Shows HOW scanning is cost-effective for clients, vs. paper...

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Presented by
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2. Agenda
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✦ Introductions
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✦ Present state
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✦ Reasons to change
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Paper costs
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✦
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✦ Scan what? 01
✦ Examples
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✦ < Break Time >
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✦ “Your Pain” survey
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✦ Q&A
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3. Presented By:
Byron Aulick
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CDIA+, Project+, PDI+
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✦ Consultant/Trainer to CU
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✦ 24 years ECM experience
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✦ CDIA Instructor for ten years
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Subject Matter Expert
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✦
CompTIA
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✦ Have run a bureau since 1996
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✦ Consulting; commercial,
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governmental, including DoD
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4. *C
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yourself
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Introduce
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5. *C
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6. *
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Medical
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Files
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Real mental-health case
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notes. Retention is at least
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25 years.
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(Now, only 10 years old)
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7. *
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Warehouse
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Issues: moisture, no security,
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HIPAA?, sprinklers, filing is
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dependent on one person...
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8. *
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In
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6,000
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boxes
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Unrealistic customer
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response!
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9. WHAT DRIVES THE NEED
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MEET COMPLIANCE REGULATIONS
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Streamlining business processes makes it easier to comply
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✦ Most businesses have compliance regulations to meet
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✦ There are regulations at both the federal level and the
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state level
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✦ Industry specific requirements
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✦ Medical – HIPAA (Health Information Portability &
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Accountability Act)
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✦ Federal Government – EFOIA
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✦ Financial industry – GLBA
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✦ Fast and efficient response times to eDiscovery requests
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✦ Massachusetts General Law 93h (or similar) for all
businesses that sell to any resident

10. *
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In
RESEARCH SHOWS..
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“At any given time 3-5 percent of a company’s
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documents are either lost or misfiled. The
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average cost to recreate a misfiled document is
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$120.00.”
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—INFORM Magazine
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11. *
IT ALSO SHOWS..
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“40-60 percent of an office worker’s time is
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spent handling paper, which translates to
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20-45 percent of an organization’s labor costs
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and 12-15 percent of an organization’s
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expenses.”
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12. *
HIPAA At KUMC
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The University of Kansas Medical Center is committed to
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ensuring the privacy and the security of our patients' health
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information. The Health Insurance Portability and Accountability
Act of 1996 (HIPAA) strengthens our commitment to our
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patients.
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1,
HIPAA is a federal law that enumerates the rights and
responsibilities that patients, health care providers, health care
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clearinghouses and health plans share in the protection, use
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and disclosure of health information. We at KUMC take these
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rights and responsibilities seriously and consider them to be
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integral in forming positive relationships with our patients.
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13. Why companies want
to scan?
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Ernst & Young,
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Profitability Bulletin
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“By implementing ECM a customer can:
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✦ Double or triple his processing capacity -automation
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✦
2 01
Free up staff time -by up to 50 percent
✦ Respond immediately to inquiries
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✦ Reduce document storage space -by 60 to 80 percent
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✦ Safeguard documents -audit trails”
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14. *
PRESENT STATE:
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“There are more than 4 trillion pages of documents stored
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in offices around the country, and nearly 250 million pages
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of original documents are created each day. If copies and
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computer printouts are added, then the figure soars to an
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astronomical 3.4 billion pages per day, and more than 1.2
1,
trillion pages of additional documents per year.”
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—DataPro
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15. *
IS PAPER PRODUCTIVE?
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“Corporations average a per-page storage cost of 25 cents, with
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retrieval costing $1.50. A misfiled document is estimated to cost
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$120 in employee time, yet most documents are referred to only
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briefly.”
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“In the average office...
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19 paper copies are made of each original document.
7.5% of paper documents get lost completely.
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3% of the remainder get misfiled.
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$20 in labor is spent filing or retrieving a document.”
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—Inc. Magazine
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16. *
SUMMARY
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There are a lot of paper files to
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✦
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be converted!
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✦ Mishandled files may = jail time!
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✦ People lose files!!
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✦ Copies, copies and more copies!!!
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✦ Finding lost files is expensive!!!!
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17. Want to HAVE A
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In
productive environment?
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Get rid of paper files!
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✦ Paper bogs down your workflow
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✦ Paper costs $$$
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✦ Paper can mean legal exposure!
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Can we get rid of all; NO
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✦ Does it pay to reduce; YES
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18. *C
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How much..?
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Money
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Paper costs
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19. EXAMPLE
How many people in your
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10
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office handle paper
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documents?
How many times does each person
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retrieve or file a paper document 2 minutes
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per day?
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What is the average hourly
$18
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salary of those staff
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members?person spend
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How much time does each
making copies per day?
2 01 5 minutes
How many paper copies
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are generated per day?
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How much time does each
20 minutes
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person spend filing per day?
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Totals are...

20. Monthly Calculations:
10 people x 20 times x 2 minutes = 400 min
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400/60 = 6.6 hours
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6.6 x $18 = $118.80
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$118.80 x 20 = $2,376/mo for document retrieval
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10 people x 5 minutes = 50
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50/60 = .8 x $18 = $14.40
$14.40 x 20 = $288/mo for photocopies
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10 people x 20 minutes = 200 min
200/60 = 3.3 hours 01
3.3 x $18 =$59.40
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$59.40 x 20 = $1,188/mo for filing
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TOTAL MONTHLY EXPENSES:
yr
$2,376 + $288 + $1,188 = $ 3,852
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TOTAL ANNUAL EXPENSES:
$3,852 x 12 = $ 46,224
*C

21. Save Your
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Company
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Money
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“Go DIGITAL”
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22. Same scenario, only digital...
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10 people, 15 file cabinets = $15,000 to scan
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Monthly Calculations:
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10 people x 20 times x 2 seconds = 400 seconds or 6.6 minutes
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6.6/60 = .11 hours
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.11 x $18 = $1.98
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$1.98 x 20 = $39.60/mo for document retrieval
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$0/mo for photocopies
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10 people x 1 min = 10 min
10/60 = .16 hours 01
.16 x $18 =$2.99
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$2.99 x 20 = $60.00/mo for filing
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TOTAL MONTHLY EXPENSES:
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$1,250.00 + 39.60 + $60.00 = $1,349.60 vs. $ 3,852.00
yr
(save $2,502.40/mth)
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TOTAL ANNUAL EXPENSES:
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$1,349.60 x 12 = $ 16,195.20 vs. $ 46,224.00
(save $30,028.80/yr)

23. *
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What would you scan?
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(Document types)
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24. *C
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Source: AIIM.ORG

25. *
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What would you gain?
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(Why do it)
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26. *C
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Source: AIIM.ORG

27. *C
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Time
Break
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(fifteen minutes)
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28. *
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Your Turn
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1.Fill out survey
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2.Introduce yourself and
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read your question 2
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aloud.
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29. *
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How do
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we do it?
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Link to filing video
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30. DETAILS
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CAPTURE PHASE
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Pickup Document Prep Scan
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31. DETAILS CONT.
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INPUT PHASE
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Extract Data Key Data Merge
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32. DETAILS CONT.
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STORAGE / RETRIEVAL PHASE
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Store Access Retrieve
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33. *
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Limit Your
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Capital
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Investment
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(Two ways to go...)
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34. IN- OUT-
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In
HOUSE SOURCE
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We consult with you, We perform all tasks
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recommend hardware
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You stay focused on core-
and you perform all
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tasks
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35. Assessment
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✓
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Consulting
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✓
✓ Paper scanning
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System Design
HOW CAN WE
✓
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SaaS Hosting
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✓
Backup
HELP YOU?
✓
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Support
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✓
Support!
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✓
2 01 ✓ Support!
✓ Support!
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✓ Support!
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Support!
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✓
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36. (questions???)
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Next Step:
In
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✦ Contact your sales rep
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✦ FREE evaluation
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✦ FREE sample run 01
FREE online access
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✦
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or you can reach
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Byron Aulick
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byron.aulick@datavault.com
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(877) 798-3282