CAPSYS Tech Tip

Did you know that you can release documents and associated metadata to multiple repositories from CAPSYS CAPTURE? For example, you are working with a customer that has deployed SharePoint in their Human Resources department and FileBound in their Finance/Accounting department. For each document type, you select which repository (i.e., Document Management System) you want to release to by simply placing the Release Module QSX on the Document Type process map (Standard licensing policies apply).

CAPSYS CAPTURE can release to a unique repository for each document type. Additionally, you can even release the same document type to multiple repositories simply by placing each release module QSX in sequence on the Document Type process map. CAPSYS CAPTURE can be used to perform all of the document and data capture needs for a client regardless of the number of document management systems are installed - they don't need a different document capture product for each system! Very cool, huh?

Customer Satisfaction Surveys - A sound business practice and you can learn much by simply listening!

A CAPSYS business partner located in the Midwest recently shared with me the results from their Customer Satisfaction Survey he received for a very recent implementation of CAPSYS Capture Online - the Software as a Service (SaaS) alternative to the traditional on-premise document capture option.

Before I go any further, how many of you make it common practice to conduct formal "Customer Satisfaction Surveys? Before you answer that question, continue reading on.

Second, I was pleasantly surprised to learn that our CAPSYS partner takes a very unique approach towards managing their customer relationships: Conducting customer satisfaction surveys after each engagement, not just once or twice a year. Kudos to the partner's management team for designing and executing upon a disciplined customer relationship management process!

The overall objective of the project was to provide the customer with a budget savings opportunity- more specifically, for the line of business owner - achieved by replacing the existing capture solution with the lower cost CAPSYS alternative. The cost savings would not only be measured in savings by eliminating annual software assurance dollars but by also eliminating the internal charges that were being assessed by the IT department - in excess of $10,000 per year!

The total projected annual cost savings shared by the customer to the CAPSYS partner indicated the annual savings was expected to be in excess of over $30,000.00.   Not bad.

Ok, its one thing to "claim" the savings during the sales cycle, but what were the actual savings? From the customer's mouth, "a whopping $39,753.00!" Now that is a rather remarkable story in an of itself. However, the real story only begins with the money savings.  I was rather jazzed to see the results of the customer survey:

On a scale of 1 to 5 (1 - poor, 3 - average and 5 excellent), please rate the performance of our organization as it related to the "XXXXXXXX  Document Capture Project":  

A) Met Original Business Objectives - 5

[The End User] is now very happy with the CAPSYS software functionality and stated that it is meeting her expectations as presented in the sales cycle. [The End User] did go back and examine the cost savings and confirmed that CAPSYS has in-fact reduced her costs by about 40%, as predicted in the sales cycle. The CAPSYS features & functions also met their objectives so they are very happy overall in this area.

B) Delivery of Expected Features/Functionality - 5

The CAPSYS software functions as expected.  [The end user] likes the CAPSYS interface and likes the software much better than [their previous Enterprise] capture software package.

C) Met Delivery Time-line - 3

This rating had to do with the time-line delays due to [customer's] rigid security & Firewall issues. [the end user] was very clear that she understood these issues were outside of [the CAPSYS Partner's] control. [Customer's] IT staff & resources were problematic for her but it still ended up delaying the project and causing issues for the business.

D) Overall Project Cost - 5

[The end user] was very happy at the overall cost. She appreciated that [the CAPSYS partner] honored the fixed bid commitment and did not bill her above the [agreed] contract amount for services. She is very pleased with how [the CAPSYS partner] handled the issues and will let other [Enterprise End User] business units know that [the CAPSYS Partner] and the CAPSYS organization are great companies to work with and that CAPSYS is a great product.

E) Professional Services Cost - 5

See above. Very happy, felt fees were very fair.

F) How would you rate [the partner's] technical expertise related to the services delivered for this project? -5

[The Partner] did a great job!  [The end user] said the engineer assigned on the project was very knowledgeable on the CAPSYS software and very responsive. Also happy with technical support department and the support she has received so far.

G)  Please rate your willingness to recommend [the partner] for future Capture/ECM projects at your company. - 5

[the end user] is very willing to recommend [the partner] & CAPSYS to other [end user] divisions as they  inquire about the CAPSYS solution. Given my conversation with her today I believe [the end user] will be a tremendous advocate for us at [the end user]. She also expressed, she liked the sales process, SOW, documentation & our support is great. Very happy with the software, much better than [previous Capture software vendor]. It’s easier and less complex to use.  

Overall, a very satisfied customer and a very satisfied CAPSYS business partner.  Congratulations and job well done!

Document Boss says ECM industry is going to get pounced upon!

I love these kinds of articles: edgy, thoughtful and in this particular case, Document Boss furthers along (indirectly) the value proposition of CAPSYS.  Our partners over the last 15 months rapidly have embraced the SaaS Capture opportunity and this article further confirms our thought process - that our cherished partners have made the correct decision.  The author says, "SaaS does have some strong economic arguments in its favour, as follows:

• Reduction of customer's IT requirements
• Consequential lower operating costs
• Speed and ease of deployment
• Departmental flexibility where management can circumnavigate their own IT “gatekeeper”

The author continues with, "The end user is now primed for a [ECM] SaaS revolution and the real barrier is no longer the customer (not to the same degree, anyway) but the supplier. The end user is now primed for a SaaS revolution and the real barrier is no longer the customer (not to the same degree, anyway) but the supplier."

To the CAPSYS Channel, congratulations on making the correct decision to embrace the SaaS revolution.  You are poised to propel your businesses to the next level and leave the competition behind in the smog of ancient thinking.  You have an abundance of opportunity before each of you and your customers are ready and willing to hear your unique value propositions.  Good selling!

Full article from Document Boss here.

Compliance Alert! Are Copy Machines and MFP's a security risk?

The ECM industry has been rather strangely silent on the issue of inherent security risks of the copy machine industry, namely the Multi-Function Peripherals (MFP)s.  Recently, CBS did a rather revealing story on the subject of copy machines that include a hard disk drive used to store the documents that you copy, scan, email, etc.  What is rather alarming here is the images on the hard drives are not automatically erased after the user completes their work.  Imagine that?

That means all that sensitive data that you have been copying,  perhaps containing personal identity information, health history, financial data, employment and payroll data etc. is on that copy machine's internal hard drive - unless someone takes the extra precaution of deleting it from the copy machine. Would you even know how to delete the images from the hard drive?  Were you made aware such a security risk exists in your organization?   Worse yet, when your Facilities and/or Finance department says the equipment has reached end of life and it is time to swap out the dinasour with the latest and greatest copy machine, who is taking the responsibility of erasing the hard drive and verifying all that senstive data on the copy machine has been eradicated?

The silence is rather deafening, isn't it?

Hey, the good news is at least one of the MFP manufacturers discussed in this story sells an OPTIONAL utility to wipe that hard drive clean.   Question?  Why isn't such a utility considered a STANDARD no cost feature on all copy machines given the fact that the copy machine/MFP vendors know the security risk exists by design with every copy machine/MFP that ships out the door?  Perplexing.

Tip of the hat to the innovative team at Digital Copier Security in Sacramento for addressing this major industry GAFFE!!!  Nice job CBS picking this story up and running with it. 

Before you roll out or refresh all those MFP's, consider the organizational security and liability risks and make sure they are adequately addressed.  Or, consider using document scanners for the job as the only ones to contain hard drives are usually the large mainframe, production document scanners.  And, if those document scanners happen to have a hard drive, be sure you zap them before you retire them from your operation.

Full story can be found on YouTube or by clicking here

Larry Ellison clears up Cloud Computing for all of us!

A colleague of mine sent this YouTube audio sound byte of Larry Ellison from Oracle speaking on the subject of Cloud Computing....he sums it up as follows: "What the hell is cloud computing?" Put aside all his rambling on about the subject, I think he is largely on target.

Yes, the industry is attempting to repackage and redress itself like it did years ago when "Time Sharing" on a mainframe was the trend until the Micro-VAX from Digital Equipment Corporation emerged, then the mini to the PC, back towards the the adoption of a PC server (thanks to Novell) and Citrix terminal servers, ASP's in the 90's, co-location to virtualization and now SaaS/Cloud Computing in the 21st Century.  The pendulum has swung!

Interesting perspective...I will leave it that.    View the audio playback http://www.youtube.com/watch?v=0FacYAI6DY0 and you be the judge.

CAPSYS Partners Get SaaS-Y - End of the Paralysis Sales Stage.

Let's face it, with the economic conditions that have been thrust upon each of us and seemingly with no end to the challenges any time soon, the general business climate has been rather frustrating at times.. However, there is some good news to cheer about!

It is amazing to me to see the creative and innovative approach our channel partners are taking to bring CAPSYS web-based capture solutions to their prospect and customers. One angle that is of particular interest to me I would like to share is the Software as a Service or Cloud alternative to traditional on-premised based offerings.

Our channel partners are beginning to clearly see the CAPSYS cloud as a viable alternative to traditional on-premised based capture solutions. Why you may ask?

• Predictable, Reoccurring Revenue Stream
• Lower Costs, Better Margins
• Rapid Deployment Time
• Elimination of CAPEX budgeting process
• No Annual Software Maintenance

For example, one of our partners services the Pharmaceutical industry.  This particular organization was using one of the traditional Tier 1 document capture vendors.  The customer was getting budget pinched with the reoccurring internal costs to support the existing infrastructure.  Yet, they desired to expand the system, but struggled with the justification due to the additional software licenses, along with the additional annual maintenance required on top of the already enormous annual maintenance charges measured in 10's of thousands of dollars.  And, on top of all these charges, the customer was faced with refreshing the capture servers and OS's which also was very expensive due to internal IT charges being assessed back to the line of business.  It was clear from the customers perspective the project wasn't going move forward until the any time soon - perhaps when the economy turned around.  So, in this instance, the customer and the partner entered into the "paralysis" stage of the sales cycle.  Sound all to familiar?

Having heard about the CAPSYS CAPTURE Software as a Service offering, the partner reached out to us, laid out each of the frustrations and obstacles they were facing with the customer.  In a short period of time, the partner worked out a program to switch out the legacy capture software vendor with CAPSYS CAPTURE ONLINE.  There were added bonuses the customer would receive when the partner proposed the making the switch to CAPSYS CAPTURE ONLINE:

• Elimination of a thick client based capture solution to a web-based capture solution;
• Inclusive of a rules-base capture workflow engine - something the other vendor lacked;
• Concurrent user licensing model, which allowed the customer to expand across the enterprise without breaking the bank.

Whats the moral of the story? 

If you run into a situation where your sales process and sales person has reached a stage of "paralysis", then take a serious look at the SaaS alternative:

• Predictable, reoccurring monthly expenses for the partner and your customers;
• No upfront software charges for you the partner or your customers;
• No annual maintenance charges with annual CPI increases;
• Elimination of the hardware and OS and annual SWA expenses;
• No Internal IT costs being billed back to the line of business owner;

It is all good news you can cheer about!

 

DEX Imaging joins international channel network of partners

DEX Imaging joins international channel network of partners

May 18, 2010 – Today CAPSYS announces it has added another quality reseller to its partner program. INDEX DataFiles, Inc. d/b/a DEX Imaging out of Tampa, FL has executed an agreement to resell the full family of CAPSYS CAPTURE products and subscription services.

DEX, founded in 2002, is the largest and fastest growing independent dealer of Konica Minolta and Kyocera document imaging equipment in the United States. Though they sell & service award-winning printers, copiers, fax units, multifunctional systems, mailing equipment, large format devices, and a full line of document management solutions, they also offer a depth of experience and expertise that separates us from our competitors.

DEX Imaging is a FileBound reseller. For more information, please see their website: http://www.deximaging.com/