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Today„s AIIM Webinar:

5 Steps to Getting Information Into

SharePoint

Webinar Sponsored by

Welcome!

Dean Misenhimer

Senior Director of Product

Marketing

Doug Miles

MD & Director AIIM

Market Intelligence

Our Speakers

Asking Questions

(Only visible to presenters on this webinar)

Please Ask

Questions

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

http://www.aiimhost.org.uk/download_files/AIIMTrainingBrochure2011Web.pdf

AIIM Surveys

All reports are free to

download at:

www.aiim.org.uk/research

„Using SharePoint for ECM‟

Industry Watch Report

http://www.aiim.org.uk/research

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

©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

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

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

Email

PDF files

Fax

Uploaded files/images

Web forms

Photos

XML files

Video

Mobile/tablet apps

SMS messages

©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

Five Steps for Getting Information Into SharePoint

Presented by:

Dean MisenhimerSr. Director, Product Marketing

[email protected]

Slide 11

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

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


The Five Steps







automation


Foundational ECM

Supplemental ECMEmbrace and Extend Workloads with Partners

SharePoint ECM


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%

“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

The Five Steps







automation


Organizations Receive Information in Many Kinds of Documents


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

…

Information Arrives and Is Sent Over Many Different Channels


XML

EmailMail

Fax

Web

MMSSMS FoIP

Meeting Today‟s Enterprise Information Capture Needs

RealityMisperceptionsDemands / Needs


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

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


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

The Five Steps



3. How to capture content at the edge of your

organization




automation


It‟s Not Just…


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


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


The Five Steps




4. How intelligent document recognition increases the

value of your content in SharePoint


automation


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!


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


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:


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


The Five Steps







automation


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


A real world customer example of Kofax and SharePoint at work


• 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


http://bwgateway/photo/Photolibrary/Pre 2003 - Caledonian Canal/WW_00222.jpg

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


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


http://bwgateway/photo/Photolibrary/Pre 2003 - Birmingham and Fazeley Canal/WW_06298.jpg

• 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


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/


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


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


Thank You!

Slide 43

http://www.kofax.com/solutions/microsoft.asp

@Kofax

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

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