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TRANSCRIPT
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Today„s AIIM Webinar:
5 Steps to Getting Information Into
SharePoint
Webinar Sponsored by
Welcome!
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Dean Misenhimer
Senior Director of Product
Marketing
Doug Miles
MD & Director AIIM
Market Intelligence
Our Speakers
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Asking Questions
(Only visible to presenters on this webinar)
Please Ask
Questions
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Upcoming Certificate Classes – 2 - 4 day classroom
+44 (0)1905 727606
www.aiim.org.uk/training
Enterprise Content Management (ECM)
5-8 July London
Business Process Management (ERM)
20-23 Sept London, 8-11 Nov Utrecht
SharePoint
2 -5 August London,
Business Process Management (BPM)
19-22 July London, 25-28 Oct Utrecht
AIIM Training
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AIIM Surveys
All reports are free to
download at:
www.aiim.org.uk/research
„Using SharePoint for ECM‟
Industry Watch Report
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0% 20% 40% 60% 80% 100%
Office files
PDF documents
Photo images
Scanned documents
Emails
Company confidential/secret documents
Social content
Video clips
Sound files
Copy-sensitive digital assets
Instant messages
Deployment – File Types
To your knowledge, which of the following content types do you have
specifically set up in SharePoint?
Only 38% have
scanned
documents set
up in
SharePoint
now, growing
to 55% who are
planning to do
so.
N=521©AIIM 2011
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©AIIM 20117
How long have we got?
Which of the following business processes have
you automated with SharePoint?
Inbound forms processing - current: 7%
Inbound forms processing – planned: 19%
N=521
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3rd Party Add-Ons - capture
Which of the following types of add-on package or system are you
using/are you planning to use with your SharePoint implementation?
N=408 “No plans” and “Not Applicable”
not shown ©AIIM 2011
Single-point
scanning and
capture set to
grow from 8% to
26%
Distributed
capture platforms
from 7% to 26%
Workflow/BPM at
18%, set to grow to
55%.
0% 10% 20% 30% 40% 50% 60%
Scanning and capture - single point
Distributed scanning and capture platform
Integrated/improved interface to email
Interface to fax systems
Workflow/BPM
Using Firm plans in next 12 months
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Capture to Process
Which of the following file types are you capturing-to-process?
N=408 “No plans” and “Not Applicable”
not shown ©AIIM 2011
58% are capturing
more than just
scanned paper.
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Scanned documents (certificates, licences, passports, etc.)
Scanned letters
Scanned forms
PDF files
Fax
Uploaded files/images
Web forms
Photos
XML files
Video
Mobile/tablet apps
SMS messages
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©AIIM 201110
Integrated ECM
DM ECM
Records Management
Portal - Search
Social - Collaboration
Capture -scanned
Capture -electronic
Output- print
Output– multi-channel
ERP CRM HR, etc.
Workflow/BPM
Capture – Digital
Mailroom
Capture -Emails
Capture –multi-
channelBI/Analytics
ECM
Cla
ssif
icat
ion
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Five Steps for Getting Information Into SharePoint
Presented by:
Dean MisenhimerSr. Director, Product Marketing
Slide 11
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Kofax Overview
Slide 12 AIIM Webinar: Five Steps for Getting Information Into SharePoint
Global Reach
• 1100+ employees in 37
countries
• 700+ resellers in 64 countries
• 70 worldwide distributors
Market Leader
• #1 Image Capture
• #1 Transaction Capture
• #2 Total Capture
Successful
• 25+ years in business
• $240+ million annual revenue
• 525,000,000,000+ images
under maintenance / yr
http://www.kofax.com/solutions/microsoft.asp @Kofax
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The Five Steps
1. The importance of Enterprise Capture and SharePoint
2. How to create an enterprise on-ramp for SharePoint
3. How to capture content at the edge of your organization
4. How intelligent document recognition increases the value of
your content in SharePoint
5. How to use capture and SharePoint to drive process
automation
Slide 13 AIIM Webinar: Five Steps for Getting Information Into SharePoint
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The Five Steps
1. The importance of Enterprise Capture and SharePoint
2. How to create an enterprise on-ramp for SharePoint
3. How to capture content at the edge of your organization
4. How intelligent document recognition increases the value of
your content in SharePoint
5. How to use capture and SharePoint to drive process
automation
Slide 14 AIIM Webinar: Five Steps for Getting Information Into SharePoint
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Foundational ECM
Supplemental ECMEmbrace and Extend Workloads with Partners
SharePoint ECM
Slide 15 AIIM Webinar: Five Steps for Getting Information Into SharePoint
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What is the highest level of image capture maturity in your business unit?
Image Capture Today
Source
N=418, 10+emps, no trade
AIIM Webinar: Five Steps for Getting Information Into SharePointSlide 16
69%
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“We are not using SharePoint to
store scanned image files.”58%
Source: AIIM survey
Slide 17
Why not?
SharePoint and Capture
AIIM Webinar: Five Steps for Getting Information Into SharePoint
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The Five Steps
1. The importance of Enterprise Capture and SharePoint
2. How to create an enterprise on-ramp for SharePoint
3. How to capture content at the edge of your organization
4. How intelligent document recognition increases the value of
your content in SharePoint
5. How to use capture and SharePoint to drive process
automation
Slide 18 AIIM Webinar: Five Steps for Getting Information Into SharePoint
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Organizations Receive Information in Many Kinds of Documents
Slide 19 AIIM Webinar: Five Steps for Getting Information Into SharePoint
CUSTOMER SERVICECorrespondence
New accounts
Address changes
Service requests
Inquiries
SALESNew orders
Contracts
Proposals
Forecasts
CORPORATECorrespondence
Litigation
Contracts
Regulatory Documents
HRApplication forms
Resumes/CVs
Benefits forms
Healthcare forms
FINANCIALSInvoices
Cash receipts
Tax documents
Proofs of delivery
Expense accounts
AND…Insurance claimsLoan applicationsAccident reportsPatient records
PoliciesProofs of residence
…
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Information Arrives and Is Sent Over Many Different Channels
Slide 20 AIIM Webinar: Five Steps for Getting Information Into SharePoint
XML
EmailMail
Fax
Web
MMSSMS FoIP
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Meeting Today‟s Enterprise Information Capture Needs
RealityMisperceptionsDemands / Needs
Slide 21 AIIM Webinar: Five Steps for Getting Information Into SharePoint
Companies want to go electronic /
automate quickly
Capture is only for paper documents and
archives
Information capture enables automation of many processes
Information capture delivers high value / ROI to the enterprise
Companies / IT shops need to do more
with less
Capture is low value and commoditized
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Enterprise Capture: Your Onramp to SharePoint
Slide 22
BPM / Workflow
LOB Applications
ERP / CRM
Databases / Archives
IT
Infrastructure
Scan Paper Documents
Perfect & Enhance Images
Ingest Electronic Documents
Classify & Separate “Pages”
Extract & Perfect Data
Streamline & Manage Communications
Export Images & Data
Anyone
Any Format
Business
Stakeholders
Anywhere
AIIM Webinar: Five Steps for Getting Information Into SharePoint
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Enterprise Information Capture Platform
Slide 23 Microsoft GISV Meeting - Irvine, June 2011
COLLECT
Back Office / Mailroom• Production Scanners
Electronic Capture• E-Transactions• E-Mail & Attachments• Fax
Front Office / Branch Office• MFPs/Digital Copiers• Desktop Scanners
at Any Location
TRANSFORM
Data Extraction • Eliminates Keying• OCR, IMR, OMR
Automatic Separation of Multi-page Documents
Automatic Classification • Eliminates Sorting
Any Document Type
Conversion of Data
DELIVERto Any Business Process
Communication Channels• Email• Fax• SMS
Business Systems• SharePoint• ERP / CRM• Workflow• LOB Applications
Financial Systems• Accounts Payable• Procurement• Accounts Receivable• Human Resources
Monitor and Manage• Transparency, Reporting
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The Five Steps
1. The importance of Enterprise Capture and SharePoint
2. How to create an enterprise on-ramp for SharePoint
3. How to capture content at the edge of your
organization
4. How intelligent document recognition increases the value of
your content in SharePoint
5. How to use capture and SharePoint to drive process
automation
Slide 24 AIIM Webinar: Five Steps for Getting Information Into SharePoint
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It‟s Not Just…
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Front Office Automation
Enables familiar, front office equipment such as multi-function peripherals (MFPs) and desktop scanners to initiate business processes in SharePoint
• Extends capture capabilities to remote office branches via MFPs and desktop scanners with thin client scanning
• Captures information into the SharePoint driven business process at the earliest point
Benefits
• Information is captured into SharePoint faster and more accurately
• Transactions are accelerated at reduced costs
• Common business rules applied to all captured information regardless of SharePoint library
• Improves compliance by capturing at the source, lowers risk
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Enables the automated exchange of business critical information with SharePoint, from devices such as fax & phone systems
• Seamless integration of any media (email, fax, SMS, MMS, voicemail and telex) with enterprise applications, Kofax Capture and SharePoint
• High volume capabilities support global enterprise deployment
• Robust and reliable architecture ensures business communication continuity and compliance
Benefits
• Cost savings, extensible to multiple processes, highly scalable
• Improves customer service level agreements (SLAs)
• Improves compliance (centralized rights management and tracking)
Communication Services
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The Five Steps
1. The importance of Enterprise Capture and SharePoint
2. How to create an enterprise on-ramp for SharePoint
3. How to capture content at the edge of your organization
4. How intelligent document recognition increases the
value of your content in SharePoint
5. How to use capture and SharePoint to drive process
automation
Slide 28 AIIM Webinar: Five Steps for Getting Information Into SharePoint
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Handling Paper Forms
• Paper forms are still a fact of everyday life for many organizations in many different industries, e.g.:
• Core banking: application forms, change of address
• Government: tax forms, benefit forms
• Insurance: health insurance claim forms, CMS-1500, UB-04
• Gathering data from paper forms and entering data it into line of business applications is a huge burden
Business Drivers
• Reduce labor costs
• Reduce delays
• Automate legacy documents
• Eliminate errors
… particularly if there are many complex types/revisions!
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Automating the Process: The Vision
• Kofax can automate the extraction of data from any form
• Ability to handle not just OCR-friendly forms, but legacy forms as well
• Easy configuration of 100s of form types and revisions
• A low cost “starter” product option with simple upgrade path
DeliverData, Information, Metadata
TransformClassification,Data Extraction
CollectPaper, Fax,Electronic
OptimizeImage Quality,
Orientation,File Size
Key elements• Layout classification
• Automatic form clean-up
• Rapid forms definition
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Form Type A Form Type B
rev 1
Form Type B
rev 2
Form Type C Form Type D
2. Gather samples 4. Classify unknown documents
3. Train the system1. Understand the categories
Layout Classification
• Layout classification: Removes the need for document sorting
• Documents are delivered/scanned in unsorted batches
• Each document is automatically classified by layout – fast, no OCR required!
• Automatic document rotation is performed during classification
• Documents are extracted using the correct template for each layout
• Learn-by-example techniques make this simple to configure and maintain:
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Registration of reading zonesBackground Removal
• Automatic registration of zones
• No need for registration marks (esp. important for faxes)
• Skew, stretch and shift are corrected up to 1 cm
• Background removal and character reconstruction
• Learn-by-example system – no rules
• Easy to train – only 5 samples required
• Field extraction rates jump from 30-50% to 80-90%
• Increases customer ROI by x2 on legacy forms
Typical legacy form - no dropout, not OCR optimizedField Definition
Automatic Form Registration and Clean-Up
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The Five Steps
1. The importance of Enterprise Capture and SharePoint
2. How to create an enterprise on-ramp for SharePoint
3. How to capture content at the edge of your organization
4. How intelligent document recognition increases the value of
your content in SharePoint
5. How to use capture and SharePoint to drive process
automation
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Process Automation in SharePoint
• Content Organizer Rules
• Set rules that act on content placed in the drop-off library
• Rules are triggered based on column data populated by Kofax
• SharePoint Workflow
• Automatically trigger workflows upon creation of new document types
• Make decisions based on column data populated by Kofax
• Third Party BPM
• Supports complex decision making
• Make multi-value decisions based on column data populated by Kofax
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Slide 35
A real world customer example of Kofax and SharePoint at work
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• British Waterways is the public corporation that cares for the 2,200 mile network of canals and rivers in England, Scotland and Wales
• Purpose:
• Protect historic waterways in their care
• Secure and earn the necessary funding
• Optimise the public benefit they can deliver
• Broad range of services:
• Maintaining and improving the waterways to providing good customer service
About British Waterways
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Goals & Business Drivers
Change the culture for improved knowledge sharing and
support of colleagues
Improve decision making effectiveness
Reduce costs by driving greater efficiencies across the organization
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Challenges
• Large numbers of documents have been created and stored in an unstructured way
• Retrieval is difficult
• Limits usefulness in decision making
• Operational and central support teams are distributed
• Require access to the same hardcopy documents
• Downsizing office space increased the need for sensible management, storage and ongoing use of corporate documents
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• SharePoint selected as the preferred ECM and portal
• Kofax selected to provide the integrated solution for document capture across SharePoint architecture
• Expert Kofax and SharePoint ECM partner engaged.
• Specify
• Design
• Configure
• Implement
Slide 39
Approach to Solving the Challenges
AIIM Webinar: Five Steps for Getting Information Into SharePoint
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The Results and Benefits
• Enabled British Waterways to reduce office overhead and implement new work processes – saving $14.5M USD
• Documents now centrally stored, easily retrievable and accurately labelled. 200 large filing cabinets of paper are now 1 TB of digital documents in SharePoint – saving $1.9M USD
• Cost effective scanning of 3.1m pages to date – it costs 5¢ per page in-house versus 19¢ using outside agency. Plus documents are immediately available with no migration cost – saving $425K USD
• Document migration, allowing retirement of existing document systems – saving $80K USD
Slide 40
Read the case study on our website at
http://www.kofax.com/case-studies/kofax-government-british-waterways-sharepoint/
AIIM Webinar: Five Steps for Getting Information Into SharePoint
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Customer SharePoint Success Around the Globe
• Increased productivity and efficiency by 20%-90%
• Saved over £9 million annually
• Improved compliance
• Improved customer service
• Faster and better business decisions
• ROI within 3-12 months
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Kofax Value Proposition
• Kofax SharePoint solutions enable you to:
• Reduce costs
• Speed processing through automated processing
• Increase information & data quality
• Make content smarter and more actionable
• Enhance compliance & governance
• Automate what were previously paper intensive processes
• Drop folders
• Workflow triggers
• Enable knowledge workers and reallocate resources as processes are streamlined
• Realize an easily quantified ROI of less than 1 year
Slide 42 AIIM Webinar: Five Steps for Getting Information Into SharePoint
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Thank You!
Slide 43
http://www.kofax.com/solutions/microsoft.asp
@Kofax
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Questions
A recording of this presentation
and slides will be available at:
www.aiim.org.uk/education/webinar.asp
Time for your
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A recording of this presentation
and slides will be available at:
www.aiim.org.uk/education/webinar.asp
Thanks for joining
us today