putting content in context: getting information into sharepoint for content management

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Putting Content in Context: April 17 2013 Getting Information into SharePoint for Content Management

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SharePoint is more than just a repository of shared documents...it is a robust platform for information management. Kofax and Gimmal provide best practices for leveraging SharePoint to manage incoming information and turning documents into actionable, meaninful content.

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Page 1: Putting Content in Context: Getting Information into SharePoint for Content Management

Putting Content in Context:

April 17 2013

Getting Information into SharePoint for Content Management

Page 2: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Presenters

Dave Martin | VP Product Marketing & Microsoft Alliance, Gimmal

Dean Misenhimer | Sr. Director, Product Marketing, Kofax

Page 3: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

About Gimmal & Kofax

SharePoint 2013 Certified

1st partner on App Store for SharePoint 2013

Business Critical SharePoint Partner

Content Management Partner of the Year Finalist

Headquarters: Irvine, CA

Employees: 1,200+ globally

Partners: 800+ globally

Our Mission

To dramatically transform and simplify the

business critical First Mile™ of customer

interactions

Market Leader Leader, Dynamic Case Management Wave

Leader, Multichannel Capture Wave

#1 Enterprise Capture

Source: Forrester Research, Harvey Spencer Associates

Page 4: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Think Information Management

When you are thinking

SharePoint … Think…

“Big Picture”

Page 5: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

What is Information Management?

…a STRATEGY

Information Management is…

CO

NTEN

T

CO

NTEN

T

Process People Technology

Page 6: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

But we haven’t executed on this strategy…

Page 7: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

How Do We Execute On This Strategy?

Information Infrastructure

Cen

tralize

d

Man

ag

em

ent

Capture, BPM

Search &

eDiscovery

ECM,

Records,

Compliance

Archival/

Storage

Management

@

We design and deploy a SOLUTION

Compliant

Litigation Ready

Optimized Storage

Ease of Use

Adoption

Search & Access

Trusted

Relevant

Timely

Automated

Page 8: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

What we need is something

that ties together the

people, processes and

technology in your

ecosystem…

Page 9: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

is a…

platform

to meet our

specific requirements.

Whether we’ve come to grips with it

or not, SharePoint is a platform, and

we take platforms and

extend and enhance them

Page 10: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

SharePoint is a popular platform…

Sources: “State of the ECM Industry 2011,” AIIM, July 2012; “Microsoft SharePoint Conference 2012,” Microsoft, November 12, 2011

USERS

CUSTOMERS

ACTIVELY using

Page 11: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

So what are we using SharePoint for?

0% 10% 20% 30% 40% 50% 60%

Internal collaboration

File-share replacement

Web portal/intranet

Live document/content management

Project Management

Document archiving/records management

External collaboration

Business Process Management (BPM)

Public web management

No choice/Company-wide rollout

Don't know / Other

What were your two main reasons for implementing SharePoint?

N=315

ACCESS

AIIM Research (July 31, 2012)

Ma

na

gem

en

t

Why is this happening?

Access to corporate

content and the ability

to “share” that content

Page 12: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

The Information Management Ideal

Centralized Management Access & Governance

Unified Policy

Connecting to business systems

legacy repositories & managing

content “In-Place”

Discovery & Long-term

Preservation

Traditional ECM System

Legacy Records System

File Shares/ System

When a document is captured and enters the company it is managed immediately.

Page 13: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

How is this mass of content getting in?

Documents enter the organization. They can be a contract, form, fax, invoice, etc. They can be paper and/or electronic.

The document is then captured, either as an electronic document or scanned from paper to electronic and given context.

There are numerous content destinations: collaboration solutions ERP systems File Systems Email systems Long term physical storage.

Verification ?

Page 14: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Consider the end-user

Users are comfortable in certain environments and are often involved in Role-based Actions & Process Automation

Organizations look to leverage content by connecting it (and people) to business processes & workflows

Creating Interaction between Applications & Connecting Disparate Silos of Information

And doing all of this without affecting

the user experience

This is the Business Critical First Mile

Page 15: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Page 16: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Kofax Makes the First Mile™ of Business Smarter

ERP / CRM / LOB

SharePoint & Records

Mgmt.

ECM, Databases

& Other Archives

IT & Telecom Infrastructure

Systems of Record enterprise applications

designed for internal purposes

Kofax Smart Process Applications

provide and essential link between systems of engagement and

systems of record.

Results in an Optimized

Customer Experience

& Greatly

Reduced Operating

Costs

Systems of Engagement Generate real time,

information intensive communications from customers

Faxes

Digital Scanners MFPs / MFDs

Paper

Mobile Devices

Emails

XML / EDI Data Streams

MS Office / PDF TIFF / JPEG Files

Portals

Page 17: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Connecting the First Mile™ of Business

The First Mile™ is about transforming and simplifying customer

interaction and providing an essential connection to the customer

Kofax achieves this by combining our market leading technologies to

provide “smart process applications.”

Capture

Case management/BPM

Analytics

Mobile capabilities

Smart process applications enable you to

realize benefits in a timely and cost effective manner

They minimize the need to modify existing enterprise

applications, business processes, and repositories

Page 18: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

SharePoint is a platform…

For Information Management

Page 19: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

How it Works…

CUSTOMER SERVICE Correspondence

New accounts

Address changes

Service requests

Inquiries

SALES New orders

Contracts

Proposals

Forecasts

CORPORATE Correspondence

Litigation

Contracts

Regulatory Documents

HR Application forms

Resumes/CVs

Benefits forms

Healthcare forms

FINANCIALS Invoices

Cash receipts

Tax documents

Proofs of delivery

Expense accounts

AND… Insurance claims Loan applications Accident reports Patient records

Policies Proofs of residence

Information Arrives in Many Forms

XML

Email Mail

Fax

Web

MMS SMS FoIP

Through Many Different Channels

Page 20: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Point of Origination™: Extending Systems & Processes

Systems &

Processes

Production

scanners

Kofax Front

Office Server

MFPs

FAX

Electronic

Desktop scanners &

web portals

Smart

phones &

tablets

Point

of

Origination

Kofax

Capture

Kofax

Web Capture

Kofax Mobile

Capture

Page 21: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Touchless Processing – A Simple Example

Page 22: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Capture In-Process for Better Customer Engagement

Single End-to-End Business Process

Customer

• “Act and Interact” in real time

• Respond to issues encountered in the business process

• Provide end-to-end visibility for employees & customers

• Accelerate the overall process

• Ensure positive customer engagement & satisfaction

Capture Sub-Process Capture Sub-Process

Partner Customer

Engagement Engagement

Page 23: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

DEMONSTRATION

We’ve gone mobile…

Page 24: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Sequence of Events

1. Send an email containing a hyperlink to the mobile capture app

2. Automatically launch the app

3. Capture the document using the camera on the device

4. Run Kofax VRS on the device to enhance, perfect and optimize the image

5. Submit the image for processing like any other captured document

www.mobilecapture.com

Page 25: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Some things to think about…

Page 26: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

The real “Cost Center”

Human Resources

Legal Dept.

Records/Compliance

Finance

ECM

RM System

ERP/CRM System

Storage/Archive

Over the years we’ve been deploying departmentally

Deploying in departmental silos has meant multiple duplicate systems

Ideally we’re looking to reduce

redundancy and provide centralized

management

Page 27: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone Information Management for Everyone

What is the most important thing to know when

deploying or migrating to SharePoint?

KNOW YOUR CONTENT!!!

Delete Active Inactive

Page 28: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Imagine if you could…

Page 29: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

People

Leverage streamlined systems where end-users can exists in the UI

of their choice

Centralize administration to make the most of human resources and

reduce training costs

Automate functions to reduce the burden on users and the risk of

human error

Page 30: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Connect systems and drive efficiencies – reducing the time & cost

spent through process optimization

Leverage multiple data sources and gain more value from new and

old content

Provide unified policy management for improved compliance and

control of content

Process

Page 31: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Consolidate numerous content systems for reduced infrastructure

costs and centralized management

Provide integrated business systems to better leverage data and

further mitigate organization risk

Technology

Page 32: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

ERP-Link Suite A Common

Platform for SAP

and SharePoint

Information Governance Suite Content Consistency

and Lifecycle control

Compliance Suite DoD 5015.2 Certified

Records Management

for SharePoint

Unified Records Management

For Electronic and

Physical Records

Gimmal solutions

Providing

Information Management for Everyone

Bringing

People, Process & Technology Together

Page 33: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Powerful Enterprise Integration with Microsoft

• Capture and deliver all information types into

Microsoft SharePoint and Office 365

• Manage and automate case management

and end to end business processes in SharePoint

• Extend capabilities of Dynamics CRM to support BPM

and Dynamic Case Management (DCM) solutions

• Deliver BPM and DCM as a SaaS offering, leveraging Windows Azure

• Use Lync communication for process and case

management

• Leverage Microsoft developer tools

Making the First Mile™ of Business Smarter

Page 34: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Questions

Page 35: Putting Content in Context: Getting Information into SharePoint for Content Management

Information Management for Everyone

Contact

Dave Martin [email protected]

Dean Misenhimer [email protected]

@gimmalgroup | @dean_kofax

Gimmal.com Kofax.com