Using SharePoint for EffectiveEnterprise Content Management
Globally over 2 million licensed users              First vendor to adopt SharePoint since 2003              SharePoint Im...
AutomationCollaborationMitigationCommunication
Minimizing Paper and Manual Processes
Reduce manual handling of paperdocumentsReduce effort of adding, moving andfinding both electronic and paper filesReduce t...
Fax Paper /        Copied                      Phone Costs      Documents       Shipping                                  ...
$20 in Labor                           to file a paper document*                           $120 in Labor                  ...
Managing information assets against increasing risk andlegal costs
Disaster   Lost or Misfiled              Recovery     Documents                                       Customer Compliance ...
Empower users with the RIGHT tools to shareInformation
The collection, storage, and delivery ofenterprise electronic or paper content anddocumentsSoftware that provides:•   Cont...
challengers                              leaders                                                                          ...
challengers                             leaders                                                                      Micro...
Document LibrariesContent TypesWorkflowInformation Management PoliciesAuditingIntegration with Rights ManagementEnterprise...
SitesComposites            Communities Insights               Content             Search
Document ManagementWorkflowRecords Management    My SitesCollaboration         WikisSearch                BlogsWeb Content...
Document ID ServiceEnterprise Content TypesManaged Metadata Service (Taxonomy)Tagging, Ratings (Folksonomy)Document SetsIn...
Challenge of Managing Paper Documents          Challenge ofManaging Electronic Documents          Challenge of Managing Bu...
Compliment SharePoint to Provide Greater EnterpriseContent Management Functionality
• Scan Paper Documents With                 • Capture E-documents FromDesktop, Departmental And Production        Desktop,...
Familiar experience that is natural to the way peoplework todayOffice like interface helps user adoptionBalance between Em...
Expose Capture via desktopfor transactional content• Office and desktop  integration• Rapid save and index to  SharePoint•...
When you need to communicate information, make iteasy to find and share.For example Search, View, Process Tasks, TriggerWo...
Office 365 For Professionals And Small Businesses (P)• Microsoft Office 365 for professionals and  small businesses is a $...
Office 365 For Midsize Businesses And Enterprises (E)• Starting at just $10 per user/per  month, these plans are designed ...
Small Business offering (P1) - $6 - user/moEnterprise Plan 1 ( E1, E2) - $10/$14 - user/moEnterprise Plan 2 (E3, E4) - $24...
Feature                               DescriptionStorage (pooled)                      10 gigabytes (GB) base customer sto...
Data security      Dedicated or          Physical      Data ownership                   multi-tenant          security    ...
Solution Development - Requires new thinking• Sandbox, declarative code, can’t reach outside of site  collection, no 3rd p...
Payback: 4.1         Months (Net Inv/Oper Sav after Tax *                                                          12)Aver...
Collaboration   Business                                        Portal  IntelligenceBusiness Process                      ...
Brokerage Firm          Health InsuranceWestbrook Conversion    FileNet Imaging Conversion40 million images               ...
First and foremost, setup a roll-out plan.Secure comprehensive executive sponsorship.Create a dedicated roll-out and adopt...
Ease of AdministrationConsistency for Paper and ElectroniccontentTaxonomy planning – thinkdepartmental but plan for theEnt...
KnowledgeLake White PapersProduct DemonstrationsStreaming PresentationsWebinarsROI Calculators and Assessments
KnowledgeLake, Inc.3 City Place Drive, Suite 700Saint Louis, Missouri 63141Phone: 314.898.0500Fax: 314.898.0501Toll Free: ...
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
Sept 22 AIIM Nevada Powerpoint - Sharepoint
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Sept 22 AIIM Nevada Powerpoint - Sharepoint

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  • Main message2009 MSFT POY Fujitsu is stakeholder in KLFirst vendor to adopt SharePoint since 2003 – SharePoint Imaging since 2003 – First Mover with SharePointOver 2 million licensed users of KL, globally110 million users of SharePointOther notes:- Mention that our software is shipped with all Fujitsu scanners.*
  • Main Point: Factors that contribute to the cost of paper
  • Main Point: Handling Paper is costing companies a lot of money- $20 in labor to file a paper document - (Research by PricewaterhouseCoopers)- $120 in labor to find a misfiled paper document - (Research by PricewaterhouseCoopers)- $220 in labor to reproduce a lost document - (Research by PricewaterhouseCoopers)There are over 4 trillion paper documents in the U.S., and this number is growing at 22% per year. (Research by Coopers & Lybrand) An average paper document gets copied 19 times (Coopers & Lybrand)90% of corporate memory exists on paper (Coopers & Lybrand)Additional facts:Companies lose one out of every 20 documents, and spend 25 hours recreating each lost document
  • Main Point: Your hard drive is the world’s worst repositoryNotes: This slide is loved or hated but it has a good point.
  • JimOther possible additionsWord Automation ServicesBusiness Connectivity ServicesOffice Web Applications
  • Jim
  • Main Point: SharePoint Overview – Why Leverage SharePoint?Microsoft Office SharePoint Server 2007Microsoft SharePoint provides enterprise features and services, such as global search, personalized portals, Office workflow, document retention, and support for enterprise application integration and single sign-on. Microsoft SharePoint is a reliable, scalable, easy-to-deploy and manage platform for developing customized portal solutions. With SharePoint, you can tie together disconnected islands of data, integrate technology with business processes, and target and personalize information for groups and individual users, so your users can be more productive and effective in their work. Microsoft SharePoint takes advantage of your existing infrastructure investments to keep the total cost of ownership low.SharePoint 2007 Enterprise Content Management CapabilitiesSimplify compliance efforts and keep business information more secure through a comprehensive set of tools to manage and control electronic content. Use Microsoft SharePoint 2007’s Enterprise Content Management capabilities to streamline the everyday business processes that are a drain on organizational productivity by using electronic forms and out-of-the-box workflow processes that users can initiate, track, and participate in through familiar Microsoft Office applications, e-mail or Web browsers.Control documents through detailed, extensible policy management. Define customized document management policies to control access rights at a per-item level, specify retention period and expiration actions, and track content through document-auditing settings.Centrally store, manage, and access documents across the enterprise.Organizations can store and organize all business documents and content in one central location with Microsoft SharePoint 2007, and users have a consistent mechanism to navigate and find relevant information. Default repository settings can be modified to add workflow, define retention policies, and add new templates and content types.KnowledgeLake focuses on this area of Content Management
  • Jim
  • SharePoint OOB doesn’t offer paper capture. KnowledgeLake Capture is the solution. Benefits, features, scalability and flexibility.With KnowledgeLake Imaging for SharePoint, you can:Provide easy access to your information workers with pre-configured or flexible search scenarios View, annotate and index images from a web browser using a SilverLight based document viewer Easily scan batches of documents Centralize the configuration of indexing, database validation and lookups for use across the entire KnowledgeLake product family Scan and index documents without ever leaving the SharePoint interface
  • Do we expect end-user to adapt to the system or should the system adapt to the end-user?99% of users are in long tail and do not have training or interest to participate in records managementBalance between Empowerment vs. Control allow people to contribute to the group but only where appropriateSeamless integration of records management into the document lifecycle making it easy for end-user to participateManual participation (e.g., Document Information Panel) Automation (using content types and workflow)Records mgmt rules automatically applied and users don’t even know or careFamiliar experience that is natural to the way people work today – make the process feel natural to working file system, search, save and retrieveCommon set of tools for users across information management applications - Office LikeThe main point here is that you should not expect the IW’s to dramatically change the way they work to accommodate an ECM system or records policy. Make it easy to use even though the user doesn’t know they are part the process For example IT Network Backup – Users don’t care, it just happens Learn one product, tools are all the same, just different features
  • Expose Capture via IW workspace – Office and desktopMS: Word, Excel, Outlook, PowerPointEnable capture to pre Office 2007 MS applications – Klake ConnectMake non-SP desktop apps. SP aware: : PDF, pictures, TIFF, MP3, WAV, videoContent onramp for all SharePoint initiativesRapid save and index to SharePointAuto application of retention policiesEasy to edit and re-save contentIncreases user adoption/behavioral change how do KL and Microsoft solve the ECM challenge?Changing BehaviorMandates - the “stick”Mutual Benefit - carrotsMust be fast and easy for busy IWsMust deliver tangible benefit to IwsIW see the benefits and will use it
  • Brief discussion of the paper problems that MOEITS had.
  • Main Point: Give a specific example of the ROI achieved by a client
  • Main Point: establish our experience and customer baseDepending upon the industry you are presenting to, you should probably only show one of the customer reference slides.Other notes:Companies spend millions on logos and brand recognition. Logos should be Hi-Res & displayed large enough to be recognizable from the back of the roomSources for hi-res logos: http://vectorlogo.blogspot.com/ http://logotypes.designer.am/srch/search.phphttp://www.seeklogo.com/
  • Main Point: establish our experience and customer baseDepending upon the industry you are presenting to, you should probably only show one of the customer reference slides.Companies spend millions on logos and brand recognition. Logos should be Hi-Res & displayed large enough to be recognizable from the back of the roomSources for hi-res logos: http://vectorlogo.blogspot.com/ http://logotypes.designer.am/srch/search.phphttp://www.seeklogo.com/
  • Main Point: consolidates all these solutions into a single, scalable business platform using SharePointIn recent years, many organizations have invested heavily in enterprise solutions that manage the flow of information. These enterprise solutions are typically geared around key areas such as enterprise content management, collaboration, search, portal solutions, business process integration, and business intelligence. Such solutions are often supplied by different vendors, built on a variety of technologies, and place additional requirements on your infrastructure and in-house expertise. The solutions are deployed as individual, isolated applications, or require significant integration effort to provide the business information that your information workers require.You may also want to consider the benefits and issues of your enterprise solutions from the perspective of your end users:How many different systems do your employees have to use to do their jobs?How much time does it take an employee to learn to use each system effectively?How easily can an employee find information, share information, or aggregate information from different sources?Office SharePoint Server 2007 consolidates all these solutions into a single, scalable business platform. The initial benefits are clear. Your organization can:Plan and deploy infrastructure for a single solution, rather than several.License a single solution, rather than several.Service and support a single solution, rather than several.How we do it?MOSS 2007 has been architected to leverage a common set of services to provide a common framework for document management and collaboration. Additionally, SharePoint provides a single repository for storing documents of all types, including Web pages and forms. These components are designed to work together, to be flexible, and to interoperate with other services (such as collaboration, business intelligence, search) and technologies (such as LOB systems).
  • Main Point: KnowledgeLake can help you migrate from a legacy systemKnowledgeLake has performed hundreds of migrations from various legacy systems. Our Professional Services staff has decades of experience with various document management systems and the knowledge required to perform a successful migration.
  • Sept 22 AIIM Nevada Powerpoint - Sharepoint

    1. 1. Using SharePoint for EffectiveEnterprise Content Management
    2. 2. Globally over 2 million licensed users First vendor to adopt SharePoint since 2003 SharePoint Imaging since 2003 KnowledgeLake is a Fujitsu Group Company 170,000+ employees in 70 countries Annual revenue in excess of $50B
    3. 3. AutomationCollaborationMitigationCommunication
    4. 4. Minimizing Paper and Manual Processes
    5. 5. Reduce manual handling of paperdocumentsReduce effort of adding, moving andfinding both electronic and paper filesReduce the cost and increase theefficiencyWhere do you start?
    6. 6. Fax Paper / Copied Phone Costs Documents Shipping Consumables Courier Costs Offsite Handling Storage of Paper File Cabinets ProcessesWith the average cost of each wasted page being about six cents, a company with 500 employees could be spending $42,000 per year on wasted prints
    7. 7. $20 in Labor to file a paper document* $120 in Labor to find a misfiled paper document* $220 in Labor There are over to reproduce a lost document* 4 trillion An average paper documents paper document Compelling Factors in the U.S. alone, gets copied $ Offsite storage of paper growing at a rate 19 times** $ Office floor space cost of 22% per year** $ Security of paper assets $ Audit prep and execution $ Dispersed workforce $ Copy, fax, and courier costs* PricewaterhouseCoopers** Coopers & Lybrand
    8. 8. Managing information assets against increasing risk andlegal costs
    9. 9. Disaster Lost or Misfiled Recovery Documents Customer Compliance ServiceAudits and Employee Litigation Knowledge
    10. 10. Empower users with the RIGHT tools to shareInformation
    11. 11. The collection, storage, and delivery ofenterprise electronic or paper content anddocumentsSoftware that provides:• Content Storage & Management• Compliance & Governance• Knowledge worker efficiency• Business Intelligence• Archival & eDiscovery• Automation and/or Workflow
    12. 12. challengers leaders Microsoft Hyland Software IBM OracleAbility to Execute Perceptive Software Open Text EMC LaserFiche Autonomy Gartner® Xerox as published in November, 2010 Objective Adobe Fabasoft Systemware Saperion Alfresco Newgen Ever Team SpringCM SunGard Xythos Siav niche players visionaries Completeness of Vision
    13. 13. challengers leaders Microsoft Google ZyLab Oracle Autonomy IBM EndecaAbility to Execute Isys Search Software Recommind Exalead Kazeon Vivisimo Gartner® Sinequa Fabasoft-Mindbreeze as published on September 15th, 2009 Expert System niche players visionaries Completeness of Vision
    14. 14. Document LibrariesContent TypesWorkflowInformation Management PoliciesAuditingIntegration with Rights ManagementEnterprise & Federated Search
    15. 15. SitesComposites Communities Insights Content Search
    16. 16. Document ManagementWorkflowRecords Management My SitesCollaboration WikisSearch BlogsWeb Content Social TaggingManagementDigital AssetManagementDocument ImagingElectronic Forms
    17. 17. Document ID ServiceEnterprise Content TypesManaged Metadata Service (Taxonomy)Tagging, Ratings (Folksonomy)Document SetsIn-place Records ManagementRich Media SupportBusiness Connectivity Services
    18. 18. Challenge of Managing Paper Documents Challenge ofManaging Electronic Documents Challenge of Managing Business Processes
    19. 19. Compliment SharePoint to Provide Greater EnterpriseContent Management Functionality
    20. 20. • Scan Paper Documents With • Capture E-documents FromDesktop, Departmental And Production Desktop, Outlook And Also Drag-n-dropScanners • Accurately Index Documents• Index Documents • Release Into SharePoint Libraries• Release Into SharePoint Libraries • Complete Process In Just 2-clicks!Capture ConnectServer Imaging• Capture From Office Copiers, Multi- • Database Lookup & Index Automationfunction Devices, Fax Servers And Network • Perform Exact Relevance Searches WithScanners Any Combination Of Index Values• Index And Scan Via Web Browser • Central Enterprise Indexing Schema• Automate PDF, OCR Conversion • Zero-footprint Image Viewer
    21. 21. Familiar experience that is natural to the way peoplework todayOffice like interface helps user adoptionBalance between Empowerment vs. ControlFeatures only turned on when neededRecords management handled by repository notscanning operatorsAnd so much more!
    22. 22. Expose Capture via desktopfor transactional content• Office and desktop integration• Rapid save and index to SharePoint• Auto application of retention policies• Easy to edit and re-save contentIncreases user adoption& behavioral change
    23. 23. When you need to communicate information, make iteasy to find and share.For example Search, View, Process Tasks, TriggerWorkflow, Email Links & Attachments, etc.
    24. 24. Office 365 For Professionals And Small Businesses (P)• Microsoft Office 365 for professionals and small businesses is a $6 per user/per month subscription service• Lets you access your email, important documents, contacts, and calendar from virtually anywhere on almost any device*.• This plan is ideal for organizations with fewer than 25 employees that do not have IT staff or expertise
    25. 25. Office 365 For Midsize Businesses And Enterprises (E)• Starting at just $10 per user/per month, these plans are designed for organizations with advanced IT needs including Active Directory Integration, advanced email archiving, 24x7 IT admin support and full enterprise voice capabilities on premises, or for organizations that want Office Professional Plus delivered as a subscription.
    26. 26. Small Business offering (P1) - $6 - user/moEnterprise Plan 1 ( E1, E2) - $10/$14 - user/moEnterprise Plan 2 (E3, E4) - $24, $27 - user/moKiosk 1 (K1) – $5 user/moKiosk 2 (K2) - $10 - user/moSharePoint Only – Plan 1 - $5.25 - user/moSharePoint Only - Plan 2 - $10.25 - user/mo (access, read/write office web apps)Client Pack - $2 per user – (must be bought in packs of50)
    27. 27. Feature DescriptionStorage (pooled) 10 gigabytes (GB) base customer storage plus 500 megabytes (MB) per enterprise userStorage per Kiosk Worker Zero (0). Licensed Kiosk Workers do not bring additional storage allocation.Storage per external user Zero (0). Licensed external users do not bring additional storage allocation.Additional storage (per GB permonth); no minimum purchase. $2.50USD/GB/monthSite collection storage quotas Up to 100 gigabytes (GB) per site collectionMy Site storage allocation (does notcount against tenant‘s overall storage 500 megabytes (MB) of personal storage per My Site (once provisioned)pool)Site collections (#) per tenant Up to 300 (non-My Site site collections)Total storage per tenant Up to 5 terabyte (TB) per tenantFile upload limit 250 megabytes (MB) per file Storage - SharePoint Online allocates an initial 10 GB of storage plus 500 MB for each user. This storage is pooled and available for allocation across multiple site collections. For example, an organization of 1,000 users by default would have a base of 510,000 MB (510 GB) of storage.
    28. 28. Data security Dedicated or Physical Data ownership multi-tenant security and control Data SystemService level transmission downtime Data discoveryagreements across national compensation borders Data storage Identity Third-party Your existing locations andmanagement applications staff limitations Data Development Retrieval limits transmission considerations
    29. 29. Solution Development - Requires new thinking• Sandbox, declarative code, can’t reach outside of site collection, no 3rd party…Multi-Tenant – Shared Environment and ServerManagement Resources99.9% uptime with Cash Incentives to meet target25 Gb Mail box and 500Mb per SharePoint User in Pand E plans. No storage in K planMonth to Month or Annual SubscriptionFollow this link for a deeper dive into offeringhttp//community.office365.com/modg/topics/AvailableFeatures.aspx
    30. 30. Payback: 4.1 Months (Net Inv/Oper Sav after Tax * 12)Average Return on Investment (ROI): 294% (Oper Sav/Net Investment) Investment Cost $333 Per Month Per User: Net Investment Savings Generated $1,546 Per Month Per User: Economic Life: 3 Years Corporate Tax Bracket: 35% Misplaced Docs Copying 6% Docs, Filing & Executives Electronics 6% Searching for Docs 5% Mailing/Fax Legal/Contracts Searching, Retri Paper, Supplie Services, 28% 6% Off-Site eval & s and Ink, 1% Storage, 49% Audit Returning Office Assessment Paper Doc, 56% Equipment, 2 21% 2% Hard Dollars Soft Dollars
    31. 31. Collaboration Business Portal IntelligenceBusiness Process Search and Forms Enterprise Content Management
    32. 32. Brokerage Firm Health InsuranceWestbrook Conversion FileNet Imaging Conversion40 million images UniversityManufacturing Stellent ConversionDocumentum Conversion Distributor Optika ConversionHuman ResourcesFileNet Imaging and Oil & GasCOLD Conversion FileNet Conversion
    33. 33. First and foremost, setup a roll-out plan.Secure comprehensive executive sponsorship.Create a dedicated roll-out and adoption team.Setup metrics so you can start measuring success ofthe system.Get user input from end-users when you start planninga system.Help educate users; What’s In It For Them (WIIFM).Don’t try and solve all your challenges at once.Use SharePoint yourself.Once online, ask for feedback.
    34. 34. Ease of AdministrationConsistency for Paper and ElectroniccontentTaxonomy planning – thinkdepartmental but plan for theEnterprise!System ConsolidationMigration strategies
    35. 35. KnowledgeLake White PapersProduct DemonstrationsStreaming PresentationsWebinarsROI Calculators and Assessments
    36. 36. KnowledgeLake, Inc.3 City Place Drive, Suite 700Saint Louis, Missouri 63141Phone: 314.898.0500Fax: 314.898.0501Toll Free: 888.898.0555 info@knowledgelake.com
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