Presented by: Felicia Christensen

Transcription

1 Educational Series: PDF 101 & Document Security Presented by: Felicia Christensen Professional Services Group (PSG) & Software Specialist for SolutionOne

2 General Overview of SolutionOne PSG? What does it mean? Popular Document Efficiency Categories AGENDA Popular Security Concerns Connecting the MFP to the PC world PDF/A The mystery document idocuments (Mobile Printing/Scanning)

3 General Overview of SolutionOne MFP Wide-Format Production Print Professional Services Group Managed Print Services

4 What Does it Mean? Professional Services Group = Change PSG? PSG groups in our industry focus on the middleware portion of the solution. This can range anywhere from software, to workflow, to at the simplest level a basic understanding of scanning at the MFP. All with the goal of finding the best way to help customers create efficiency with their document processes.

5 Popular Categories INTEREST PSG Categories of common focus for Companies All with the focus of Document Security: Image Conversion/OCR/Manipulation Software MFP Integration Software (ecopy, HID kits, Searchable PDF kits) Document Management Software SharePoint Consulting/Integration Components Fax Server Software One Analog Fax Line = $40/mo (avg.) Workflow Management Software Variable Data Software Accounting Management Software

6 Security Concerns A Vertical look at popular industry concerns: SECURITY Legal PDF/A, Bates Stamping & Document Editing Financial Sarbanes Oxley Medical HIPPA Industries visiting today us today What security concerns do you face?

7 Document Security Document Security comes in many forms SECURITY MFP Meet ISO Security Standards (Common Criteria) HDD Security Options (During Use and Expiration) Overwriting Methods (Some provide 8 options) Encryption (AES 128 bit) SolutionOne MFP Expiration Options RAM (Memory) Security Erasing the print job after print is output Software Example: Document Management Software Disaster Recovery and System Back-up Solutions

8 Government Help for electronic futures Benefits are available for the taking 100% First Year Depreciation? The 2010 Tax Relief Act, provides incentives for businesses to invest in machinery and equipment by allowing for faster cost recovery of business property. BENEFITS For investments placed in service after September 8, 2010 and through December 31, 2011 (through December 31, 2012 for certain longer-lived and transportation property), the new law provides for 100% additional first-year depreciation. Generally, the property must be (1) depreciable property with a recovery period of 20 years or less; (2) water utility property; (3) computer software; or (4) qualified leasehold improvements. Also the original use of the property must commence with the taxpayer used machinery doesn t qualify. Source:

9 Connecting the MFP to the PC world Integration begins with ecopy CONNECT ecopy Is the Premier Scanning and OCR Solution to Automate Document and Forms-Processing Workflows Right from the Office Copier. Scan documents at the MFP and connect to applications in your network with a button push! Common Connections: Scan to a Windows File folder and see the file structure Scan and Convert to Word or Excel Scan and apply a Bates Stamp Scan to Alchemy, SharePoint and other popular ERM Systems

10 ecopy PDF Pro Office The Paper, Scissors and Glue of the Electronic Document World EDIT Converting PDF s to popular file types: Word, Excel, PowerPoint, WordPerfect, Wave Files, HTML and more PDF as an electronic fill-in form PDF editing features and terminology: Annotating, Redacting, Bates Stamping Assembling multiple documents of different file types: Word, PDF, TIFF etc Comparing Documents Your PDF reads to you PDF Security 101 Searching PDFs 101

11 LET S DEMO!!!!

12 PDF/A The Mystery What is PDF/A? PDF/A PDF/A is an International Standards Organization (ISO) standard document format. The standard has been published for almost five years and is available in the current versions of all major word processors and scanning systems. It is a subset of the PDF standard which excludes those PDF features that give rise to concerns about the ability to archive documents. Source:

13 PDF/A Why? Why are the federal courts starting to require PDF/A filing? PDF/A PDF/A offers a cost effective and efficient solution that assures that electronic records are preserved far into the future. The change from PDF to PDF/A will improve the ability to archive documents and comply with requirements of the National Archives and Records Administration (NARA). A specific time period or requirement is not set for Legal filings to comply to PDF/A, yet talks are in progress for this to happen in the near future. Source:

14 MOBILE idocuments Mobile Printing is Here! Multifunctional Units are starting to offer mobile printing options through BlueTooth technology and wireless devices such as ipods, ipads, etc.

15 The Beginning of document efficiency and security starts here! Thanks! Next Education Series Topic: Document Management Software & Fax Servers