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

Information Management for Everyone
Presenters
Dave Martin | VP Product Marketing & Microsoft Alliance, Gimmal
Dean Misenhimer | Sr. Director, Product Marketing, Kofax

About Gimmal & Kofax
SharePoint 2013 Certified
1st partner on App Store for SharePoint 2013
Business Critical SharePoint Partner
Content ManagementPartner of the Year Finalist
Headquarters: Irvine,CA
Employees: 1,200+globally
Partners: 800+ globally
Our Mission
To dramaticallytransform andsimplify the
businesscriticalFirst Mile™ of customer
interactions
Market Leader
 Leader, Dynamic Case Management Wave
 Leader, MultichannelCapture Wave
 #1 Enterprise Capture
Source: ForresterResearch,HarveySpencerAssociates

Think Information Management
When you are thinking
SharePoint …
Think…
“Big Picture”

What is Information Management?
…a STRATEGY
Information Management is…
CONTENT
CONTENT
ProcessPeople Technology

But we haven’t executed on this strategy…

How Do We Execute On This Strategy?
Information Infrastructure
Centralized
Management
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

What we need is something
that ties together the
people, processes and
technology in your
ecosystem…

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
extendand enhance them

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

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
AIIMResearch (July31, 2012)
Management
Why is this
happening?
Access to corporate
content and the ability
to “share” that content

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 andenters the
company it is managed
immediately.

How is this mass of content getting in?
Documents enterthe
organization. They can
be a contract,form,fax,
invoice,etc. They canbe
paper and/or electronic.
The document is then
captured,either as an
electronic document or
scannedfrompaper to
electronic andgiven
context.
There are numerous content
destinations:
 collaborationsolutions
 ERPsystems
 File Systems
 Email systems
 Longterm physical storage.
Verification?

Consider the end-user
Users are comfortable in
certain environments and
are ofteninvolvedin Role-
based Actions & Process
Automation
Organizations look to
leverage content by
connectingit (and people)
to business processes &
workflows
CreatingInteraction
betweenApplications &
Connecting Disparate
Silos of Information
And doing all of this
without affecting
the userexperience
This is the Business Critical First Mile

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
designedforinternal purposes
Kofax Smart
Process Applications
provide and essential linkbetween
systemsof engagementand
systems
of record.
Results in
an Optimized
Customer
Experience
&
Greatly
Reduced
Operating
Costs
Systems of Engagement
Generate real time,
informationintensive
communicationsfrom customers
Faxes
Digital Scanners
MFPs / MFDs
Paper
Mobile
Devices
Emails
XML / EDI
Data Streams
MS Office / PDF
TIFF / JPEG Files
Portals

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

SharePoint is a platform…
For Information Management

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

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

Touchless Processing – A Simple Example

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
PartnerCustomer
Engagement Engagement

DEMONSTRATION
We’ve gone mobile…

Sequenceof Events
1. Send an email containinga hyperlink
to the mobile captureapp
2. Automaticallylaunch the app
3. Capture the documentusing the
camera on the device
4. Run KofaxVRS on the device to
enhance, perfect and optimize the
image
5. Submit the image for processinglike
any other captureddocument
www.mobilecapture.com

Some things to think about…

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

Information Management for EveryoneInformation Management for Everyone
What is the most important thing to know when
deploying or migrating to SharePoint?
KNOW YOUR CONTENT!!!
DeleteActive Inactive

Imagine if you could…

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

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

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

ERP-Link Suite
A Common
PlatformforSAP
and SharePoint
Information
Governance Suite
Content Consistency
and Lifecycle control
Compliance Suite
DoD 5015.2 Certified
Records Management
forSharePoint
Unified Records
Management
ForElectronic and
Physical Records
Gimmal solutions
Providing
Information Management
for Everyone
Bringing
People, Process & Technology
Together

Powerful Enterprise Integration with Microsoft
• Capture and deliver all information types into
Microsoft SharePointand Office 365
• Manage and automate case management
and end to end business processes in SharePoint
• Extend capabilitiesof 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

Questions

Contact
Dave Martin dave.martin@gimmal.com
Dean Misenhimer dean.misenhimer@kofax.com
@gimmalgroup | @dean_kofax
Gimmal.com Kofax.com

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