Xerox DocuShare
Content Management & Business
Process Automation
Slide 1
Topics
DocuShare History & Background
Business Challenges
DocuShare Solution
What’s New in Release 6.6
DocuShare Customer Case Studies
Slide 2
DocuShare History &
Background
Slide 3
Xerox DocuShare
Business
• Xerox DocuShare Business Unit founded in 2001
• Part of Xerox Global Document Outsourcing
• Sales offices in North America, Europe
• Sold by DocuShare direct sales, and Xerox and partner
channels in 90 countries worldwide
• Over 5,000 customers and millions of users
Technology
• DocuShare Content Management Platform
• Developed in 1996 by Xerox research centers; product
launched in 1997
• Product offerings for small workgroups to large enterprises
Slide 4
DocuShare product evolution
2011
6.6 – Lifecycle Management, Professional Services offerings, enhanced
workflow and eForms, Solutions, Production Capture
2010
6.5 – Increased scalability (50m documents), high-volume imaging ingestion
(1m+ images/day), expanded permissions, electronic forms, MFP-connect
2008
6.1 – Fuji Xerox Ltd. launch of DocuShare
Introduced DocuShare Express for SMBs, Xerox EIP integration
2007
6.0 – Introduced multiple products on one platform, expanded scanning and
production-level imaging (500K images daily), MOSS and portal integration
2006
5.0 – Introduced DocuShare CPX, for advanced ECM functionality: social
collaboration, team workspaces, content rules, XML component management
2004
4.0 – Records management and certification
2003
3.1 – Enterprise workflow and collaboration, developer environment (DSDE)
2002
3.0 – Introduced modern, J2EE architecture
1997
1.5, 1.0 – First 100% web-based document management product
Slide 5
Recent industry awards
2011 Green IT Awards –
Copernicus Group IRB
BLI Winter 2011 Pick Award –
Outstanding Document
Management Solutions
2010 Computerworld
Honors Finalist –
Western Forest Products
Best Integrated
Document Solution:
Xerox DocuShare 6.5
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2011 AIIM Best Practices
Award Finalist
DocuShare CPX 6.5 awarded
4½ stars by Buyers Lab 2010
2010 KMWorld 100
Companies That Matter in
Knowledge Management
What our customers say
“This was a large undertaking but we view it as part of our ongoing commitment
to innovation in ethical review. Going paperless has made us a more efficient,
green company but most of all, it allows us to better serve our clients.”
– Bruce Tomason, CEO, Copernicus Group IRB
“This solution allows us to focus less on processing paperwork and more on
what matters most—meeting the educational needs of our students.”
– Steven Kehayes, Director of Technology and Administrative Services, West
Orange Public Schools
“Under the old system many of our managers were spending around 10% of
their time sorting out invoices. Now, that time has been reduced dramatically.”
– David Byng, CIO, Western Forest Products
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What our customers say
“DocuShare was a complete, affordable solution out-of-the-box. With other
solutions like Documentum you pay per user, and pay add-on charges for the
workflow engine. We estimate we’ll reach ROI 50% faster with DocuShare.”
– Colby Giles, IT Manager, OwnerGUARD
“In the first nine months, we estimate that we saved 3,000 hours of scanning
and 2,000 hours of copying time. We can now process a court order in five to
ten minutes instead of 30 to 45 minutes.”
– Abdiel Ortiz, Court Technology Officer, 13th Judicial Circuit
“DocuShare was about 1/4 the price of competing solutions, which makes our
lawyers happy.”
– Dean D. McCarthy, IT Manager, Kronis, Rotsztain, Margles, Cappel LLP
Slide 8
DocuShare worldwide channels
North America
• DocuShare Direct Sales
• DocuShare VAR/ISV Partners
• Xerox Global Services
• Xerox Sales Channels
• Global Imaging Systems Partners
Europe
• DocuShare Direct Sales
• DocuShare VAR/ISV Partners
• Xerox Global Services
Expanding reach
in Asia-Pacific
… In addition to traditional software delivery,
Xerox Japan
Asia-Pacific,
delivers imaging and business process services
based
• Fuji Xerox
Ltd.
(Xerox Global Services)
on the DocuShare Content Management Platform
Latin America
MEA, Russia, India (Xerox DMO)
• Xerox Global Services
• Xerox Office
Slide 9
Business Challenges &
DocuShare Solution
Slide 10
Today’s business challenges
How to…
 Reduce time spent retrieving and processing documents
 Facilitate information sharing and collaboration for virtual teams
 Protect and safeguard content
 Capture business content for integration with document processes
 Improve service and responsiveness to customers
 Comply with industry and government regulations
 Reduce operational costs
Slide 11
Xerox DocuShare: Platform for management of
end-to-end business processes
With DocuShare, you can…
• Convert paper documents and upload
electronic files for management and sharing
• Automate document-based business
processes
• Access needed content quickly and from any
location
• Protect business-critical content
• Deploy quickly, with little IT support
• Realize savings throughout your organization
Slide 12
Integrated image capture and processing
•
•
•
Scan cover sheets for ad hoc
document scanning and
processing
EIP connector provides access to
DocuShare from multifunction
printers
Integration with Xerox and
3rd-party image capture
applications stores indexed
content in DocuShare
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Document sharing and management
•
•
•
•
Electronic document repository with web
access
Document check-out/in and version history
“My DocuShare” home page for managing
personal content
Integration with Microsoft Office
Slide 14
Business process automation
•
•
•
•
Ad hoc document routing and approval
Content rules for automating processes
Enterprise Workflow for custom
business applications
eForms automate form submissions
Slide 15
Collaboration tools
•
•
•
•
•
Workspaces integrate people,
content, and processes
Blogs and wikis
Threaded discussions
Email notification of changes
RSS feed support
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Compliance and security
•
•
•
•
Change History provides audit trail
of user activity
User levels control access to
capabilities
Document- and version-based
access permissions
Administrative policies control site
access, registry access, and account
creation
Slide 17
Search capabilities
•
•
•
Full-text and metadata indexing
Simple and advanced search
features
Customizable “Quick Search”
home page
Slide 18
DocuShare streamlines your processes
•
•
•
•
•
Web-based, electronic repository
speeds finding needed content
Simple to sophisticated workflow
capabilities automate document-based
processes
Capture features integrate documents
and images with business processes
Collaboration tools boost employee
productivity
Realized savings allow reinvestment in
organizational priorities
Slide 19
What’s New in Release 6.6
Slide 20
Summary: What’s new in DocuShare 6.6
Search
DocuShare eForms
• Quick Search home page
• Add attachments
preference and toggle
• Authenticate form submitter
• Relative date search
Performance / Reliability /
Process / Usability
Administration
• New property types
• Content indexing by document
type
• Manage personal trashcan
• System monitoring reports
• Content rules enhancements
• Storage efficiency improvements
DocuShare SharePoint
(for backups)
Integration Solution
• Seamless access to DocuShare • Restart background jobs from
where they stopped
from SharePoint
• Additional user quotas
Slide 21
Easy access to Quick Search home page
Quick Search simplifies the user
search experience.
• Provides a customizable searchcentric home page
• An admin can set the default
home page
• Users can choose the home page
they prefer
• Users can easily switch between
the Quick Search and “classic”
DocuShare home pages
Slide 22
Flexible date-based searching
•
•
Run searches relative to the current date.
– Find documents created within the past five days.
– Find documents set to expire in the next month.
Saved searches run from the current date.
5
Slide 23
Expanded use cases with new property types
•
•
Big Decimal supports currency values in documents and electronic
forms
Long Integer enables large numeric values to be sorted easily
Slide 24
Enhanced personal trashcan management
Ability to expunge personal
trashcan content enables users
to better manage their content,
particularly when document
quotas are used.
Slide 25
Scoped content rules provide better process
automation
•
•
Apply content rules to collection hierarchy (existing and new
collections)
Provides tighter end-to-end value with middleware (images & forms)
Exports
Directory
Slide 26
Content
Intake
Manager
Example: Application submitted
to newly created collection
automatically routed to HR
manager.
Content rules enhancements expand usage
New methods for filtering which objects the content rule applies to
• Use numeric properties with comparison operators (>, <, =).
Example: For any invoice over $10,000, route the invoice for approval.
New actions to run when the event trigger occurs
• Set a date property relative to the current date.
Example: Set the next policy review date to 1 year after the last review.
Apply permissions to objects added to a collection.
Example: After a reviewed document is moved to a public collection,
apply the collection’s permissions to the document so it is available to
all users.
•
Slide 27
DocuShare SharePoint Integration
Provides seamless access to DocuShare content from Microsoft
SharePoint
• Browse and manage DocuShare documents, collections,
workspaces, etc.
• Search DocuShare and SharePoint repositories simultaneously.
Slide 28
Expanded DocuShare eForms capabilities
•
•
Add attachments to forms allows users to
easily upload documents with forms.
Example: Upload resume with online
employment application
Form submitter authentication supports
processes that require the identity of the
form submitter to be validated.
Example: Expense report submittal; time
off requests
Slide 29
Administration and performance improvements
support mission-critical deployments
•
•
•
•
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Full-text indexing by document type
– Minimizes site re-indexing time
System monitoring reports
– Provides common DocuShare metrics in report form
Storage efficiency improvements
– Allows for faster and more reliable backups
Background jobs resume from where they stopped
– Improves background job reliability and performance
Additional user quotas
– Provides better control of IT system resources
Slide 30
DocuShare Customers
Case Studies
Slide 31
London Borough of Islington: Achieves
paper-free document storage and access
Challenges:
DocuShare Solution:
Results:
 Economically
 Enables
 Zero
diverse
borough must bridge the
digital divide between lowand high-income residents
 Must retrieve public
records efficiently in
compliance with the UK’s
2005 Freedom of
Information Act
 Save costs by reducing
office footprint and
reallocating saved revenue
for front-line services
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a paper-free
model for saving office
space and allowing
workers to be more
mobile
 Electronic and paper files
loaded daily from users’
desktops via central
scanning through Xerox
multifunction printers
 Servers store over 1
million documents, from
single-page letters to 100page leases
risk of misfiling or
destroying scanned files,
with backup and business
continuity protocols in
place
 Paper-free efficiencies of
DocuShare have saved
the council some £8
million in 2007 alone
 Easy search capabilities
and rapid online retrieval
allow quick response to
members of the public
requesting documents
Physicians Endoscopy: Streamlines
billing, while going paperless
Challenges:
DocuShare Solution:
Results:
 Mid-size
 Content
 Increase
business that
builds and manages
outpatient surgery clinics
 Centralized office bills 14
facilities across the
country; manages daily
hundreds of heavily
annotated documents from
regional offices, insurance
companies, and banks
 Company initiative to go
paperless
Slide 33
rules facilitate
creating bill processing
workflows
 DocuShare OCR makes
incoming TIFF files
searchable
 Leverages Xerox devices
to load electronic patient
and billing information into
the online system
throughput rate
of documents processed
by billing department
 Able to redirect an
estimated 100 hours of
employee time per month
from searching and
printing documents
 Removed file cabinets as
paperwork was
transferred to online
system
Kaiser Permanente: Equips healthcare
professionals with up-to-date information
Challenges:
DocuShare Solution:
Results:
 Critical
 Web-based

need to reduce the
amount of time physicians
and nursing professionals
spend looking for
documents
 Ensure current documents
and forms are accessed
 Increase efficiency with a
limited budget
 Adopt a document
management system that
time-constrained and widely
dispersed employees can
learn and use quickly
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content
management system for
exchanging, managing,
and publishing information
 Easy to administer,
requiring little IT support,
and easy to use, with little
to no training needed
 Version control eliminates
outdated forms
Allows workers to publish
to a website with ease
and set needed
permissions
 Empowers departments
without requiring a
webmaster
 “Guest” access allows
quick viewing of
documents without
requiring login
 Substantial cost savings,
including time saved
searching for content
High-technology Manufacturer –
Provides enterprise document services
Challenges:
DocuShare Solution:
Results:
 High-technology
 Provides
 Essential,
company
specializing in nuclear fuel
cycle, surveillance aircraft,
advanced electronic,
wireless, and laser
technologies; peaceful
uses of atomic energy
 Large manufacturing
center with extensive
requirements for managing
paper, project work, and
documentation
 Requires commercial
printing capabilities
Slide 35
document
management capabilities
 Supports collaborative
project work
 Integrates with Xerox
MFPs for imaging of
engineering documents
 Allows submission of large
files to print vendors via
external DocuShare site
 Scales to accommodate
growth
continuously
accessed document
service: makes project
documents, historical
files, and scanned images
available 24x7
 Xerox fleet of 200 walk-up
multifunction printers is
scan-enabled – benefits
from having scalable
document infrastructure
NASA Jet Propulsion Labs (JPL):
Enables access to mined mission data
Challenges:
DocuShare Solution:
Results:
 Leading
 Provides
 Speed
U.S. center for
robotic exploration of the
solar system
 Requires distributed,
cross-platform, userfriendly project work areas
and knowledge sharing
capability
 Need for individualized
web pages
Slide 36
repository for
documents uploaded and
exchanged daily
 Provides access to a vast
online library of files and
mission data, 24x7
 Facilitates collaboration
and creation of personal
web pages
 Developer environment
and workflow for library
and search customization,
compliance application
planning and
analysis with web access
to documents and data,
24x7
 Elimination of bottlenecks
caused by working with
multiple systems
Dibble & Miller, LLC: Wins document
management challenge
Challenges:
DocuShare Solution:
Results:
 Legal
 Easy
 Significant
firm with expertise in
many areas of law
 Firm’s lawyers and
paralegals handle huge
amounts of paper – every
case is documentintensive
 Documents copied
multiple times, filed in
boxes, and physically
walked throughout office
when needed
Slide 37
to implement and
use, and robust enough to
store thousands of pages
of content
 Documents are scanned
to DocuShare
 Notifies lawyers and
paralegals when new
content is added
 Allows documents to be
located in seconds
 Allows entire case to be
scanned without opening
documents
improvement
in customer response
time – increased
customer satisfaction
 Increased efficiency
means more billable
hours
 Simultaneous access to
documents from any
location
 Fewer administrative
resources needed
 Reduced paper and
printing costs
White Memorial Medical Center: Digitizing
medical records, improving patient care
Challenges:
DocuShare Solution:
Results:
 Inner-city,
 Implemented
 Greater
non-profit
hospital in Los Angeles,
survives by “being lean”
 Despite Cerner electronic
health records (EHR)
system, still many paper
records – ER, prescriptions,
etc.
 Cumbersome paper
processes meant longer
billing, misfiled records,
high off-site storage costs
 Fax-based pharmacy
orders unreliable, inefficient
Slide 38
customized
DocuShare EHR solution
 Ad hoc daily scanning of
patient records from 30
Xerox MFPs, using EIP;
high-volume scanning of
legacy files
 Digitized patient files stored
by medical record number
 DocuShare for Pharmacy
Order Automation solution
automates medication
order tracking
patient safety:
faster, 24x7 access to vital
ER and hospital records
 Reduced risk: Lost charts
dramatically reduced;
prescriptions filled in half
time required by policy
 Enhanced revenue: Billing
processes accelerated;
estimate saving at least
$200,000 in offsite
storage, employee time,
and improvements to
billing
Thank You
Slide 39