An overview of taking physical document workflows and making them digital

1. Sample Workflow: If time is Money what is the cost of your peoples time?
Employee Workflow: Manager's Workflow: Accounting's Workflow:
Expense Approves Approves
Reviews Reviews
Report
ER ER Rejects
created
Rejects
e.g. excel
Issues / Costs
Time
●
Work queue mismatch
●
Loss / replication of work
●
Legend Print / Scan
Data Workflow
● Represents a
physical movement
or email transaction
● Meta Data keyed in
● Accounting Data
Red indicates physical flow entered manually
● Manually routed to
network folders
Black indicates data flow

2. Oce Workflow: If time is Money Let us give some back to you!
Employee Workflow: Manager's Workflow: Accounting's Workflow:
Dropped into a
Approves Approves
Reviews Reviews
●
Expense
hot folder on PC
Report created
e.g. excel
Desktop
ER ER Rejects
Rejects
Pop up indicates
Work in queue! Pop up indicates
Work in queue!
Process Automation
Pop up indicates
Work in queue!
● Document Converted
to PDF for archival
Documents can be
Oce Advantages ● Meta Data auto QA'd for accuracy
● TIME! TIME! TIME! Saving time & Money generated via OCR
isn't just for large organizations. ● Accounting Data
● Work queue alignment (No timing extracted Physically filed
Automatically filed to If need be.
mismatches slowing reporting) ●
● 2 (optional) physical workflows VS. 5 (if the appropriate network
there are no rejections) folder
● This is 1 small example of what Oce can do
for your printing, document & business
process management.

3. Oce Workflow: What does your paper workflow look like?
Reception Workflow: RN's Workflow: Doctor's Workflow:
ID & Insurance Reviews Dr. creates notes and
Preps patient
●
Patient info
card scanned & Patient Digital prescription for
Entered Data keyed to
appended to file Completed Task Information & printing
electronically workflow Next patient Nurses notes
Configurable
Pop up indicates
Pop up indicates
Work in queue!
Work in queue!
Patient
Process Automation
Prescription
● Document Converted
to PDF for archival
Documents can be
Oce Advantages ● Meta Data auto QA'd for accuracy
● TIME! TIME! TIME! Saving time & Money generated via OCR
isn't just for large organizations. ● Automatically filed to
● Work queue alignment (No timing the appropriate network Physically filed
folder If need be.
mismatches slowing reporting)
● This is 1 small example of what Oce can do
for your printing, document & business
process management.
● All this created 1 paper document!

4. Legal Workflow: If time is money what is the cost of your
peoples time?
Mail Documents
Documents OCR'd
4
Arrives Scanned to network
folders For searchability
2 3 -----
-----
---- Legal assistant keys in
Meta data, names and
Saves to ProLaw
Assistant returns to desk &
1 Opens scanned documents
5
Received by Legal Assistant Represents time span that ediscovery
Is unavailable
e.g.
ProLaw
Issues:
● 5 process steps prior to access
Red = Manual Blue = ● TIME! TIME! TIME!
Process Electronic
Process
Green =
Scanning Attorney(s) and assistants
Process Access information via ProLaw
Oce Workflow: If time is Money Let us give some
back to you!
Information
Mail
2 stored in
Arrives ProLaw
Staff scans mail, applies meta
data @ MFP, creates search- e.g.
able text and sends to ProLaw ProLaw
1 etc.
Oce Solution Benefits:
● 3 process steps eliminated
● TIME! TIME! TIME! Information gets to its
destination faster
●Scans are counted per client for billing
●1 vendor solution handles scanning, Attorney(s) and assistants
bates stamping (automated), OCR, Access information via ProLaw
automated document filing and printing!
●From desktop to large MFP to Document
and Printer management solutions,
software and leasing all with Oce