Better Document Management Using SharePoint 2010

chemistoddAI and Robotics

Nov 6, 2013 (4 years and 7 days ago)

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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


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

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



Records Management



Digital Asset Management



Vertical & Horizontal Solutions



Storage (External)



Document Capture

+

-

Kodak Market Participation

DM

ECM

CEM

KM

Data

Information

Knowledge

Wisdom

Smart

Touch

Capture
Pro

Info
Activate

Info
Insight
Platform

Info
Insight
Platform

Info
Insight
Platform

Documents

Content

Communication

Insight

SOFTWARE SOLUTIONS

CAPTURE

INDEX

OUTPUT

Output

Format

Image & Data

Validate

Information

Scanners

Index

Documents

Extract Data

Optimize

Images

Input

Documents

SERVICE & SUPPORT


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

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

Accounting

Legal

Human Resources

Customer Service

Order Processing

Customers

Supply

Government

Resellers /
Agents

Sales

Legal

Human Resources

Customer Service

Order Processing

Sales

Accounting

Streamlines document capture and processing

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

Output

Image
Capture

Workflow

Image
optimization

Automated
Metadata
Capture

Indexing

Verification

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

Output

Image
Capture

Workflow

Image
optimization

Automated
Metadata
Capture

Indexing

Verification

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

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

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