Xerox DocuShare Solutions for Document Lifecycle Management

Every day in businesses and organizations around the world, people receive and process incredible amounts of information. Over 90% of this information is captured in documents. Whether it takes the form of hand-written notes, Web content, spreadsheets, or email, the document is the container in which information is presented for human processing. The management, delivery, and control of documents is critical to any business, because organizations cant create and deliver business value without proactively managing the documents that support their business. Documents must not only be intelligently moved throughout an organization to support day-to-day business activities, they must be protected and controlled, end-to-end, to protect corporate assets and avoid litigation down the road.

Capture, Manage, Store, and Deliver

Xerox provides an end-to-end Document Lifecycle Management solution to capture, manage, store, and deliver hard copy and electronic documents. Made up of innovative hardware and software components, Xerox secures the valuable information contained in every type of document and makes it readily available to the right workers at the right time to make faster and better business decisions. At the same time, Xerox helps organizations reduce costs by offering an integrated set of applications that require fewer IT resources, offer consistent use models, and are developed, sold and supported by knowledgeable Xerox staff worldwide.

The Next Business Imperative: Document Lifecycle Management

According to IDC, in the year 2007, ofces around the world will produce 4.5 trillion pages of hard copy information. With all that paper comes an even greater potential for lost or misled information that can cripple productivity, increase costs, and potentially result in negative legal or business decisions. Add in the vast amounts of digital documents that businesses create everyday and it becomes apparent that organizations, large and small, need solutions that can capture, manage, store, and deliver business documents from initial creation all the way to retirement. This proactive and intelligent management of a document through its entire lifecycle enables more reliable business continuity, supports collaboration, ensures legal and regulatory compliance, and reduces overall costs.

Capture

Manage
DocuShare

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Deliver

Image Processing
Email Ofce Documents Scanned Images Freeow SMARTsend Kofax Ascent Capture Omtool Accuroute/ Genifax ScanSoft PaperPort Metadata Input Secure Access Indexing Versioning Collaboration Process Automation (Workow) Repository Archive Records Management Output Online Access Destruction

The Document Lifecycle from Xerox

Xerox enables organizations to collaboratively manage valuable information assets by directing the ow of documents from capture and creation, to publishing and distribution, to archiving and records management. Capture Regardless of the form they take, documents should ideally be captured and managed in an integrated, supported manner to extract maximum value. This means that an organization must have tools in place to secure digital as well as hard copy documents. Xerox WorkCentre Pro products combine print, fax, scan and copy functions, while Xeroxs FreeFlow SMARTsend application enables the highest levels of control for scanned images, supporting complex routing and workow process with encryption protocols for the handling of digital images. DocuShare provides interfaces to desktop applications, e-mail systems and third-party enterprise applications for complete capture of electronic content. Manage FreeFlow SMARTsend also provides rapid access to Xerox DocuShare, an intuitive, Web-based application that brings essential enterprise content management capabilities to any organization. This suite of document and content management tools provides sophisticated functionality to employees via their desktop applications or hallway MFP, allowing organizations to proactively bring critical information into their business workows and collaborative processes. DocuShare provides a full range of library functions such as metadata input, indexing, versioning, and routing capabilities that enable simple, hands-on management of every type of document. Store Xerox DocuShare provides a secure server-based repository for storing all the

Critical Functionality End-to-End

The Xerox solution begins with world-class WorkCentre Pro, DocuTech and iGen 3 devices that enable superb print production that scale from the small ofce to the highest production volumes. Xeroxs FreeFlow solutions provide for image capture and printing in the ofce, print stream management, and variable data output. Xerox DocuShare enterprise content management software brings powerful document management, workow, collaboration, and storage capabilities, and easily interfaces with output devices for e-document delivery over the Web. The result is an end-to-end Document Lifecycle Management solution that brings greater control and accountability while simplifying the movement of critical information in the ofce.

80 percent of knowledge workers activities are supported by documents and 90 percent of customer communications take place through documents
documents an organization creates or acquires. Once in the system, documents are fully indexed for rapid search and are stored in a secure environment so they can be effectively managed, routed, shared, printed, or delivered electronically. By making document storage part of the corporate infrastructure, organizations can effectively reduce the cost and increase the delity of document management and protect their corporate information for future reuse. Deliver Xerox supports document output and delivery through a variety of devices and media. Where necessary, content can be printed on Xerox hardware, or converted to PDF format and made available electronically through DocuShare. This can include the output of new documents generated by workow and collaborative processes, or documents that arrive within an organization in hard copy and get scanned at their point of intake. Documents can be handled as public content for access through a corporate intranet or Web site, partner portal, or be securely stored as corporate records using DocuShares Records Manager module. Organizations can effortlessly comply with government requirements for document retention, management, and disposal, without signicantly changing the way they work. Whatever the document, from a time-sensitive contract to a mass-market product brochure, Xeroxs Document Lifecycle Management solution helps documents arrive where they are required, on time, in the right format.

For more information on how Xerox and DocuShare can bring Document Lifecycle Management to your organization, contact your Xerox Sales Representative at 1-800-735-7749.
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