIFICATION QUEUE EXPORT TO DOCUMENT MANAGEMENT SYSTEM BARCODE/ SEPARATION DOCUMENT CLEANUP START Zonal OCR EXCEPTION QUEUE WWW.CAPSYSTECH.COM

57. SERVER BASED DOCUMENT PROCESSING CAPSYS CAPTURE Document Processing Products CAPSYS CAPTURE Cleanup De-skew, De-speckle, Border and Line Removal CAPSYS CAPTURE Barcode/Separator Barcode Recognition, Barcode & Patch Code Separation, Blank Page Separation and Separator Page Deletion CAPSYS CAPTURE Database Lookup Automatically retrieve index information from legacy systems; both client and server side processing supported CAPSYS CAPTURE OCR/Forms OCR (Zonal and Full-page), ICR, OMR and Forms capabilities CAPSYS CAPTURE DocClassify Automatically classify documents using keywords or phrases Automatically determines document type by the characteristics of file CAPSYS CAPTURE Conversion to PDF/Searchable PDF Create Full-Text Searchable PDF’s, Auto Bookmark Support WWW.CAPSYSTECH.COM

58. CAPSYS CAPTURE ARCHITECTURE WWW.CAPSYSTECH.COM

59. SUMMARY CAPSYS CAPTURE is a fully-functional, Web-based, thin client capture solution made available either on-premise or hosted in our data center as a subscription service (SaaS) Production capture – any document, anywhere, anytime! Configurable, graphical capture workflow – no scripting – no programming required Powerful capture and indexing features Doc Cleanup, Barcode, OCR/ICR/OMR, DB Lookup, Forms Recognition, etc. Simple pricing based on a concurrent user licensing model (No volume restrictions; No page or click counts!) Release modules available for most ECM vendors Quickly deployed and operational Simplicity and Ease of Use WWW.CAPSYSTECH.COM

60. EDUCATIONAL MATERIAL “ECM BUYER BEWARE: Real Insights & Answers for Decision Makers” by Paul E. Szemplinski http://www.amazon.com/ECM-Buyer-Beware-Insights-Decision/dp/0557066506 WWW.CAPSYSTECH.COM

61. QUESTIONS? Colorado Headquarters 6755 Earl Drive, Suite 207Colorado Springs, CO 80918Toll Free: 877.322.7797Fax: 719.488.1047 Paul E. Szemplinski Paul.szemplinski@capsystech.com 877.322.7797 Thank you for your participation! WWW.CAPSYSTECH.COM