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Better Document Management Using SharePoint

John Danner Senior Solutions Architect Eastman Kodak Company John.Danner@Kodak.com St. Louis, MO. Bill Holley Enterprise Solutions Manager Eastman Kodak Company Bill.Holley@Kodak.com Atlanta, GA. Better Document Management Using SharePoint. Capture

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Better Document Management Using SharePoint

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  1. John Danner Senior Solutions Architect Eastman Kodak Company John.Danner@Kodak.com St. Louis, MO Bill Holley Enterprise Solutions Manager Eastman Kodak Company Bill.Holley@Kodak.com Atlanta, GA Better Document Management Using SharePoint

  2. 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 !

  3. 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

  4. Can you do Document Management for under $500? • 1 Button Scanning to: • PDF • Folder • Print • Email • Cloud • FTP

  5. “I know that invoice is in here somewhere.”

  6. 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.

  7. Create Content Type

  8. Create Content Type

  9. The “Document” Content Type

  10. One Optional Column Called Title

  11. The “Invoice” Content Type

  12. + - Is SharePoint Ready for ECM? • Document Sets • Remote BLOB Storage • Business Connectivity Services • Audit Trail • Document ID • Content Organization • ManagedMetadata • List Validations • Large List Optimization • Search • Records Management • Digital Asset Management • Vertical & Horizontal Solutions • Storage (External) • Document Capture

  13. DM ECM CEM KM Wisdom Kodak Market Participation Info Insight Platform Knowledge Response Info Insight Platform Knowledge Classify & Extract Info Insight Platform Information Capture Pro Info Activate Data Smart Touch Capture Documents Content Communication Insight

  14. CAPTURE INDEX OUTPUT Input Documents Extract Data Index Documents Validate Information Format Image & Data Output Scanners Optimize Images SOFTWARE SOLUTIONS SERVICE & SUPPORT

  15. Scan • 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

  16. 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

  17. 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

  18. 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

  19. Government Order Processing Accounting Human Resources Customers Supply Legal Sales Customer Service Resellers / Agents

  20. Order Processing Accounting Human Resources Legal Sales Customer Service Streamlines document capture and processing

  21. 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

  22. Let’s take a look at the Solution

  23. 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

  24. 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

  25. 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

  26. 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

  27. Info Activate – Features Automated Metadata Capture Indexing • 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 Image Capture Output Image optimization Verification Business Intelligence &Remote Mgmt Workflow

  28. Info Activate – Features Automated Metadata Capture Indexing • 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 Image Capture Output Image optimization Verification Business Intelligence &Remote Mgmt Workflow

  29. 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 Bill.Holley@Kodak.com Atlanta, GA High Level Overview: http://www.youtube.com/watch?v=FRz407og8hQ&list=PL22oVWNzviqflkqe2E8hidDn8rTsVNcc0 Detailed Demo Video: http://www.youtube.com/watch?v=TmiyaI4KTzo

  30. Thank You! Better Document Management Using SharePoint John Danner Senior Solutions Architect Eastman Kodak Company John.Danner@Kodak.com St. Louis, MO Bill Holley Enterprise Solutions Manager Eastman Kodak Company Bill.Holley@Kodak.com Atlanta, GA

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