Laserfiche and Sharepoint @ Kollabria


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  • Digitize: Document management begins with the conversion of paper or other documents into digitized images. When files are scanned or electronically converted, a high-resolution digital copy is stored on a hard drive or optical disc. Organize: These images can be easily organized and quickly retrieved, indexed and archived. Templates, or electronic index cards, can attach information, such as author, reference number, date created, or key words to a document. Files can still be viewed, printed, shared and stored. Access: Instantly access them from any computer that is on the network Security: Which documents people can read and what actions they can perform on these documents depend on the level of security that the system administrator has assigned to the user. Organize your documents replicating the Windows Nested File Folder Structure (we’ll get more in depth with that later) – but, the Laserfiche is designed to allow your organization with the flexibility to organize, distribute and manager your documents in any fashion that you wish. * Records Management – compliance, security, etc.
  • Utilize current infrastructure : Most workplaces have computers, have Multi-functional printers (MFP’s), Internal Network, Internet Access (restricted as it may be). Revenue & Efficiency - Automate processes within your organization Worker efficiency on a daily basis – less time “searching,” more time completing. - Process more orders, collect payments quicker – improve CASH FLOW Reduce Cost Save Space designated to filing cabinets (no longer permanent fixtures!) – now your company is forced to actually buy cubicle walls (joking) Once again, Time and Efficiency run hand and hand * Picture is from Alaska’s Archives and Records – Juneau
  • The concepts highlighted by you both are especially timely given the current economic situation and are generally well aligned with overall IT trends. The stereotypical image of the IT professional as a reactive gatekeeper who holds the keys to the corporate infrastructure has been replaced with a proactive business leader who’s a stakeholder in the overall success of their organization.
  • The Vision: What is your organization going to accomplish? What’s the goal? The Champion(s): are usually the individual or department that are in the most need of an EDMS. In the government sector, many times a City Clerk or City Manager is the “champion” of document management – primarily because they’re swamped with requests from citizens (thank Freedom of Information Act) The Plan : Phased implementation or enterprise wide? Test environment first or Trial? Which departments begin? This step usually defines the stakeholders and requires consultation. Also, educating the future user-base and training the administrators (both Admin console / manager) & the IT level. Phased Implementation & Top-Down User Education Stakeholders
  • ROI - especially, if not # 1 most important aspect to a “document management champion.” The ROI validates your request for a document management system
  • * Vital Records (deeds, birth records, etc)
  • Provides personalized, authenticated access to stored content from SharePoint pages. Directly scan or upload content into the secure ECM repository from SharePoint
  • Minimize the content stored in SharePoint and move it into a centralized Laserfiche ECM repository when the collaboration phase is finished. Data synchronization ensures that a variety of tasks—such as moving documents, preserving links, limiting copies and removing deleted documents—are handled automatically, without administrative intervention
  • Provide federated search across content stored in both Laserfiche and SharePoint from the SharePoint interface.
  • Support custom workflow activities, including SharePoint specific activities. Use built-in activities to build workflows quickly; create custom VB.Net and C# scripts using a built-in editor, or design your own activities. Export ECM workflows as WF workflow definitions; use Visual Studio .NET to incorporate them into your own WF workflows.
  • Laserfiche and Sharepoint @ Kollabria

    1. 1. <ul><li>Laserfiche and SharePoint 2010 </li></ul><ul><li>Agile ECM </li></ul>Michael Hose Regional Manager Laserfiche
    2. 2. Agenda <ul><li>Content Management Overview </li></ul><ul><li>Enterprise Content Management </li></ul><ul><li>Laserfiche ECM </li></ul><ul><li>SharePoint & Laserfiche Overview </li></ul><ul><li>Spindletop MHMR Case Study </li></ul><ul><li>Demonstration </li></ul>
    3. 3. Laserfiche <ul><li>Established 1987 </li></ul><ul><li>Software Development </li></ul><ul><li>Consistent Growth </li></ul><ul><li>28,000+ Clients Worldwide </li></ul><ul><li>HQ: Long Beach, CA. </li></ul><ul><li>Intl. Office: Hong Kong, PRC </li></ul>
    4. 4. The “Fab-Five” of ECM <ul><li>Digitize Paper Records </li></ul><ul><li>Import Electronic Files </li></ul><ul><li>Organize & Archive </li></ul><ul><li>Easy Access </li></ul><ul><li>Security </li></ul>
    5. 5. Classical Records
    6. 6. New Age Media & Records
    7. 7. <ul><li>Information Governance: Quadrant </li></ul>
    8. 8. What’s Driving ECM? <ul><li>Regulation and Compliance </li></ul><ul><li>Professional Standards </li></ul><ul><li>Transparency </li></ul><ul><li>Public Access </li></ul><ul><li>Security </li></ul><ul><li>Immediacy </li></ul><ul><li>Cost </li></ul><ul><li>Efficiencies </li></ul><ul><li>Competition </li></ul><ul><li>Global Market </li></ul>
    9. 9. Goals <ul><li>Leverage Existing Infrastructure </li></ul><ul><li>Increase Revenue & Efficiency </li></ul><ul><li>Reduce Cost </li></ul><ul><li>Disaster Recovery & Compliance </li></ul>
    10. 10. Desired Results <ul><li>Governance & Risk Mitigation </li></ul><ul><li>Accessibility </li></ul><ul><li>Structured & Repeatable Business Processes = Improve Efficiency </li></ul><ul><li>Accountability & Transparency </li></ul><ul><li>Central Control vs. Local Flexibility </li></ul>
    11. 11. Balancing Control and Flexibility <ul><li>ECM Paradox created by modern information technology: </li></ul><ul><ul><li>Business leaders strive for risk management and cost optimization </li></ul></ul><ul><ul><li>Employees trying to improve productivity </li></ul></ul><ul><ul><li>Control + Flexibility = Organization equipped to ride out tough times </li></ul></ul>
    12. 12. Getting Started <ul><li>The Vision </li></ul><ul><li>The Champion(s) </li></ul><ul><li>The Plan </li></ul>
    13. 13. Planning & Results <ul><li>Phased Training </li></ul><ul><li>Information Control </li></ul><ul><li>User Flexibility </li></ul><ul><li>Public Access -> </li></ul><ul><li>Information Sharing </li></ul><ul><li>Save Time </li></ul><ul><li>ROI* </li></ul>
    14. 14. Laserfiche: Enterprise ECM (Rio) <ul><ul><li>Maintains Local Autonomy with Centralized Control </li></ul></ul><ul><ul><li>Business Process Management </li></ul></ul><ul><ul><li>System Activity Monitoring </li></ul></ul><ul><ul><li>Web Publishing </li></ul></ul><ul><ul><li>Unlimited Laserfiche Servers and Repositories (test systems, back-up solutions and multi-layered organizations, etc) </li></ul></ul><ul><ul><li>Department of Defense Certified Records Management </li></ul></ul>
    15. 15. Department of Defense Certified
    16. 16. <ul><li>Designed an ECM solution that addresses the mandated control elements required by system administrators while maintaining unique customizing capabilities and an easy interface for the daily operator (end users) </li></ul><ul><li>Developed a scalable product suite that’s able to meet the demands of large enterprises while maintaining flexible configurations to meet the demands of workgroups and departments </li></ul><ul><li>Laserfiche Achievements </li></ul>
    17. 17. What Have We Done Lately? <ul><li>Recent Software Releases </li></ul><ul><ul><li>Laserfiche 8.0 ECM Suite – March 2008 </li></ul></ul><ul><ul><ul><ul><li>BPM / Advanced Audit Trail </li></ul></ul></ul></ul><ul><ul><li>Web Access 8.0.1 – Sep 2008 </li></ul></ul><ul><ul><ul><ul><li>SharePoint Integration and Mobile Interface </li></ul></ul></ul></ul><ul><ul><li>RIO™ / Avante™ Server 8.1 – May 2009 </li></ul></ul><ul><ul><ul><ul><li>Over 29 Major Enhancements </li></ul></ul></ul></ul><ul><ul><li>WebLink Portal 8 </li></ul></ul><ul><ul><ul><ul><li>Web 2.0 Developments </li></ul></ul></ul></ul><ul><ul><li>Quick Fields 8 </li></ul></ul><ul><ul><ul><ul><li>Redesigned User Interface </li></ul></ul></ul></ul><ul><ul><ul><ul><li>New Image Processes and More Powerful Data Processing Capabilities </li></ul></ul></ul></ul>
    18. 18. Analyst Coverage <ul><li>Recent Briefings </li></ul><ul><ul><li>Craig LeClair – Principle Analyst, Forrester Research </li></ul></ul><ul><ul><li>Clay Richardson - Principle Analyst, Forrester Research </li></ul></ul><ul><ul><li>Donald G. Post – Partner, IMERGE Consulting, Inc. </li></ul></ul><ul><ul><li>Michael Orasin – Research Manager / Document Solutions, IDC </li></ul></ul><ul><ul><li>Alan Pelz-Sharp – Principle Analyst, CMS Watch </li></ul></ul><ul><li>Recent Coverage </li></ul><ul><ul><li>Forrester Research – “Use ECM to Fire Up Business Processes” – October 27, 2008 </li></ul></ul><ul><ul><li>IDC – “Laserfiche Inspires End Users at LA Conference,” March 2009, IDC #217380, Volume 1 </li></ul></ul><ul><ul><li>CMS Watch – “The ECM Suite Report 2009,” version 3 </li></ul></ul><ul><ul><li>Gartner Platinum Sponsor - Portals, Content, & Collaboration, June 2009 </li></ul></ul>
    19. 19. Vision for the Future <ul><li>Long term development : CEO Nien-Ling Wacker plans on continuing to offer a straightforward ECM platform with Lightweight BPM for midsized and large organizations </li></ul><ul><li>Near-term: ADO.NET interface, Web Access 8.1, Workflow 8.1, Laserfiche Server 8.2, evolve distributed imaging and processing to the next generation </li></ul><ul><li>Grow user community in specific markets: Financial Services, Government, and Healthcare </li></ul><ul><li>Work with Analysts, Consultants, and Experts (ACE) to continually mold our product suite to meet dynamic and changing industry needs </li></ul>
    20. 21. About LF + SP <ul><li>Laserfiche Backend Integration (Archival) </li></ul><ul><li>Email (Outlook) or SP Portal (Web) </li></ul><ul><li>Collaboration – Metadata Stays w/ Doc </li></ul><ul><li>No “Silo” – Communicate & Hyperlinks (Federated Search) </li></ul>
    21. 22. Laserfiche + SharePoint <ul><li>Laserfiche Web Part </li></ul><ul><li>SharePoint Records Center </li></ul><ul><li>SharePoint Search Protocol Handler </li></ul><ul><li>Laserfiche Workflow Activities </li></ul>
    22. 23. SharePoint Web Part
    23. 24. Example: Laserfiche Web Part + SharePoint Component in SharePoint Server Farm = Any SharePoint Portal
    24. 25. Laserfiche + Records Center <ul><li>Create Doc / Doc Library in SP  LF </li></ul><ul><li>Replace in SharePoint with a URL that points to the document’s location in Laserfiche </li></ul><ul><li>Creating a URL placeholder in SharePoint keeps the data in the two data stores synchronized </li></ul><ul><li>Moving the document from SharePoint to Laserfiche and replacing it with a link in SharePoint avoids versioning </li></ul>
    25. 26. Records Center Integration
    26. 27. <ul><li>SharePoint includes the ability to extend its search handler to other sources of data (Laserfiche repository) </li></ul><ul><li>Seamlessly search both SharePoint and Laserfiche at the same time (just search Laserfiche) from the SharePoint interface </li></ul><ul><li>Transparent Access </li></ul>SharePoint Search Protocol Handler for Laserfiche
    27. 28. <ul><li>Activity Monitor -- Ex: Document is Deleted, Original Location? </li></ul><ul><li>If SharePoint- it removes the link from the relevant SharePoint document library, which helps preserve data synchronization between the two systems </li></ul><ul><li>Create task in SharePoint re: documents meeting specific conditions in the Laserfiche repository </li></ul><ul><li>Ex: You create a workflow that automatically creates a task in SharePoint when a you receive a fax that’s imported into Laserfiche. This automation is underpinned by Laserfiche Workflow, which is built on the Microsoft Windows Workflow Foundation. </li></ul>Microsoft Windows Workflow Foundation
    28. 29. Purchase Order Example LF Workflow = Auto-Detection, Task Creation
    29. 30. <ul><li>Spindletop MHMR </li></ul><ul><li>8,000 patients/year, 400+ employees </li></ul><ul><li>80,000 files in storage facility costs $2,000/month </li></ul><ul><li>Six staff added to payroll - $4 each file to retrieve </li></ul><ul><li>Files lost </li></ul><ul><li>SharePoint = Intranet </li></ul><ul><li>Laserfiche = Agile ECM </li></ul><ul><li>“ Laserfiche provides a scalable solution that’s easy to install, easy to administer, and easy to use. We’re very happy with the way Laserfiche has enabled Spindletop MHMR Services to expand our use of SharePoint and improve the way we manage content.” </li></ul><ul><ul><li>Jerry Carnley, CIO, Spindletop MHMR </li></ul></ul><ul><li>Don’t Just Build the Dream, Realize It </li></ul>
    30. 31. ECM Case Management
    31. 32. Case Management Flow
    33. 34. <ul><li>Laserfiche and SharePoint 2010 </li></ul><ul><li>Questions? </li></ul>Michael Hose Regional Manager Laserfiche