Fujitsu scanners & Hyland Software Government vertical market webinar Kevin Neal Product Manager – Production Scanners Fujitsu Computer Products of America, Inc. Imaging Products Group (IPG) May 10, 2007 Topics • Introductions of Fujitsu and Hyland Software, Inc. – Kevin Neal, Fujitsu presenter – Megan Fowler, Fujitsu moderator – Paul Gorman, Hyland Government Solutions Industry Manager • Government form types and documents – Plastic cards such as Driver’s Licenses, Insurance cards, Corporate identification, Passports, Credit Cards with raised lettering (embossing), etc. • Case Studies – Wood County, OH – Department of Job and Family Services (risk mitigation) – TRA Medical Imaging (HIPAA compliance) • The value of scanning in the overall Government compliance/risk mitigation strategy – Documents represent a companies highest form of Intellectual Property (IP) – “Mission critical” information systems are provided by trusted IT vendors • Understanding Social Service – Critical steps • Intake Process – Cards, copying and scanning • What factors are driving the need for scanners to assistance in Government compliance? – Privacy and security, access to information, portability • Fujitsu and OnBase interoperability • Questions and Answers Fujitsu scanners & Hyland Software Government vertical market webinar Government Industries utilizing ECM • National Government agencies – Department of Homeland Security, Department of Defense, Internal Revenue Service, Federal Prisons, Detention Centers, Federal Bureau of Investigation and other branches of the United State military • State/Municipal Government agencies – Public access documents, historical records, land deeds, birth certificates, death certificates, election documents & records • Local/City Government agencies – County Clerk of Courts, Department of Social Services, police department records, parking tickets, city school districts • Other independent Government agencies – National Aeronautics and Space Administration (NASA), Federal Communications Commission (FCC), Federal Trade Commission (FTC), Central Intelligence Agency (CIA), Social Security Administration (SSA), Securities and Exchange Commission (SEC) Fujitsu scanners & Hyland Software Government vertical market webinar Social Service Agency document types Plastic Cards • Plastic Identification Cards – Driver’s License –Employer ID – Insurance Cards – Medicaid/Medicare cards Long Documents • Insurance Documents • Admission Forms • Documents with Barcode Stickers • Long Documents • Double-Sided (Duplex) Bar Code • Colored Forms and Backgrounds • Mixed Size Batches Social Service documents are more than paper documents Versatility * Reliability * Performance * Functionality Fujitsu scanners & Hyland Software Government vertical market webinar TRA Medical Imaging case study • TRA Medical Imaging based in Tacoma, WA • Provides a full line of patient services including MRI, Ultrasound, CT Scan, Biopsy, etc. – 175 employees – In business since 1945 • Solution: – Fujitsu fi-5110C document scanners – Hyland OnBase enterprise content management software – Medfax Radiology Information Services (RIS) – Medfax Practice Management Services (PM) • Results: – Increased adherence to Health Insurance Portability & Accountability Act (HIPAA) – Minimizing unauthorized personnel accessibility – System phased in stages • Scanning Explanation of Benefits (EOBs) from insurance companies • Expanded to scanning all patient correspondence including admissions – Accounts Receivable department had more complete records for access and research Source: http://www.fujitsu.com/us/casestudies/fcpa_tra-medical.html Fujitsu scanners & Hyland Software Government vertical market webinar Wood County, OH - Department of Job and Family Services Who is WCDJFS? • Wood County, OH • 125,000 people live in Wood County, OH • Wood County Department of Job and Family Services (WCDJFS) • Roughly an 5,000 case active case population System objectives • Consumer satisfaction • Risk mitigation – Improving ability to prevent a finding on the agency for not sharing information or failure to meet mandated response times Challenges • WCDJFS manages more than 300 paper-based forms • Inefficient use of current personnel resources Solution • EZDocs Premier Appointment Manager (PAM) • OnBase Application Enabler, OnBase Workflow, OnBase E-Forms • Fujitsu workgroup scanners with ID card, Driver’s License, Insurance, Medicaid and Medicare scanning capability through Automatic Document Feeder path Source: http://www.onbase.com/English/IndustrySolutions/Government/GovDivisions/CountyGovernment/CaseStudies/WoodCounty Fujitsu scanners & Hyland Software Government vertical market webinar Wood County, OH - Department of Job and Family Services Before Income Maintenance Child Care Front Desk Staff Caseworkers * 300 paper-based forms * Manually completing 6-8 forms Prevention, Retention per consumer and Contingency * Redundant demographic * Tracking appointments via information being filed calendars & appointment logs * Checking caseworker availability via telephone * Long wait times to see caseworkers Calendars, appointment logs and telephone calls Source: http://www.onbase.com/English/IndustrySolutions/Government/GovDivisions/CountyGovernment/CaseStudies/WoodCounty Fujitsu scanners & Hyland Software Government vertical market webinar Wood County, OH - Department of Job and Family Services Fujitsu Workgroup scanners After Card scanning, mixed docs, long docs, small footprint Income Maintenance Child Care EZDocs Appointment Manager (PAM) Front Desk Staff Caseworkers Hyland OnBase ECM * Access to electronic forms reduces costs/processing time Prevention, Retention * Fujitsu workgroup scanners assist and Contingency with compliance, regulation, * Appointment Manager enables Front satisfaction and productivity Desk Staff instant visibility of * Hyland/Fujitsu solution helps Caseworker availability deliver mandated increased * OnBase Workflow ensures efficiency OnBase E-Forms processing speed & accuracy * OnBase E-Forms creates satisfaction Calendars, appointment logs and telephone calls OnBase Enterprise Content Management plus Fujitsu scanners empower consumers and workers Fujitsu scanners & Hyland Software Government vertical market webinar Wood County, OH - Department of Job and Family Services Results • Consumer Service – Reduce response times and caseworker frustration – Consumer compliance by utilizing “sticky notes” functionality to document phone conversations or other responses and actions – Cut down phone time related to consumer inquiries – Consumers are more engaged and involved in the process • Management/Administration – Administrators can view the status of applications and identify bottlenecks – Ability to effectively share Wood County electronic information with other agencies • Compliance – Scanning triggers a timer to assure that applications are acted upon • Helps support compliance with local, state and federal guidelines • Routine request must be processed within 30 days, however some benefits, such as emergency food assistance, must be delivered in a matter of hours – Accountability should documents need to be produced for audits or legal discovery Source: http://www.onbase.com/English/IndustrySolutions/Government/GovDivisions/CountyGovernment/CaseStudies/WoodCounty Fujitsu scanners & Hyland Software Government vertical market webinar Fujitsu IT Products in Government Productivity Security Information Lifecycle Biometric Authentication Scanners Performance Gigabit Ethernet Switches Reliability Disk Drives Tablets Laptops Servers Compliance Degaussers Fujitsu scanners & Hyland Software Government vertical market webinar Fujitsu/Hyland connectivity solutions for Government • Thin Client (OnBase Web Server) – Zero footprint, no client software, web-browser scanning – Cost effective deployment of many workstations OnBase Clients • SOA (Service-oriented architecture) – Direct Network Attach (no computer required) – Fujitsu fi-6000NS Network Scanner – Kofax Document ScanServer (DSS) OnBase Web Server fi-5120C Kofax DSS Wide Area Network Hyland OnBase ECM • Thick Client ISIS – Industry standard software drivers including ISIS, TWAIN & VRS – Client/Server architecture – High-Speed USB 2.0 or SCSI interface TWAIN Kofax Fujitsu scanners & Hyland Software Government vertical market webinar 2010 Census Forms to be Scanned in Color Trends towards higher scanning resolutions and utilizing advanced imaging technology help drastically increase automation and efficiency. 300 dpi resolutions for Forms Processing and Electronic Color Dropout. During last census, in 2000, forms design and color caused some severe quality assurance (QA) to be done to ensure automation forms recognition technology could be applied effectively 2000 census challenges • Yellow-Orange blend forms with red ink had to be processed manually • 140-150 million forms total • Between $5 and $6 billion dollar costs 2010 census plans to increase tolerance • Utilize color scanners with some color IP and dropout technology • Electronic Color Dropout versus colored lamp dropout • Improved Image Processing to enhance reduce manual processing • Improve handprint and check box field accuracy Source: http://www.documentimagingreport.com/2010_Census.1224.0.html Fujitsu scanners & Hyland Software Government vertical market webinar Forms Design Recommendations • Well defined Forms enable a much higher level of automation – Form structure itself can aid in increased productivity – Color Dropout eliminates constraint boxes for