Thursday, December 17, 2009
Monday, December 14, 2009
Benefits of TY SaaS Solution
- Recovered 500GB of disk space on their NAS
- Removed 4 servers (and associated service contracts)
- Drastically reduced the need for IT involvement
- No workstation setup or upgrades
- No servers to maintain or upgrade
- Addition of 5 remote locations
- 70% Increase in users
- 40% Reduction in Annual ECM expenses
According to Jim Gio, CIO of Ty, "SaaS eliminates Ty Inc’s need to have multiple systems and software in-house to manage our content. There are fewer points of failure, minimal technical involvement and Ty Inc no longer needs to dedicate equipment or resources (staff or money) to host the system."
Ty Before SaaS:
Ty After SaaS:
Regardless of any particular software application, isn't what Ty, Inc. has accomplished a rather compelling business case for SaaS, and its bottom line?
Tuesday, December 8, 2009
Colorado Springs, Colo. (December 8, 2009) – CAPSYS, a leading software developer of Web-based document capture and capture process management software, announced the release of their newest OCR and document processing modules that have been rebuilt from the ground up. These modules include Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and Optical Mark Recognition (OMR). In addition, the new release includes a Document Classification module.
Full story here
Friday, December 4, 2009
Additional product training for Partners has been scheduled for both our sales certification and technical certification classes for the month of December. These classes will be provided over Webex and are available free of charge to Partners.
TUESDAY, 12/8; 12PM-3PM MOUNTAIN
TUESDAY, 12/22; 12PM-3PM MOUNTAIN
WEDNESDAY, 12/9; 11AM-3PM MOUNTAIN
WEDNESDAY, 12/23; 11AM - 3PM MOUNTAIN
All currently scheduled training is via Webex from the convenience of your desk - No expensive travel or time lost out of the field. We make it easy to get trained on CAPSYS CAPTURE.
To see the full training schedule and register for a course, click here.
Take particular note of the fact how Microsoft offers the customer flexibility of choosing a solution (financial software in the example below) that encompasses BOTH software delivery methods: On-premise for Dynamics GP and SaaS for Ecommerce components using the new AZURE platform. The point here is that SaaS alternative is not an "all or nothing" decision. Microsoft's offering parallels the CAPSYS' value proposition...if you want a web-based, document capture software solution whose delivery method is on-premise or SaaS, but keep your Content Management Repository on-premise or SaaS, so be it!
You the customer are afforded the opportunity to choose which software delivery method is best suited for your business.
The SaaS alternative is hear to stay and it is time for all us to get readily acquainted with the next wave of software delivery called Cloud Computing.
Visit http://idtjim.spaces.live.com/Blog/cns!4F32246B3C877AB5!224.entry to get the entire article.
Wednesday, December 2, 2009
Informative Webinar for FileBound® Partners on the subject of CAPSYS® - A Web-based Distributed Document Capture Solution
• How you can address the document capture needs of your clients with a fully functional, thin client capture solution tightly integrated with FileBound for either FileBound On-Site or FileBound On-Demand hosted solutions
• How you can easily and quickly design and implement your client’s capture processes with the CAPSYS CAPTURE workflow
• How you can take advantage of powerful, server based capture processing to automate tasks and increase user productivity
• How you can pre-build project information from FileBound into CAPSYS CAPTURE using the CAPSYS FileBound InBound Wizard™ making it a snap to setup the document capture application
• How easy it is to release documents and index information from CAPSYS CAPTURE into FileBound, for either On-Site or On-Demand based systems
• How Ty, a joint CAPSYS and FileBound customer, benefited from the use of both company’s products
For additional details, please visit:
“Web-based Distributed Document Capture for
Wednesday, December 16th
10:00 AM CENTRAL
Click here to register
Tuesday, December 1, 2009
Read the fine print of your software maintenance agreement...AND stay on top of policy changes that occur throughout the term of the agreement.
Somebody within the ECM industry and "in the know" forwarded me this software maintenance policy update from a competitive document capture company. I took out the name of the software company because I don't think it is appropriate here to name names. However, it serves to illustrate the importance of partners and their respective end user customers to READ the fine print of the initial software maintenance agreement and also stay keenly aware of the policy changes that are made during the term of the agreement.
Here is an excerpt of the recent policy changes:
1. There is no more 30 day grace period for maintenance expiration. As soon as the customer reaches their
So for example, if a customer expires on 12/31/09 (the customer pays late and we don’t issue a PO until 2/30/10) the customer will now need to pay the existing SWA amount which would have covered the customer from 1/1/2010- 12/31/10 PLUS an additional year of SWA in penalty fees. They will still only get one year of coverage, the expiration date will not change so the customer is in effect paying 2 years for 1 year of coverage.
2. There are no partial renewals allowed. Customers cannot pay quarterly, only annual policies.
3. Finally, there is no refunds in maintenance if a customer partway through their SWA agreement decides to switch products. SWA is prepaid, and non-refundable regardless if the customer is using it or not.
In summary, when economic times get tough, you quickly come to learn who your real "business partners" are. Does the Latin phrase: Caveat Emptor come to mind?
Wednesday, November 11, 2009
Attend the new efficiency virtual experience, and see how innovations in Windows® 7, Windows Server® 2008 R2, and Microsoft® Exchange Server 2010 offer familiar, easy-to-use solutions that can simplify management and compliance, and help you securely connect people to information.
You can be among the first to evaluate these exciting new products. Attend expert-led sessions and keynotes. Find out about special offers, and check out some great demos. Join in when you want, and dive deeper into technical content for desktops, data centers, communications, and security.
The new efficiency: Now playing.
See it today at http://www.thenewefficiency.com/capsys
Tuesday, October 20, 2009
Obviously lots of good debate ongoing in the health care and electronic medical record arenas. ISV's like Sequest will obviously benefit from any such legislation.
The CAPSYS team just returned from a tradeshow in Chicago where CAPSYS value proposition resonated with the vast majority of the medical records user group!
Full story about Sequest announcement here...
51% suspended hiring, 64% conducted layoffs, 58% didn't give raises...although they are optimistic about next six months.
This data coincides with the feedback I receive from our customers, prospects, vendors, our CPA firm, and my other trusted advisors. Regardless of what is coming out of the Whitehouse with respect to a "recovery" I am not quite seeing any evidence of one as of yet.
Wednesday, October 14, 2009
CAPSYS® Announces Release of the FileBound® InBound Wizard
1) Internal IT costs that are typically assessed to the Line of Business Owner with traditional CAPEX purchases of Global 2000 corporations are becoming increasingly challenging for line of business owners to justify implementing any IT solution. Let's face it...we are all plagued with budget crunches. In this example, SaaS is a genius maneuver by the Line of Business Owner...no CAPEX means no IT internal charges. Now that is real tangible savings a Line of Business Owner can bank on!
2) Get Business Done NOW rather than Later! The SaaS alternative continues to provide a unique way of getting business today rather than waiting for strigent CAPEX budgets to get approved any time soon...seemingly an impossible task in today's economic climate. Get the job done immediately using the "SASSY alternative"...or forever wait...this Global 2000 client decided that NOW was the better option and SaaS was the only way to do it.
Read the enlightening story below I received from the National Account Manager for IDT:
by Michael F. Nolfo - National Account Manager, IDT
I work for a Content Management & Capture Reseller that provides the traditional capture on-premise solutions as well as CAPSYS CAPTURE. The CAPSYS SaaS offering in particular has recently provided a breath of new life into two of our existing document capture clients. For both clients, sales growth was stagnant. These clients were not expanding their capture systems and were struggling with the increasing cost of capture in light of declining revenue, internal IT resource cut-backs, etc. Both customers were struggling to justify renewing their annual capture maintenance renewals. Basically their business needs changed and the capture solution, that we originally sold them years ago, no longer met their needs. As a solution provider, it was our obligation to present another way of doing business that could meet these challenges.
For the first client, the overall scanning volume was declining (do to a move to electronically generated records) but there was a new requirement to expand capture to new remote locations. The problem was the current capture software manufacturer’s licensing model was costly, inflexible and could not meet their changing business needs. This client also had to pay annual IT charge-backs to maintain the multiple servers environment needed for their capture application. The cost to maintain the server infrastructure for their capture environment was increasing and was nearly double the cost of the annual software assurance renewal. In short, it was becoming too expensive to maintain scanning technology. By introducing the CAPSYS SaaS option our strategy was simple- remove the datacenter, infrastructure and ongoing professional services costs to upgrade & maintain the capture software by moving the customer to a hosted capture solution. After proving that the CAPSYS software had all of the necessary functionality (bar-code recognition, page separation, zonal OCR and the ability to generate fully searchable PDFs) they then analyzed the total cost of ownership for Capture SaaS. Once the business factored in their infrastructure costs we were able to reduce their costs in half with the SaaS model; all while expanding capture to two additional remote sites through the CAPSYS web client. The customer can now expand capture to new departments and add scanning volume at no additional cost. Furthermore they can add users & new areas of the organization for a small monthly incremental cost. This has allowed us to once again grow our capture solution in the organization.
Here are the actual cost savings the customer realized:
|Actual Total Cost of Ownership FY2010/11 for Global 2000 Customer|
|Existing Legacy Capture Annual Software Assurance||$26,845.00|
|Hardware Server Cost for Legacy Capture System (1 physical server and two virtual servers)||$ 3,700.00|
|Annual Internal IT Chargebacks||$20,000.00|
|Professional Services to Upgrade||$ 8,000.00|
|CAPSYS Monthly SaaS Fee||$18,792.00|
|Server Costs||$ -|
|Annual IT Costs||$ -|
|Professional Services for routine Upgrades, Patches, etc.||$ -|
|Total Annual SAVINGS||$39,753.00|
The second client drastically reduced their IT staff and was unable to effectively manage their current software applications. To meet this need they decided to move to a SaaS model for their content management solution but did not know what to do with their on-premise capture system. By providing the CAPSYS SaaS option, we were able to provide a completely integrated hosted capture & ECM solution. This move freed their remaining IT resources to tackle their main line of business projects (e-commerce initiatives) that is essential in running their business and generating revenue. They have since expanded this hosted solution to capture data from their remote field offices for their property management business. Users can now capture content from a laptop and small portable scanner and have no need to be located at a scanning facility. This keeps their workforce mobile and the cost of business down.
While these are only 2 examples there are other good business cases that we have since identified. While SaaS is not for everyone or every situation, it should be strongly considered when analyzing how to best meet your clients needs. For us, it has provided us new growth opportunities that simply did not exist with the traditional capture players.
Tuesday, September 15, 2009
Do not be deceived by the terms 'web-based', 'off-site' or 'SaaS' - CAPSYS CAPTURE was built to perform full-fledged production capture...read more by clicking here!
Monday, August 24, 2009
National Sales Manager
Fujitsu Imaging Products Group
Friday, August 21, 2009
Saving Money with Web-Based Document Capture
Making Beanie Babies(tm) is a whole lot of fun, but saving over $100,000 in software license fees, professional services, installation costs and maintenance is a downright hoot.
If you are evaluating an ECM solution and are looking into the feasibility of doing a no-install, web-based distributed architecture for both your world-wide document capture and storage and retrieval you might be very interested in what Ty had to say.
We just posted this short application brief for Capsys (an innovative new vendor you really should learn more about). Its hard to conceptualize just how powerful a web based solution can be. This application brief does a good job at showing that.
Check it out.....
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Friday, August 7, 2009
Preview of the New Book by Paul Szemplinski,
CAPSYS Technologies Co-Founder
ECM Buyer Beware: Real Insights & Answers for Decision Makers
Understanding Distributed, Web-Based Document Capture –
Realizing Greater Value at Lower Cost
Publication Date: Fall 2009
Companies of all sizes face an avalanche of documents and content in various types of formats to be managed, whether in paper or in electronic form. Navigating the myriad potential solutions is what this book is all about.
The set of tools available -- software, hardware and most recently, Software as a Service, all known today as Enterprise Content Management (ECM) technologies -- have advanced significantly in the past decade. Because ECM systems are made up of multiple components, designing an optimal system takes a great deal of knowledge, not only of individual components, but how they all work together.
In more than 20 years of consulting with companies across the
One of the keys to ensuring all of the ECM components work together is Document Capture. It is often mistakenly not the focus of an ECM software purchase. Yet it is of infinite importance because it is the “on-ramp” to any ECM system, interfacing with many points in the content management process – from data inputs through Workflow processes, integration with your line of business system (such as ERP or operations systems) through storage in your Content Repository.
The secret: Content Management vendors rarely – if at all – address efficient and effective Document Capture without the help of third-party Document Capture applications. So the lesson for you, the buyer, is to understand its importance, and not cut corners!
- You need a well-defined business process; AND,
- A software application capable of handling the document capture process.
Another reason to care: Labor associated with Document Capture is one of the highest costs in an ECM roll-out.
So how do you ensure you are on the right cost/performance track with the Capture system you are specifying? Read the two-part Executive Summary, below. To place an advance order for the complete book (available Fall 2009), contact: firstname.lastname@example.org.
The All-Important On-Ramp for Managing Your Documents Electronically:
About Document Capture
The Importance of Document Capture in the ECM Strategy
Even with our PCs, electronic file cabinets and the Internet, we refuse to stop printing – and storing even more paper off-site for safekeeping!
Technology has evolved from Document Imaging to scan paper, to Workflow to route the imaged paper, to Document Management to organize our file folders, to Web Content Management to manage Intranet and Extranet documents – all are now united as ECM. The influx of both paper and electronic documents still presents an enormous business and economic challenge for any organization. It must be met with a well thought-out Capture strategy.
Since we can’t fully eliminate paper or electronic content, we have to identify where it originates. The closer to the origination we get, the more we can reduce or negate the manual handling that is often still required, even with fully electronic or ‘automated’ systems.
In the Book: Questions you should consider when reviewing Document Capture systems.
Capture Options: Central, Distributed and Hybrid
A Document Capture solution can be approached in one of three possible ways:
Centralized - All documents are handled (scanned), and the hardware and software are at one location. While providing control and fitting the logic that centralizing is a natural solution, centralized Capture is fraught with problems and high costs.
Distributed (decentralized) – Capture software is available to users at any location. Available installed on-premise or in a Software-as-a-Service delivery model. Represents lowest cost Capture solution (and is recommended by the author).
Hybrid -- Combines large scanners with thick client software at the scan station, housed at one location but accessible to off-site users via the Internet. The jury is out on belief that this is needed model, as it is often believed to be useful only by off-site personnel. There is no reason not to also use it internally – and that’s a matter of proper integration.
Distributed Capture is recommended as the best option of the three because it significantly lowers costs. Newer, Web-Based Distributed Capture solutions1 can provide all the same functionality as thick client software.
On-Premise or SaaS: The Great Debate
SaaS (or the pay as you go model) has progressed beyond first-generation functionality, and is in a prime position to serve small, mid-size and large firms. It represents an opportunity to gain competitive advantage through faster daily work processes for far less money than ever, and can be rolled-out in far less time (days or weeks, versus months or years).
Among the many advantages of SaaS:
- No hardware
- No software
- Nominal set-up charges
ECM can be done using an SaaS model, but, likely not through the traditional ECM vendors.
Most important: An all-or-nothing SaaS decision is not required! Ideally your selected software vendors should provide both options – a traditional on-premise installation and SaaS.
Dollars and Sense: Distributed, Web-Based Capture to the Rescue
If Distributed Capture is the best method overall, why aren’t technology options more plentiful?
The bottom line: Offering Capture in a Distributed model is not a welcome shift for traditional software makers because it impacts licensing revenue models. Per-click counts, seat and server licenses add up. The bigger the scanner, the more you’ll pay, too. These and other cost-driver ‘secrets’ are covered in detail in this chapter.
In fact, understanding these costs makes the case for Distributed, Web-Based Capture, since it allows you to shift the costs outward to the point of origin – and possibly entirely outside of your organization (under an SaaS model). Capture at the point of origin eliminates shipping costs, reduces software, maintenance, labor and more.
1 Such as CAPSYS CAPTURE™ software and CAPSYS CAPTURE ONLINE™, by CAPSYS Technologies.
Effective and Efficient
Distributed, Web-Based Document Capture Architecture
With Tricks, Tips and Realities of the Capture Process
Now that we know that Distributed, Web-Based Document Capture can be done – both inside and outside of the firewall -- let’s take an in-depth look at the fundamental building blocks that make up an effective and efficient Distributed, Web-Based Document Capture architecture:
- Acquiring documents
- Associating Document Pages
- Assign Metadata
- Automate as much as possible
- Address Exceptions
While the concept of scanning a document seems simple, when scaled up to millions of documents, it can be anything but. More sophisticated software and powerful scanners are often needed. If scanning is not carefully considered, your organization could end up with a shoddy Content Repository of your scanned data – one that can’t be easily searched, and thus, can’t be easily used.
The fact is that many Repository systems simply can’t handle the realities of document flow within an organization -- regardless of its bells and whistles, or purported search functions.
Your daily business processes are virtually guaranteed to present challenges that neither an ECM repository nor an ERP system can resolve alone. (See financial system example in this chapter.) A better Document Capture solution is the answer!
In the Book: The pros and cons, as well as recommendations, for multi-function printers, document scanners (desktop, workgroup, department, mainframe, and network) and facsimiles.
Associating Document Pages
If you are not receiving every single one of your business documents electronically (and who is?), getting them into the ECM system is a chore.
This is especially true with a Centralized Capture model (you can see the inherently high operating costs in this list):
- Staff and work space to prepare the documents (classifying and sorting, bundling into 100 page batches, etc.)
- Deploy a means to tell the software application how to tell the difference between the start and end of a document (usually solved with the manual insertion of ‘document separators’)
- Prepare the separators in-house, or outsource
- Take care not to experience a misfeed or other hiccup or a re-scan of hundreds of pages may be needed
- Beware of accurate page counts prior to and after scanning, or a re-count will be needed
Contrast these steps with Distributed, Web-Based Capture:
- No full time employee to prep or scan is required.
- No special facilities or workspace is required to prep the job, much less actually perform the job.
- Just attach a $200-$400 scanner to the PC, connect to the app via a web browser, and away you go.
- (Notice there is no need for separating documents. In some Distributed, Web-Based Capture software systems, separation is performed automatically with the document ‘Classify’ function.)
Approaching the Capture problem from a Distributed angle makes the process of scanning, associating, etc. much more simplistic, and allows the document custodian to maintain a degree of control over the organization of the documents, rather than leaving the responsibility to a scan operator 1,000 miles away (often paid on volume, not necessarily on quality or accuracy).
In the Book: How Distributed, Web-Based Capture can eliminate eight of the nine Centralized Capture steps – and their associated costs.
You need to develop a structured approach that can be applied to the indexing or labeling of your images or documents, AND you must think in terms of scaling the indexing process – it will have to be “repeatable” elsewhere in the company.
For example: It is likely that more than one value will need to be assigned to many documents being scanned (i.e., an invoice that must be coded by Invoice Number, Date, Vendor ID, Vendor Name, Voucher Number, and PO Number).
The software that arrives free with your scanner simply won’t let you do any type of sophisticated indexing. And assigning values to each document manually just makes no sense (except in a few cases). Your software must allow you to automate the indexing process – and this automation is possible with thin-client software.
Automate as Much as Possible
The concept of automated Workflow, or what is now referred to as “Business Process Management,” has been part of the ECM industry for years. However, it has long been locked up in Content Management repository offerings. Capture software vendors have historically not focused on the Workflow opportunity, and thus many have a mediocre offering – if any at all.
If the most expensive component of the overall ECM solution is the labor to manage the “on-ramp” or Capture process, the questions becomes, where does Workflow optimization most logically belong -- at the beginning of the Capture process, immediately post-capture, or after content has been placed in the CM repository?
We believe that Workflow process should begin as far up the food chain as possible, and that means within the framework of the Capture Software Workflow application. The further upstream, the better chance you have of controlling the overall process, thus reducing errors and costs.
Further, the design and set-up for the Workflow and Capture process itself should be doable in-house, with no programming by costly external consultants required. Today, thin-client software is available to resolve both these issues, with:
- User-friendly, visual design tools that allow you to construct your own Capture process map without the high costs; and,
- All the advanced Workflow capability needed up-front.
In the Book: The Top 10 features to seek out in your software purchase, from a Workflow design perspective.
Exceptions to any business process are guaranteed, and Document Capture processes are not immune.
The Capture software you choose must have built-in controls to deal with the exceptions. Exceptional handling should be inherent within the architecture, throughout the Capture application and applicable to any/all Document Capture processes. This eliminates any fear or possibility that a loss of critical data can occur.
In the Book: An example of how easily exceptions arise, and how the addition of alerts and thresholds can further automate exception handing.
Archive to the Repository
The last building block in the Capture process (and the culmination of all previous building blocks): content is finally published in your Content Management repository.
Your Capture software architecture should provide the ability for you to easily export or release both the metadata and the image information to a repository of your choosing. (And of course, deal appropriately with the exceptions.)
An innocent enough expectation – but wait. With many acquisitions in the ECM industry, it’s likely we’ll see less flexibility with exporting metadata and images between vendors. Some may continue to force users to use proprietary development platforms, middleware, etc., driving your costs up. Buyer beware!
Analytics of the Capture Process
Know what’s going on with your capture process in real-time.
Capture software should provide the proper mechanisms for feedback, monitoring and controlling the process – but many legacy Capture vendors do not provide those capabilities (or they are proprietary and require a third-party product be purchased).
An additional function to seek – for those times when the Capture administrator must step in to work with a single document or batch – are a specific set of ‘administrator application tools’ built-in to the software.
Overview of CAPSYS CAPTURE™ Distributed, Web-Based Software
When you begin with an Internet platform, and a real-world understanding of what companies need, the right Capture tool can be created.
The industry’s first, fully functional Distributed, Web-Based Document Capture and Process Management solution, CAPSYS CAPTURE software, is browser-based, giving users working virtually anywhere a simple and easy to use enterprise-wide tool for capturing and sharing all types of documents.
The software’s thin client design offers all of the rich production capture features previously only available in Windows® “thick” client systems, at a far lower cost, without sacrificing capabilities. Among its advantages, the new software allows users to design their own Capture process graphically, without programming or scripting. And because time is money, the system is ready to use in days – not months.
Companies can readily place the new software into service on their own networks. Or, they can use CAPSYS CAPTURE ONLINE to capture and retain documents at a secure, hosted data center. The online or SaaS model is a very affordable option, because it eliminates the upfront investment, installation and administration of in-house software (as previously discussed).
In the Book: The many advantages of this new Capture platform; a visual overview of its architecture; and more details about why this option is well-suited for users today and in the future.
# # #
To order an advance copy of the new book, ECM Buyer Beware: Real Insights and Answers for Decision Makers, contact: email@example.com.