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Udocx Services Presentation
- 1. UDOCX - Unified DOCument eXchange Cloud Based Document Processing Service Fabien van ‘t Woudt Fabienvw@Fenestrae.com/Fabienvw@UDOCX.com 2011 UDOCX Services Introduction Presentation
- 2. Are You moving to the cloud? They are!
- 3. Multifunctionals until today… Starting point Formal Communication Workflow & Collaboration Storage & retrieval Secure printing INTEGRATED AUTHENTICATE SECURE COMPLIANT SharePoint Client/ Server Fax Email Convenience Compliance Security Authentication Convenience Compliance Security Authentication Hardware Software Telephone lines Authentication Software solutions OCR Management/ Maintenance Authentication
- 4. Multifunctionals = Maintenance nightmare Maintenance Thermometer Maintenance Cost
- 5. Is there an alternative? Are you looking for a solution that offers: The same functionalities (Email, Scan/Store, Fax, Print) A competitive pricing model (Pay as you go) No software installation and maintenance Easy to use and near to no Administration Fault free transfer of documents While offering full support to Security, Authentication and Compliancy rules……
- 6. Your MFP Services from the Cloud UDOCX is a cloud based Document Processing Service that enables Microsoft Office users to securely scan, store, mail, fax and print documents from any multifunctional copier/scanner/printer anywhere in the world. Anytime, Anywhere.
- 7. UDOCX Services Browser based, no additional software or knowledge needed Reduces Administrators tasks and MFP related complexity Always up to date, broadest Cloud Services for scan, store, mail, fax and print and full OCR, replacing complicated, costly alternatives Secure, user authentication against Office systems, no unauthorized or anonymous sending Easy, intuitive, use of individual Contact data to avoid mistakes Administrator Portal Full OCR and Fax capable solutions
- 8. UDOCX - features Unlike other solutions all services are available to all MFP’s with a browser, without the need for additional software or hardware. You activate the Service via a link on the MFP. Features Print Anywhere™ Email SharePoint Scan/Store to SharePoint Draft Mail to Email (secure) Fax to Fax address
- 9. Do you want to test UDOCX? www.udocx.com/signup …with UDOCX
- 10. Thank You! http://www.UDOCX.com http://Blog.UDOCX.com Fabien van ‘t Woudt (fabienvw@fenestrae.com or fabienvw@UDOCX.com)
Editor's Notes
- This presentation will describe UDOCX Cloud based Services as available per Q1, 2011 for (Ricoh) Multifunctional Peripherals. (MFP’s)We will address the business reasons for companies to use UDOCX Services. Specific User functionality on the MFP is shown. Company Administrators will see how UDOCX reduces complexity and maintenance in relation to the installed MFP base.A demo of UDOCX Services is part of this presentation to show the ease of use and to show User scenario’s on the MFP well known to Customers.Scenario’s include logging into the MFP, sending scanned documents to recipients (email, Fax) or to store these documents in databases.Specific emphasis is put on the MFP as security loophole and on Authentication of Users of the MFP avoiding unauthorized use and sending of Documents from the MFP.Most importantly you will get a clear idea on the ease of rolling out the UDOCX solution to your existing MFP base and the associated limited monthly costs.
- Companies have invested heavily in Centralization, Consolidation and Virtualization of IT services to save money. Now these companies move to the Cloud and Cloud Services must become interconnected (f.e. email and CRM systems, logistics and financial systems). Companies demand that pieces of their infrastructure that cannot be moved to the Cloud, like Telephones, Fax Machines and MFPs, to be smoothly integrated with these Cloud based services. Think about telephone (systems) connected to a PBX in the Cloud, Fax (machines and fax lines) replaced by Office Systems connected to Fax Services in the Cloud and MFP’s connected to the Cloud.MFPs should be provisioned and supported in the Cloud through their embedded Browser, making it easy to maintain and service the installed base of MFPs.We face fast growth and adoption rate of the Cloud because of:Substantial investments, i.e. Google and MicrosoftLow costs, limited investments in training of staffRapid, easy roll outs, reliable and secure
- Multifunctional Peripherals (MFPs) represent a substantial financial investment to companies and specific knowledge is needed to maintain theMFPs. MFPs are a starting point for creating digitised documentsWorkflow and collaborationsStorage (and retrieval)Formal Communication (e.g Fax)The reverse: offer (Secure) printingUsers want to add properties to the documents and:Send to the right filing destinations like SharepointEmail faultfree to the right people, internal or external. Send Faxes, add coversheetsIndex and OCR for filing and easy retrieval afterwardsReceive proof of delivery of documentsThere is obviously more alike....Companies must invest heavily in Features, Software and Services related to the MFP and Companies MUST also protect and avoid huge issues around security & Compliance.Unauthorized or anonymous use of MFP’s and document transferNo or Limited track and trace of document statusMistakes, info theft and privacy related issuesAdditional features/services for the MFP to support Authentication, Security, Integration and Ease of Use results in complexity and costs:Multi vendor software on MFP and serversIntegration into day-to-day applications adds to complexityExtensive (Admin) Maintenance and user trainingMFP Partners must keep their knowledge updated on a variety of applicationsTotal Cost of Ownership increases and is not included in lease or price per pageLow cost printing initiatives might be overruled by increased costs of software and maintenance…..See next slide for a visual representation of the above roll out…..
- Adding more MFPs, integration and features to the equation creates exponential complexity and results in a maintenance nightmare....Unknown and often unseen by the OrganizationSlowing down further roll out of solutions to the whole MFP baseReducing a Companies Quality and Efficiency of Operations! Additional features/services for the MFP results in complexility and costsMulti vendor software on MFP and serversIntegration into day-to-day applications complex(Admin) Maintenance and user trainingPartner must keep knowledge updated High cost for application per MFPTotal Cost of Ownership not included in lease or price per page
- Unless others, UDOCX uses the browser on the MFP to deliver these services , avoiding installation and maintenance of additional software or hardware on the MFP or on local serversExtensive UDOCX services can therefore be allocated to specific MFP’s and to on premise or Cloud based office environments (like Microsoft Office365) in a pay as you go modelUsers face a single intuitive (browser) display and can securely scan, email, store, print and fax. Anonymous transfer of documents is avoided by automated authentication of MFP usersAccess to Personal Contacts and predefined filing locations guarantees fault free and easy sending of digitized documentsDocuments are stored (automatically) in predefined SharePoint folders. Incoming faxes are OCR-ed and delivered in SharePoint Currently in a BPOS or MS Exchange environment*. No need for additional software, hardware or user training.
- UDOCX Services specifics and differentiators:1.Browser Based, no additional software or knowledge neededUnless others, UDOCX uses the browser on the MFP to deliver these services (email, scan, fax print) , avoiding installation and maintenance of additional software or hardware on the MFP or on local servers2.Broad, up to date functionality and feature set to individual MFPs or to all MFPs ExtensiveUDOCX services (more complex services) can therefore be allocated to specific MFP’s and to on premise or Cloud based office environments (like Microsoft Office365) in a pay as you go model3.Secure and ease of useUsers face a single intuitive (browser) display and can securely scan, email, store, print and fax. Anonymous transfer of documents is avoided by automated authentication of MFP users against their office systems4.Easy, fault free filing and easy retrievalAccess to Personal Contacts and predefined filing locations guarantees fault free and easy sending of digitized documents are stored (automatically) in predefined SharePoint folders. Incoming faxes are OCR’ed and delivered in SharePoint easy to retrieve (find back) documents
- Print Anywhere™Access your email and documents from the MFP and print, anywhere - anytime. Examples of Print Anywhere™:Print the document you forgot to bring along Print the urgent fax from your inbox that you were expectingPrint presentations at the location you are presenting (different office, different department)Print your E-Tickets at any location (hotel lobby, airport, supermarket)No additional server software, hardware or any other components are required.No upgrades of the MFP or service contracts need to be purchased. UDOCX will always run its latest version.Advantages:Secure and confidential printingAlternative to follow me printingLocation-independency; MFP connected, print is possibleEffective use of MFP and related print costTime independency printingComply with GreenScan/Store toScan your documents on any multifunctional and securely store them directly to:Generic SharePoint destinations SharePoint Online destinationsUser-specific-defined SharePoint destinationsPersonal MS Outlook Draft folder AdvantagesEase-of-use, predefined destinations on displayAll MFP’s user display configurations based on existing user propertiesKnown user delivers secure and confidential scanningNo user input mistakesCompliance, User can only do what they are allowed to doOptimized use of SharePoint or Office365Mail toScan and mail directly as if working from your desktop, browse contacts Email documents from any multifunctional as if sending emails from your desktop. Eliminate anonymous sending of documents from the MFPDocuments are sent as if from your personal mailboxReal-time access to your Outlook contactsNo retyping of email address neededMail is stored in personal ‘Sent Items’ folderNon delivery notification in personal inboxAdvantagesTraceable document transfer from the MFP Transparency on MFP user and usagesEasy and fast access to mail addresses, no mistakesEnd user efficiency and productivitySave on courier costsFax toFax simply and securely from you MFP to specified numbersExamplesSecurely send documents as faxes from any MFP in your organizationEasily retrieve your sent fax as proof of transactionLocation-independency: Fax Anywhere™Secure and compliant faxing as all transactions are logged and fax messages are archivedImmediate electronic notifications on deliveryImmediate store of incoming faxes in mailbox or SharePointRemove classical fax machines and fax linesEco-friendly: Save paper, toner and energy.Centrally track & trace all fax communicationsFax Out: Send fax messages and receive a notification in your mailboxEasily browse through your personal outlook address book for fax numbersSelect custom cover sheets and add messages to your fax messageFax your documents to one or more recipientsFax In:Receive faxes in defined mailboxesReceive faxes in defined SharePoint foldersFax numbers provided UDOCX supports compliancy and eliminates the possibility of anonymous transfer of documents from the MFP as all transactions are traceable. You receive delivery notifications and a copy of all fax messages into your mailbox. All received fax messages are securely archived online.