SharePoint and KnowledgeLake - Two Allies Fighting Chaos TogetherUsing SharePoint for Effective Enterprise Content Management

Globally over 2 million licensed users

First vendor to adopt SharePoint since 2003SharePoint Imaging since 2003

KnowledgeLake is a Fujitsu Group Company170,000+ employees in 70 countriesAnnual revenue in excess of $50B

Victory Over Content Chaos

AutomationCollaborationMitigationCommunication

AutomationMinimizing Paper and Manual Processes

Reduce manual handling of paper documentsReduce effort of adding, moving and finding both electronic and paper filesReduce the cost and increase the efficiencyWhere do you start?

Automation

Paper Processing - minimizing paper and manual processes in core backend activities (finance, HR, sales, marketing)

With the average cost of each wasted page being about six cents, a companywith 500 employees could be spending $42,000 per year on wasted prints

ShippingCourier Costs

Fax Paper /Phone Costs

CopiedDocuments

Consumables

Handlingof Paper

OffsiteStorage

File Cabinets Processes

Today’s Challenges: Handling Paper

Compelling Factors$ Offsite storage of paper$ Office floor space cost$ Security of paper assets$ Audit prep and execution$ Dispersed workforce$ Copy, fax, and courier costs

An averagepaper document

gets copied19 times**

$220 in Laborto reproduce a lost document*

$120 in Laborto find a misfiled paper document*

$20 in Laborto file a paper document*

There are over4 trillion

paper documentsin the U.S. alone,growing at a rateof 22% per year**

* PricewaterhouseCoopers ** Coopers & Lybrand

MitigationManaging information assets against increasing risk and legal costs

Mitigation - managing information assets against risk and legal costs in this era of social business

Audits and Litigation

Compliance

DisasterRecovery

Lost or MisfiledDocuments

CustomerService

EmployeeKnowledge

CollaborationEmpower users with the RIGHT tools to share Information

Collaboration - Moving beyond email and shared drives to tools and techniques that foster innovation and knowledge share

Enter Enterprise Content ManagementThe collection, storage, and delivery of enterprise electronic or paper content and documentsSoftware that provides:• Content Storage & Management• Compliance & Governance• Knowledge worker efficiency• Business Intelligence• Archival & eDiscovery• Automation and/or Workflow

Magic Quadrant for Enterprise Content Management

leaderschallengers

visionariesniche players

IBMMicrosoftOracle

EMCOpen Text

Autonomy

Alfresco

SpringCM

Perceptive Software

Adobe

LaserFiche

Saperion

Xythos SunGard

Siav

NewgenSystemware

Ever Team

Objective

Xerox

Hyland Software

as published inNovember, 2010

Gartner®

Abili

ty to

Exe

cute

Completeness of Vision

Fabasoft

leaderschallengers

visionariesniche players

IBM

Microsoft

Autonomy

Endeca

Kazeon

Fabasoft-MindbreezeSinequa

Isys Search SoftwareVivisimo

Expert System

RecommindExalead

as published onSeptember 15th, 2009

Gartner®

Magic Quadrant for Information Access Technology Search & Index

Oracle

GoogleZyLab

Abili

ty to

Exe

cute

Completeness of Vision

SharePoint 2007 ECM Features

Document LibrariesContent TypesWorkflowInformation Management PoliciesAuditingIntegration with Rights ManagementEnterprise & Federated Search

Connect and Empower PeopleCut Costs with a Unified InfrastructureRapidly Respond to Business Needs

SharePoint 2010- The Business Collaboration Platform

Communities

Search

Sites

Composites

ContentInsights

Scope of SharePoint FeaturesDocument ManagementWorkflowRecords ManagementCollaborationSearchWeb Content ManagementDigital Asset ManagementDocument ImagingElectronic Forms

My SitesWikisBlogsSocial Tagging

SharePoint 2010 ECM FeaturesDocument ID ServiceEnterprise Content TypesManaged Metadata Service (Taxonomy)Tagging, Ratings (Folksonomy)Document SetsIn-place Records ManagementRich Media SupportBusiness Connectivity Services

SharePoint has some ECM Challenges

Challenge ofManaging Paper Documents

Challenge ofManaging Electronic Documents

Challenge ofManaging Business Processes

KnowledgeLake Suite of ProductsCompliment SharePoint to Provide Greater Enterprise Content Management Functionality

Connect

• Capture E-documents From Desktop, Outlook And Also Drag-n-drop• Accurately Index Documents• Release Into SharePoint Libraries• Complete Process In Just 2-clicks!

Capture

• Scan Paper Documents With Desktop, Departmental And Production Scanners• Index Documents• Release Into SharePoint Libraries

Server

• Capture From Office Copiers, Multi-function Devices, Fax Servers And Network Scanners• Index And Scan Via Web Browser• Automate PDF, OCR Conversion

Imaging

• Database Lookup & Index Automation • Perform Exact Relevance Searches With Any Combination Of Index Values• Central Enterprise Indexing Schema• Zero-footprint Image Viewer

Familiar experience that is natural to the way people work todayOffice like interface helps user adoptionBalance between Empowerment vs. ControlFeatures only turned on when neededRecords management handled by repository not scanning operatorsAnd so much more!

Paper Capture – Easy Yet Powerful

Expose Capture via desktop for transactional content• Office and desktop integration• Rapid save and index to

SharePoint• Auto application of

retention policies• Easy to edit and re-save

content

Increases user adoption & behavioral change

Knowledge Worker e-Doc Capture

CommunicationWhen you need to communicate information, make it easy to find and share. For example Search, View, Process Tasks, TriggerWorkflow, Email Links & Attachments, etc.

Office 365 For Professionals And Small Businesses (P)• Microsoft Office 365 for

professionals and small businesses is a $6 per user/per month subscription service

• Lets you access your email, important documents, contacts, and calendar from virtually anywhere on almost any device*.

• This plan is ideal for organizations with fewer than 25 employees that do not have IT staff or expertise

The Next “Big Thing”

Office 365 For Midsize Businesses And Enterprises (E)• Starting at just $10 per user/per month,

these plans are designed for organizations with advanced IT needs including Active Directory Integration, advanced email archiving, 24x7 IT admin support and full enterprise voice capabilities on premises, or for organizations that want Office Professional Plus delivered as a subscription.

The Next “Big Thing”

SharePoint Online - 8 ways to buy

Small Business offering (P1) - $6 - user/moEnterprise Plan 1 ( E1, E2) - $10/$14 - user/moEnterprise Plan 2 (E3, E4) - $24, $27 - user/moKiosk 1 (K1) – $5 user/moKiosk 2 (K2) - $10 - user/moSharePoint Only – Plan 1 - $5.25 - user/moSharePoint Only - Plan 2 - $10.25 - user/mo ( access, read/write office web apps)Client Pack - $2 per user – (must be bought in packs of 50)

Feature DescriptionStorage (pooled) 10 gigabytes (GB) base customer storage plus 500 megabytes (MB) per enterprise user Storage per Kiosk Worker Zero (0). Licensed Kiosk Workers do not bring additional storage allocation.Storage per external user Zero (0). Licensed external users do not bring additional storage allocation.Additional storage (per GB per month); no minimum purchase. $2.50USD/GB/month

Site collection storage quotas Up to 100 gigabytes (GB) per site collectionMy Site storage allocation (does not count against tenant‘s overall storage pool) 500 megabytes (MB) of personal storage per My Site (once provisioned)

Site collections (#) per tenant Up to 300 (non-My Site site collections)Total storage per tenant Up to 5 terabyte (TB) per tenantFile upload limit 250 megabytes (MB) per file

Storage - SharePoint Online allocates an initial 10 GB of storage plus 500 MB for each user. This storage is pooled and available for allocation across multiple site collections. For example, an organization of 1,000 users by default would have a base of 510,000 MB (510 GB) of storage.

What you get when you buy SPO

Things That Make You Go Hmmm

Data security Dedicated or multi-tenant

Physical security

Data ownership and control

Service level agreements

System downtime

compensation

Data transmission

across national borders

Data discovery

Identity management

Third-party applications

Your existing staff

Data storage locations and

limitations

Data transmission Retrieval limits Development

considerations

Solution Development - Requires new thinking• Sandbox, declarative code, can’t reach outside of site

collection, no 3rd party…

Multi-Tenant – Shared Environment and Server Management Resources99.9% uptime with Cash Incentives to meet target25 Gb Mail box and 500Mb per SharePoint User in P and E plans. No storage in K planMonth to Month or Annual SubscriptionFollow this link for a deeper dive into offeringhttp//community.office365.com/modg/topics/AvailableFeatures.aspx

Office 365 – Take-Aways

In A Tight Economy, It All Comes Down To ROI.

Midwest Operating Engineers IT Services

Midwest Operating Engineers - ROI

Off-Site Storage;

49%

Office Equip-

ment; 22%

Paper, Supplies and Ink;

1%

Mailing/Fax Ser-

vices; 28%

Hard Dollars

Searching, Re-trieval & Re-turning Paper

Doc, 56%Audit As-sessment

21%

Legal/Con-tracts 6%

Executives Searching for

Docs 5%

Misplaced Docs 6% Copying Docs, Filing & Elec-

tronics 6%

Soft Dollars

Payback: 4.1 Months (Net Inv/Oper Sav after Tax * 12)

Average Return on Investment (ROI): 294% (Oper Sav/Net Investment)

Investment CostPer User:

$333 Per Month

Net Investment Savings Generated Per User:

$1,546 Per Month

Economic Life: 3 YearsCorporate Tax Bracket: 35%

Retail Finance Government

HealthCare Education Manufacturing

Reduce Redundant Solution Costs

Business Processand Forms

Enterprise ContentManagement

Portal

Search

BusinessIntelligence

Collaboration

Legacy Imaging Systems MigrationBrokerage FirmWestbrook Conversion 40 million images

ManufacturingDocumentum Conversion

Human ResourcesFileNet Imaging and COLD Conversion

Health InsuranceFileNet Imaging ConversionUniversityStellent ConversionDistributorOptika ConversionOil & GasFileNet Conversion

First and foremost, setup a roll-out plan. Secure comprehensive executive sponsorship. Create a dedicated roll-out and adoption team. Setup metrics so you can start measuring success of the system. Get user input from end-users when you start planning a system. Help educate users; What’s In It For Them (WIIFM). Don’t try and solve all your challenges at once. Use SharePoint yourself. Once online, ask for feedback.

Key to Success is User Adoption

Ease of AdministrationConsistency for Paper and Electronic contentTaxonomy planning – think departmental but plan for the Enterprise! System ConsolidationMigration strategies

Things to Consider…

KnowledgeLake White PapersProduct DemonstrationsStreaming PresentationsWebinarsROI Calculators and Assessments

Helpful Resources

KnowledgeLake, Inc.3 City Place Drive, Suite 700 Saint Louis, Missouri 63141

Phone: 314.898.0500Fax: 314.898.0501Toll Free: 888.898.0555 info@knowledgelake.com

Contact Information

Thank you!