Transcript Better Document Management Using SharePoint 2010

Better Document Management
Using SharePoint
Bill Holley
John Danner
Enterprise Solutions Manager
Eastman Kodak Company
[email protected]
Atlanta, GA
Senior Solutions Architect
Eastman Kodak Company
[email protected]
St. Louis, MO
Capture
The FIRST step in Document Management
The FIRST step in managing unstructured information
The FIRST step in controlling costs
The FIRST step in streamlining business
The FIRST place it can go all wrong !
Discussion Topics
• Adding content (Paper or eDocument) to SharePoint does not have to be
complicated
• Use Content Types to prevent “GiGo”
• Reduce SharePoint SPRAWL!
• Why is Paper Important?
• One version of the truth ; prove something ; money tied to it ; legally
binding? It’s all about the INFORMATION
• Why Capture Paper?
• Share info ; Business Process improvement; Workflow; Archive
• Do you Capture today?
• It’s all about the Business Process
• Workflow
• Map it out on the Whiteboard before hitting the Keyboard
• Can you do Document Management for under $500?
• 1 Button Scanning to:
– PDF
– Folder
– Print
– Email
– Cloud
– FTP
“I know that invoice is in here somewhere.”
Content Types
A content type is a reusable collection of metadata (columns), workflow,
behavior, and other settings for a category of items or documents in a
Microsoft SharePoint Foundation 2010 list or document library. Content
types enable you to manage the settings for a category of information in a
centralized, reusable way.
Create Content Type
Create Content Type
The “Document” Content Type
One Optional Column Called Title
The “Invoice” Content Type
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Is SharePoint Ready for ECM?
 Document Sets
 Remote BLOB Storage
 Business Connectivity Services
 Audit Trail
 Document ID
 Content Organization
 Managed Metadata
 List Validations
 Large List Optimization
 Search
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Records Management
Digital Asset Management
Vertical & Horizontal Solutions
Storage (External)
Document Capture
DM
ECM
CEM
KM
Kodak Market Participation
Info Insight
Platform
Info Insight
Platform
Wisdom
Info Insight
Platform
Knowledge
Information
Capture
Pro
Info
Activate
Smart
Touch
Documents
Data
Content
Communication
Insight
CAPTURE
Input
Documents
Scanners
Optimize
Images
INDEX
Extract Data
Index
Documents
SOFTWARE SOLUTIONS
SERVICE & SUPPORT
OUTPUT
Validate
Information
Format
Image & Data
Output
• Scan
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Classification
Routing
Image Processing
Barcode extraction
File naming
File format
• Index
• Validations
• OCR
• Workflow
• Drag & Drop designer
• 100+ OOTB Actions
Eastman Kodak – Business Confidential Information
Customers need simple document capture
Challenge: Capture can be complex
• Important business information is unstructured and often trapped on paper documents
• There are many software applications to support, settings to configure, instructions to
understand
• Knowledge workers are often in remote office locations
Solution: Capture should be simple and enabled across the
workplace
– Information on paper can be turned into digital format
• Knowledge workers can focus on their areas of expertise
• Capture can be done at the time and place where the knowledge worker needs to
initiate a process workflow or create a transaction record
• Administrators can have easier deployment and more control over rollout, with plenty of
options for further integration
Customers need easy, complete
workflows
Challenge: Business processes are sometimes automated,
but they may not include all relevant information
• Information is often born digital and populates part of a customer record or a database
entry at the time of the activity or transaction
• Standardized workflows exist for many common or high-frequency transactions
Solution: Workflows should be customizable to any
business process
• To make business processes simpler, faster and more efficient
• Information captured from paper documents should also be included in the workflow or
in a transaction record to provide better insight
• Efficient workflows help to reduce processing costs
Customers need to manage information
Challenge: Searching and finding relevant information is
often difficult
• Repositories and file shares can quickly fill with documents
• Digital files are small and storage is inexpensive
Solution: Data should be controlled so that the right
information is stored in the right place at the right time
Government
Order Processing
Accounting
Human Resources
Customers
Supply
Legal
Sales
Resellers /
Agents
Customer Service
Order Processing
Accounting
Human Resources
Legal
Sales
Streamlines document capture and processing
Customer Service
Kodak Info Activate Solution
• A distributed enterprise capture system
designed to streamline business process workflows that involve the use of paper
documents
• Governance -- Controls the consistency and accuracy of your business data
• Designed for:
• Knowledge workers
• Scanning (capture)
• Indexing
• Search & retrieve
• Line-of-business managers
• IT system administrators
Let’s take a look at
the Solution
Benefits for Business Owners
• Manage paper content with the same speed and power as
digital content
• Improve efficiency of transactions and business processes in
which paper plays a role
• Customize workflows to fit your processes
• Business intelligence and dashboard analytics
• Protect existing investments in enterprise level ECM
• Startup assistance assures worry-free implementation
• Modular licensing allows the solution to grow with your needs
Benefits for Administrators
• Easy deployment with zero-footprint clients
• Leverages existing skill sets
• Controls the consistency and accuracy of your business data
• Leverages SharePoint as a platform – content types, monitoring
tools, user authorization and easy third-party integration
Eastman Kodak – Business Confidential Information
Benefits for Knowledge Workers
• Virtually no training required
• Easy and intuitive “thin client” capture
• Utilizes familiar working environment and common terminology
• Makes it easy to focus on key tasks
• Customization reduces confusion and mistakes
Info Activate – Features
• Built using SharePoint 2010 as the development platform, enabling
customers to take full advantage of SharePoint technologies
• Content Types
• SharePoint Enterprise Server
• Business Connectivity Services
• Dashboards
• SharePoint third-party technologies, etc.
• Ease of third-party integration
Info Activate – Features
• Image Capture
• Thin client (“web”) scanning
• No installation on local PC
• Open TWAIN support
• (Manual) Indexing
• Leverages full SharePoint capabilities
• Customizable
• Image optimization
• Using Kodak Perfect Page technology
Indexing
Automated
Metadata
Capture
Image
Capture
Output
Image
optimization
Verification
Workflow
Business Intelligence
&Remote Mgmt
Info Activate – Features
• Business Process Workflow
• Drag-and-drop workflow designer, connectivity
and advanced workflow features to the
Microsoft SharePoint 2010 platform
• Business Intelligence & Remote
Management
• Easily create insights into business processes
• Output
• Supports SharePoint 2010
• File system output for other major systems
• Leveraging existing ECM connectivity
Indexing
Automated
Metadata
Capture
Image
Capture
Output
Image
optimization
Verification
Workflow
Business Intelligence
&Remote Mgmt
Get Started Today!
• Want a Deeper discussion?
• Web- or On- Premise meeting for your group
• Demo Software
• Demo Scanners
• Let’s talk about your Business Process
Bill Holley
Enterprise Solutions Manager
Eastman Kodak Company
[email protected]
Atlanta, GA
High Level Overview:
http://www.youtube.com/watch?v=FRz407og8hQ&list=PL22oVWNzviqflkqe2E8hidDn8rTsVNcc0
Detailed Demo Video:
http://www.youtube.com/watch?v=TmiyaI4KTzo
Better Document Management
Using SharePoint
Bill Holley
John Danner
Enterprise Solutions Manager
Eastman Kodak Company
[email protected]
Atlanta, GA
Senior Solutions Architect
Eastman Kodak Company
[email protected]
St. Louis, MO
Thank You!