KYOCERA – The Group

Founded in April 1959 by Kazuo

Inamori
Kyocera Revenue : USD 15
Corporation Billion
Headquarters 76202 Employees
Kyoto, Japan Worldwide
President 298 Group
Hideo Tanimoto Companies
 KYOCERA – India

Established on 4th March 2008

Head Quarters :
Gurgaon, NCR
Mr. Dilip Kanth,
Managing Director
Delhi
Guwahati
Ahmedabad Bhopal Patna
No 1 in B/W A3 Models
Kolkata
(2020), No 2 Brand in
Overall A3 (2020) Pune
Mumbai
Pan India Sales + Service Hyderabad
Network ( 13 Direct Bengaluru
Branches) | More than 450+
Channel Partners across India Kochi Chennai
Range of Solution
 ECM Portfolio

KYOCERA SMART
INFORMATION MANAGER M - Files

APPLICABLE FOR
BUSINESS BUSINESS OFFICE INDUSTRY
WORKFLOWS PROCESSES ENVIRONMENTS SECTORS
Kyocera Smart Information Manager

Kyocera Document Solutions India Private limited

ⓒ 2020 KYOCERA Document Solutions Asia Limited.

 Business Challenges

Time No
26% Wasted 18 Confidence
41%
INFORMATION WORKERS NOT CONFIDENT
WASTE 26% WORKING HOURS ELECTRONIC INFORMATION
EACH WEEK ON WORKING IS ACCURATE (AIIM.ORG)
WITH DOCUMENTS (IDC)

Productivity Miss
21% important
Loss
information 59%
OVERALL PRODUCTIVITY LOSS MIDDLE MANAGERS SAY
DUE TO CHALLENGES IN WORKING THEY MISS IMPORTANT INFORMATION
WITH DOCUMENTS (ADOBE) THEY KNOW EXISTS, BUT CANT FIND
(ACCENTURE)

ENTERPRISE CONTENT HAS BECOME

A BALLOONING BUSINESS PROBLEM
 Document Handling
Different Types of Document and
Saved Medium Different document
Paper Docs (Hard copy) type and saved medium
Email Attachments made operation and
Scanned Copies storage complicated.
Own computer
Database
Server
External Media

 DO YOU FIND MOST OF YOUR CRITICAL

INFORMATION IS TRAPPED IN EMAIL?
Email locked and duplicate
document & Process information
which is unstructured and waste
THE EMAIL BLACK HOLE time to search and continue to
accumulate
 KSIM

WHAT IS KSIM?

• KSIM is a web-based
business application for
digital document
management and automated
workflows.
• It integrates diverse
information sources into
business processes to
improve efficiency.
• In the application, paper
documents, electronic
content, scanned images,
and supported file types are
captured, managed,
processed, and finalized.
 Document Import

Import or input information in KSIM by

Use Kyocera MFP to upload the physical files
Scanner
/MFP

Drag and drop any important e-mail in KSIM

Email

Document import can also be done from a common and shared network folder
Folder

Upload any information through Web

Web browser

Upload information through your mobile or tablet directly into KSIM

Mobile
 Auto Metadata Extraction

Automatically extract the data from pre-defined area

and avoid manual errors

ABC Company INVOICE

Wining Plaza

ABC Company INVOICE San Franciso

Phone: 1-4009209050
Fax: [1-323-224819909]
DATE
INVOICE #
CUSTOMER ID
5/30/2020
2329329
CB-1342
Wining Plaza Website: ABC.com DUE DATE 6/29/2020
San Franciso DATE 5/30/2020
Phone: 1-4009209050 INVOICE # 2329329
BILL TO
Fax: [1-323-224819909] CUSTOMER ID CB-1342
Website: ABC.com DUE DATE 6/29/2020
Alan Nathan
BCD Company
2329329
Cosmo Street
Hong Kong
852-26743029
BILL TO 6/29/2020
Alan Nathan DESCRIPTION TAXED AMOUNT
[Service Fee] 230.00
BCD Company [Labor: 5 hours at $75/hr] 375.00
Cosmo Street [Parts] X 345.00
Hong Kong $971.56
852-26743029

DESCRIPTION TAXED AMOUNT

[Service Fee] 230.00
[Labor: 5 hours at $75/hr] 375.00
[Parts] X 345.00

Subtotal 950.00
Taxable 345.00
OTHER COMMENTS Tax rate 6.250%
1. Total payment due in 30 days Tax due 21.56
2. Please include the invoice number on your check Other -
TOTAL $ 971.56

Make all checks payable to

[Your Company Name]

If you have any questions about this invoice, please contact

[Name, Phone #, E-mail]
Thank You For Your Business!
Subtotal 950.00
Taxable 345.00
OTHER COMMENTS Tax rate 6.250%
1. Total payment due in 30 days Tax due 21.56
2. Please include the invoice number on your check Other -
TOTAL $ 971.56

Make all checks payable to

[Your Company Name]

If you have any questions about this invoice, please contact

• Save time and resource by putting the data automatically

[Name, Phone #, E-mail]
Thank You For Your Business!

• Fill the document metadata and classification automatically

 Document Class & Attributes

Clearly classify the document class, edit properties and define

the rights and permissions for the users to manage the security
of the document or information

• Edit the properties and define if the users can only

read the information or they can also edit the
information
• Document class can be used to differentiate
between the type of documents, in case a search is
performed for a particular customer and there are
multiple documents pertaining to that customer
 Document Operations

No File Record
• Users can create a record without a document file
• Useful when the information attributes are available before the document file becomes
available. Once the documents becomes available, the user can add it to the no file
record

13
 Document Operations

Attaching other documents to stored record

14
 Versioning

Record the history of the document to avoid duplication

• Consistent files name

• Keep all the versions of a document
• Comment for changes is recorded with the date and time
• History which can be restored
• Avoid duplication of files
 Document Lock

Lock the document to prevent further editing from any user

• Keeps your sensitive information intact

• Restrict the users to edit the documents
• The user who has locked the document has the right to unlock
the document
 Index and Full Text Search

Search your information quickly with the help of keywords,

indexes and filters

• Quickly search with Metadata

• Search documents when users only memorize part of the
information
• Apply various filters to define the search
• Content or advanced search made possible by converting the
document into readable format using OCR technology
 Index Search with “OR”

User can search document by using multiple values in one

attribute

18
 Workflows

User can create or use the pre-defined workflow to automate the

manual process and thereby increase the productivity

• Quickly create the workflow to seek any approval

• Real time monitoring of the workflow
• History is recorded for the complete process
• Multi-level approvals can be added, if required
• Get e-mail notification for every task assigned
 Parallel Workflows

•Multiple tasks can be defined on parallel within one flow

•Multiple users can perform their tasks in any order
•Once all tasks are completed, the workflow transits to the next flow

20
 Workflows: History
Users can check the status of ongoing and completed simple
workflow in one list (can be filtered)

• Users can check the status of any workflow which the user has read/write
access permission

21
 Share Document Link and Download

Avoid sharing heavy files with the internal user, by just sharing the web
link

• Just share the web-link in-spite of sharing heavy

files which chokes the bandwidth of the server
• Define the expiry date for the link
 Benefit of Going Paperless

+ Cut Costs
+ Reduce cost of paper, toner replacements and
postal costs
+ Eliminate bulky filing cabinets
+ Reclaim expensive storage areas

+ Improve Security
+ Limit the access of certain documents and
information to specific people
+ Prevent editing from unauthorized person
+ Replace file cabinets by archived digital file to
prevent destroying by flood, fire or building
collapse

+ Streamline Operations
+ Reduce total process cycle times in key processes
across accounts payable, HR, contracts, legal and
other core business operations.
 System Requirements

OS The KSIM server components are released for the following

operating systems:
• Microsoft Windows 10 Professional **(64-bit)
• Microsoft Windows Server 2012 R2 (64-bit)
• Microsoft Windows Server 2016 including Essential edition *(64-bit)
• Microsoft Windows Server 2019 (64-bit)
** Home Edition are not supported.
* The Microsoft Windows Server 2016 installation option Nano Server is not supported002E

System The computer provided for the installation for the server
components must meet the following minimum requirements:
8 GB RAM main memory
5 GB space on the system partition for installation

HDD Space The computer provided for installation requires access to the
following hard disk spaces:
• At least 5 GB for the data directory (recommended: local drive)
• Set the size of the document directory/archive directory as a function of the information to be archived.
• For the backup directory we recommend providing at least the size that has been set for the data directory.

Ports If the connection from the clients to the server components is

through firewalls, the following ports must be enabled in the
firewalls:
• Inbound
• Web client: HTTP 8090/HTTPS 8453 (configurable)
• Console：HTTP 8086/HTTPS 8087 (configurable)
• MFP Client/KCM : HTTP 8080/HTTPS 8443 (not configurable)

• Outbound
• Port of the proxy server, if a proxy server (optional) is to be configured or should be used.
• 587 (TLS-encoding E-Mail server) or 465 (SSL-encoding Email server)

The firewalls must not block fragmented IP packets.

Supported Support the following browsers:

• Microsoft Edge (The latest version)
Browsers • Mozilla Firefox (The latest version
• Google Chrome (The latest version)
Thank
you.

ⓒ 2020 KYOCERA Document Solutions Asia Limited.