Adding Value to Documentum, an Outsourced Imaging Solution

1. Adding Value to Documentum, an Outsourced Imaging Solution Presented by: Michael Cipriano, President

2. Business Issue • Large Financial Company with Significant Investment in Documentum Application • Get maximum value out of the application. • Current Conversion Rate of Valuable Paper into Documentum Content was Painfully Slow • Outsourcing of the conversion process is proven and cost effective • Inefficient in-house tools and resources to gather required meta data • Customized tools and processes to achieve results

3. Process Partner • Client chose Millennia Group as the outsourced imaging partner.

4. Proof that Content = Value

5. Client Content Decisions Documents that are critical from a business continuity perspective Documents that are part of a workflow or business process improvement effort Documents required for a remote workforce Project oriented requirements – Audit, Litigation, Transaction, Analysis

6. Some Sticking Points Need to pull some data from JD Edwards for the meta data Documents are constantly in use so access issues are important Internal quality control measures are strict and need to stay tight Some meta data kept in third party DB, image files in Documentum with tag Resources for high volume data entry not available

7. Typical Imaging Issues Hiring and retaining employees is difficult Peek demand management Scanner Hardware Maintenance Software configuration requires skilled employees Flexible – in house expertise

8. An Outsourced Solution • Initial consultation to identify critical document stores – in this case contracts, reports, financials • Structure the processes for a variety of documents to be imaged • On demand external resource used for paper conversion services (client continued to scan) • Web based process workflow tool to track and control the documentation • All data is gathered using pre-specified Documentum definitions • Seamless return of data to Documentum

9. Imaging Process - Overview • Project workflow tool was created • Documents Received • Documents cataloged • Preparation/Condition check • Batch scanning • Document reassembly • Client review & approval • Repeat

10. Document & Box Tracking • Tracking begins when documents are partially cataloged before leaving client office • Folder level identification • Used client generated box numbers • Status updated as documents are processed • Received by Millennia • Available for Review • Returned

11. Documents Cataloged • Documents are cataloged using customizable tools • Nightly data feed from accounting system to assist meta data effort • 6 total data fields, one field averaging 150 characters • Bar code assigned to documents on separator sheet

12. Preparation & Condition Check • Bindings are removed from documents (staples, clips, etc.) • Condition of paper checked for potential scan difficulties • Folders and dividers are removed and documents are separated with barcode identifier sheets

13. Imaging • Prepped documents are fed into High-Speed scanners • Wide format scanning required • Color scanning required • Scanner software configured with custom resolution setting per batch • Scanner operator reviews images in real time for on-the-fly resolution adjustments

14. Reassembly • Documents are reassembled to client specifications • Folders and dividers are restored • Original or New bindings are restored • Files returned to same box

15. Extensive Quality Control • Quality Control throughout the imaging process • Index review – Cataloging data is reviewed for accuracy. • Image review - Images are reviewed twice for clarity and readability. • Assembly review- Reassembled documents are reviewed according to original specifications. • Client reviews the files on FileStar – every document

16. Audit Review & Approval • Documents available for review & quality control audit • Imaging errors and notes are reported to the client for resolution • Approve Documents for Documentum delivery • Once documents are approved, the documents are sent directly to off-site storage

17. Repeat Process

18. Output to Client • PDF + Searchable Text • XML Data and PDF Files sent to Client via Secure ftp • Client runs OpenMigrate by TSG to pull data into Documentum.  • Content is available for users

19. Conclusion Client was able to get a critical set of documents loaded for a transaction rather than paying an outside transaction host Additional documents in Documentum gave users more reason to use it Economics made sense given process efficiencies

20. Millennia Group is a full-service document solutions company providing superior document imaging services and data management applications to premier companies since 1996. Millennia has served companies and government agencies in developing sophisticated document management strategies tailored to our customer. We provide document workflow consulting, outsourced imaging, data conversion, secure web hosting and much more. Company Information Millennia Group 477 W. Wrightwood Ave Elmhurst, IL 60126 630-279-0577 x122 mcipriano@mgdocs.com Millennia Imaging 307 W. 38th Street, Suite 1414 New York, NY 10018 212-631-0490 x25 rmiddleton@mgdocs.com www.mgdocs.com