Add Value To Your Customer's Document Management System

Once an integrator installs a document and image management system, the end user almost immediately begins to cost justify the investment. Depending on the level of satisfaction after the installation, two vendors of document imaging technology suggest that end users may want to add additional functionality to their current system. The result can be increased employee performance and a quicker return on an overall investment.

Offer Internet-Enabled Document Imaging
Making a document imaging system Internet-enabled is one way to increase user productivity, says Vern Hanzlik, vice president of product marketing at IntraNet Solutions, Inc. IntraNet Solutions is located in Eden Prairie, MN and was founded in 1990. The 80-employee company reported $20 million in gross sales in 1997. "Companies are starting to understand that the Web is a real operating system that provides high-business value," comments Hanzlik. "Companies can use their Web sites to distribute business documents at a much lower cost."

Hanzlik was recently involved with an installation for an auto parts manufacturer. The manufacturer had about 2,000 employees who needed access to electronic documents and scanned images. It was too expensive for the manufacturer to use a typical client/server model which is charged on a per-user basis. Having employees access documents with a browser was much more cost-effective because it only required each employee to have Internet access. Employees on the shop floor, for example, now access documents through the manufacturer's Web site.

Manage Content For Users
An Internet-enabled document imaging system provides several opportunities for VARs to profit, according to Hanzlik. One such area is providing proper security clearance for sensitive documents. For example, specific policy and procedure documents may apply to only one department within a company. "An integrator may start by putting up firewalls and then adopt password security to restrict access to documents," explains Hanzlik. He says some VARs are asked by companies to serve as content managers. A content manager keeps all the information updated on a Web site. For example, a company may have 1,000 pages of marketing literature available on its Web site. As the information changes, a VAR can update the content provided to users.

Optimize A User's System
Typically, it is easier for VARs to sell add-ons to existing customers. VARs can capitalize by selling technology which improves the performance of a customer's existing document imaging system. According to Mary Hinz, president of Cypress, most document imaging installations involve integrating products from a number of vendors. Often this results in not being able to view or print documents in their original state. Also, the time it takes to access documents is usually increased. "VARs can provide users with a document archive and output system that handles all platforms. It also provides complete fidelity of documents during print, view, fax, and e-mail processes," states Hinz. Her company, located in Rochester Hills, MI, has 30 employees and posted $3 million in gross sales in 1997. "The output is identical to when the document was created."

By bringing together all documents into one archive, customers can optimize their current document imaging system, says Hinz. For example, a customer service representative may need to access a bank statement from a mainframe and a letter from a word processing application. "A customer expects a representative to have instant access to all information," says Hinz. "Storing all information in a universal repository provides that access more quickly and increases productivity."