In the newest webinar presented by IBS America, see how you can improve business efficiency by deploying an efficient Document Control System. In these slides, we covered how to: -Mitigate risks -Reduce operational costs -Improve customer satisfaction -Improve audits

1. Why a Document Control
System Makes Good
Business Sense
IBS America
THE PRODUCTIVITY ADVANTAGE

2. Agenda and Introduction
Agenda and Introduction
Document Control: What to Think About
Julie Arensman, IBS Account Manager
“The Good, The Bad and The Ugly” of Document
Control and Document Management
Mary McAtee, IBS VP of Training & Implementation
Document Control Solution Demonstration
Mary McAtee, IBS VP of Implementation
Q&A – 10 minutes
IBS Overview THE PRODUCTIVITY ADVANTAGE

3. Document Control…What to Think About
 Risk Mitigation
 Reduce Operational Costs
 Improve Customer Satisfaction
 Improve Audits
IBS Overview THE PRODUCTIVITY ADVANTAGE

4. Risk Mitigation (Definition)
 Definition: Risk Mitigation covers efforts taken to reduce either the
probability or consequences of a threat.
These may range from physical measures (protective fences) to financial
measures (stockpiling cash, insurance).
 Storage
 Access
 Security
IBS Overview THE PRODUCTIVITY ADVANTAGE

5. Operational Costs
 Manual System  SharePoint Costs
 Time-Consuming  Architect/Programming
 Labor Intensive Costs
 Difficult to track:  Burden on IT
 Change, Accountability, Audit Trail  Maintenance
 Training
IBS Overview THE PRODUCTIVITY ADVANTAGE

6. Customer Satisfaction
 Customer Satisfaction is defined as
"the number of customers, or percentage
of total customers, whose reported
experience with a firm, its products, or its
services (ratings) exceeds specified
satisfaction goals."
 Communication with Clients
 Documentation of Issues
 Fast Follow Up
IBS Overview THE PRODUCTIVITY ADVANTAGE

7. Are you Audit Ready?
 Audits: The general definition of an audit is an evaluation of a person,
organization, system, process, enterprise, project or product. The term
most commonly refers to audits in accounting, but similar concepts also
exist in project management, quality management, and energy
conservation.
IBS Overview THE PRODUCTIVITY ADVANTAGE

8. Before
© OCEG
IBS Overview THE PRODUCTIVITY ADVANTAGE

9. After
© OCEG
IBS Overview THE PRODUCTIVITY ADVANTAGE

10. Agenda and Introduction
Agenda and Introduction
Document Control: What to Think About
Julie Arensman, IBS Account Manager
“The Good, The Bad and The Ugly” of Document
Control and Document Management
Mary McAtee, IBS VP of Training & Implementation
Document Control Solution Demonstration
Mary McAtee, IBS VP of Implementation
Q&A – 10 minutes
IBS Overview THE PRODUCTIVITY ADVANTAGE

11. Document Control & Document Management
Document
Management
Content Document
Management Control
Managing
Documentation
© IBS, 2006 Page 11 IBS Overview THE PRODUCTIVITY ADVANTAGE

12. Content Management
• All the many types of enterprise documentation & data
• Financials, PO records, emails, contracts, service
Documents manuals, documentation
& Data
• Administrating security for large data volumes daunting
and subject to enterprise controls.
Security & • Site level access for basic users is challenging.
Navigation
• Developing navigation aids specific to local needs
daunting. Competition with enterprise needs.
Agility • Change management ponderous
© IBS, 2006 Page 12 IBS Overview THE PRODUCTIVITY ADVANTAGE

13. Document Management
• Provides a common storage location
Storage &
• Incorporated in IT disaster recovery & back-up
Preservation strategy.
• Shared public drives
Methodology • IT developed web portals
• Assuring revision & archive management
Issues • Controlling access & security
© IBS, 2006 Page 13 IBS Overview THE PRODUCTIVITY ADVANTAGE

14. Document Control
• Emphasis on revision control
Control • Compliant review & approval authority
• Revision management assuring currency of
access
Access &
Training • Training tied to revisions and changes
• History of change management
Change • Archive and access to document life cycle
Management
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15. SharePoint as a Document Management/Control Mechanism:
Positives
Supports Collaborative Work
Part of Microsoft Product Strategy
Plenty of Consultants and App Developers
© IBS, 2006 Page 15 IBS Overview THE PRODUCTIVITY ADVANTAGE

16. SharePoint as a Document Management/Control Mechanism:
Negatives
Locks you into a particular technology
Does not support compliant signatures and approvals
Requires significant development to address specifics
and may have addition license costs.
© IBS, 2006 Page 16 IBS Overview THE PRODUCTIVITY ADVANTAGE

17. Integrated Functionality
© IBS, 2006 Page 17 IBS Overview THE PRODUCTIVITY ADVANTAGE

18. Document Control Workflow
© IBS, 2006 Page 18 IBS Overview THE PRODUCTIVITY ADVANTAGE

19. Agenda and Introduction
Agenda and Introduction
Document Control: What to Think About
Julie Arensman, IBS Account Manager
“The Good, The Bad and The Ugly” of Document
Control and Document Management
Mary McAtee, IBS VP of Training & Implementation
Document Control Solution Demonstration
Mary McAtee, IBS VP of Implementation
Q&A – 15 minutes
IBS Overview THE PRODUCTIVITY ADVANTAGE

20. Thank You! Questions?
IBS America, Inc.
www.ibs-us.com
(781) 862-9002
PRESENTER: Julie Arensman
E: jarensman@ibs-us.com
P: 239-579-0113
Quality Management 2.0
http://info.ibs-us.com
@IBSAmerica
IBS Overview THE PRODUCTIVITY ADVANTAGE