E dms

ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

Presentation & Product Demo

13th April 2009

AGENDA

 About Tele Dynamics Sdn Bhd
 Challenges Of Today’s Business
 Disadvantages Of Conventional Document
Handling Method
 Features Of eDMS
 Benefits Of eDMS
 Product Demo

Tele Dynamics Sdn Bhd

 ISO 9001:2000 Certified

 Established 21st January 1981

 RM 12 million paid up capital

 Net Sales of RM 300 Millions (‘07)

 5 Branches – Penang, Ipoh, JB & Kuching, Kota Kinabalu and 26 OA Centers throughout
Malaysia

 2 Subsidiaries – Tele Dynamics Solution Sdn Bhd & Tele Dynamics Global Com Sdn Bhd

 Employs 456 staff (1st Quarter ‘07), 60% in Technical Service & Support

 Exclusive Distributor for TOSHIBA Information & Communication Systems (ICS), and
Retail Information Systems (RIS)

Document & Data Processing Solution (DDPS) Division

Our forte:

• Total solution provider in eDMS document management
solution – form processing, eDMS, Workflow, Output Management,
etc

• Industry recognized Document Processing Outsourcing
(DPO) Centre – Singapore Evident Acts conformance

Challenges Of Today’s Business

Challenges Of Today’s Business

Information gathering

Increase productivity
Fast decision making / efficiency / revenue

Cost efficiency Customer satisfaction

Reduce business process
turnaround time

Conventional Document Handling
Method


High documents volume

90% of corporate memory exists on paper.
(Source: Imersion Technologies, Inc.)

Invoice, Delivery Order, Purchase Order, Credit
Note, Report, Statement, Form, Agreement, Letter,
Drawing (Plan, Design), Standard Operating
Procedure, Company Rules and Regulation,
Signature Verification Card….etc.


High labor and equipment cost

Salary

3500
3000
2500
2000
1500
1000
500
0
1998 1999 2000 2001 2002 2003 2004 2005 2006


Difficult to retrieve

“IDC has estimated that the typical
enterprise with 1,000 knowledge workers
wastes $2.5 million to $3.5 million per year
searching for nonexistent information,
failing to find existing information, or
recreating information that can't be found.”
(Source: IDC)


Time consuming / slow

80% of employees waste an average of
half an hour per day retrieving
information, while 60% are spending an
hour or more duplicating the work of
others. (Source: “Show me the Money, Measuring the Return on
KM” Knowledge Management)

High storage & retrieval
cost – on-site / off-site


Misfiled / damage / lost of document

7.5% of all documents get lost, 3% of the remainder get misfiled.


Redundancy cost

Account Credit Control Sales Logistic
Department Department Sales Department
Department Department

The average document gets copied 19 times.


Decentralized filing

3rd Floor
Contract / Agreement

2nd Floor
Invoice

1st Floor
Purchase Order

Ground Floor
Delivery Order

Windows file-level filling method


Disaster / business interruption

76% of business that have a disaster effecting paper storage
will go out of business

Fire destroyed
documents in
Finance and
Account
Department
(Oct 2006)

eDMS workflow
Admin &
Finance

Online Task Monitoring through eDMS
Admin
Manager Executive
Director

1) Documents are sort
by types. Index &
Export
eDMS
Finance
Legal & Corporate Electronic
Manager
Secretary Route &
Response
Toshiba
eStudio
Colour Legal
MFP Manager

eDMS Internet
access to
Server
All scanned eDMS
documents are filed HR
and stored
accordingly
No more hard
copy documents

Enterprise Document Management System
Scan & Index Client
(Hard copy and soft copy document)

Branch Office HQ Subsidiaries

eDMS Web
Clients
E-DMS Server
Internet /
Intranet

Oversea
Branches

LAN users access

Integration to E-DMS
System
Backend

Single Point
of Access SAP HIS LOAN

Enterprise Document Management System
Scan & Index Client
OCR,ICR

Branch Office HQ Subsidiaries

eDMS Web
Clients
Internet /
Intranet

E-DMS SQL 2000 Image Oversea
Application Database Server Branches
Server Server

LAN users access

Integration to E-DMS
System
Backend

Single Point
of Access
SAP HIS LOAN

Features Of eDMS

Digital document

250++ file formats

Features Of eDMS

Centralized storage / file sharing

Features Of eDMS

Easy retrieval / search index data or text within document

Full Text Content Search
Profile Search

Features Of eDMS

Standardized filing structure Finance Department
Invoice
Purchase Order
Vendor Profile

Sales Department
Quotation
Brochure
Comparison

HR Department
Employee Profile
Rules & Regulations
Employee Suggestion

Administration Department
Contract
Company Profile
Event (Photo / Report)

Features Of eDMS

Restricted access / security
HR Department
Data

8 8 4 8 8
Account User Sales User HR User Logistic User Legal User

Features Of eDMS

Collaboration

Start Process 1 Process 2 Process 3 End

Hard Copy Document

Digital Document

Process 1

Start Process 2 End

Process 3

Features Of eDMS

Document Life Cycle
Current Document End Of Life Document

DMS Server

Online Data Offline Optical
Storage

Features Of eDMS

Data Backup in case of disaster

DMS Server

Immediate Benefits

• Document retrieval time reduction 30-90% range
• Improved Client Service
• Productivity Gains 20-30% range
• Ability to access documents anytime, anywhere
• Storage & net floor space reduction in 50-80% range
• Reduce mailing and copying costs 50-90% range
• No lost or misfiled documents.

Immediate Benefits

 Document retrieval time reduction 30-90% range
 Improved Client Service
 Productivity Gains 20-30% range
 Ability to access documents anytime, anywhere
 Storage & net floor space reduction in 50-80% range
 Reduce mailing and copying costs 50-90% range
 No lost or misfiled documents.

Intermediate Benefits
 Cost reduction for archival storage
 Cost reduction for internal mail, courier, etc
 Improve physical security (write only optical media is
rated at 30+ years, read write media at 10+ years, but for
most intents, the media is virtually indestructible. It’s even
immune to low level radiation fields)

 Cost reduction by shipping documents in CD

Potential Strategic Benefits
 Reduce business risk
 Improve customer service
 Projection of a high tech/high touch image to customers
 Improve information flow
 Significantly improve response time for data analysis
 Reduced administrative workload

4. Tele Dynamics eDMS customers ( Partial )
Banking & Insurance Corporate Organization
 EPIC-I Sdn Bhd (Subsidiary of Bumiputra  Bursa Malaysia Bhd
Commerce Bank )  Shell MDS, Bintulu, Sarawak
 Aeon Credit  Courts Mammoth Sdn Bhd
 Tokio Marine Insurans (Malaysia) Bhd  Patrick Mirandah Co. Sdn Bhd
 Federation of Malaysia Unit Trust Managers  Spanco Sdn Bhd
 AmAssurance Berhad  Kenneison Brothers Sdn Bhd
 Berjaya Vacation Club Berhad
Shipping & Logistic
 Servex Malaysia Sdn Bhd
 Ben Line Agencies (M) Sdn Bhd
 MPH Group (M) Sdn Bhd
 CMA, CGM & ANL (M) Sdn Bhd
 Kumpulan FIMA Berhad
 Trans-Asia Shipping Corporation Bhd
 Benkert Sdn Bhd
 Diperdana Bhd
 Sistem Televisyen Malaysia
 Konsortium Logistik Bhd
 NorthPort Berhad
 Integrated Logistic Berhad

Government Trading & Distribution
 NPC  First Tech Pacific Sdn Bhd
 SMIDEC  Bausch & Lomb (M) Sdn Bhd
 MITI  Servex Sdn Bhd
Property Developer / Construction
Manufacturing
 Maju Holding Sdn Bhd
 Onkyo Electronic Sdn Bhd
 IGB Corporation Bhd
 Mah Sing Group Bhd

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