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
Information Management for Everyone
About Gimmal & Kofax
SharePoint 2013 Certified
1st partner on App Store for SharePoint 2013
Business Critical SharePoint Partner
Content Management Partner of the Year Finalist
Headquarters: Irvine, CA
Employees: 1,200+ globally
Partners: 800+ globally
Our Mission
To dramatically transform and simplify the
business critical First Mile™ of customer
interactions
Market Leader Leader, Dynamic Case Management Wave
Leader, Multichannel Capture Wave
#1 Enterprise Capture
Source: Forrester Research, Harvey Spencer Associates
Information Management for Everyone
Think Information Management
When you are thinking
SharePoint … Think…
“Big Picture”
Information Management for Everyone
What is Information Management?
…a STRATEGY
Information Management is…
CO
NTEN
T
CO
NTEN
T
Process People Technology
Information Management for Everyone
But we haven’t executed on this strategy…
Information Management for Everyone
How Do We Execute On This Strategy?
Information Infrastructure
Cen
tralize
d
Man
ag
em
ent
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
Information Management for Everyone
What we need is something
that ties together the
people, processes and
technology in your
ecosystem…
Information Management for Everyone
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
extend and enhance them
Information Management for Everyone
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
Information Management for Everyone
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
AIIM Research (July 31, 2012)
Ma
na
gem
en
t
Why is this happening?
Access to corporate
content and the ability
to “share” that content
Information Management for Everyone
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 and enters the company it is managed immediately.
Information Management for Everyone
How is this mass of content getting in?
Documents enter the organization. They can be a contract, form, fax, invoice, etc. They can be paper and/or electronic.
The document is then captured, either as an electronic document or scanned from paper to electronic and given context.
There are numerous content destinations: collaboration solutions ERP systems File Systems Email systems Long term physical storage.
Verification ?
Information Management for Everyone
Consider the end-user
Users are comfortable in certain environments and are often involved in Role-based Actions & Process Automation
Organizations look to leverage content by connecting it (and people) to business processes & workflows
Creating Interaction between Applications & Connecting Disparate Silos of Information
And doing all of this without affecting
the user experience
This is the Business Critical First Mile
Information Management for Everyone
Information Management for Everyone
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
designed for internal purposes
Kofax Smart Process Applications
provide and essential link between systems of engagement and
systems of record.
Results in an Optimized
Customer Experience
& Greatly
Reduced Operating
Costs
Systems of Engagement Generate real time,
information intensive communications from customers
Faxes
Digital Scanners MFPs / MFDs
Paper
Mobile Devices
Emails
XML / EDI Data Streams
MS Office / PDF TIFF / JPEG Files
Portals
Information Management for Everyone
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
Information Management for Everyone
SharePoint is a platform…
For Information Management
Information Management for Everyone
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
Information Management for Everyone
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
Information Management for Everyone
Touchless Processing – A Simple Example
Information Management for Everyone
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
Partner Customer
Engagement Engagement
Information Management for Everyone
DEMONSTRATION
We’ve gone mobile…
Information Management for Everyone
Sequence of Events
1. Send an email containing a hyperlink to the mobile capture app
2. Automatically launch the app
3. Capture the document using the camera on the device
4. Run Kofax VRS on the device to enhance, perfect and optimize the image
5. Submit the image for processing like any other captured document
www.mobilecapture.com
Information Management for Everyone
Some things to think about…
Information Management for Everyone
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 Everyone Information Management for Everyone
What is the most important thing to know when
deploying or migrating to SharePoint?
KNOW YOUR CONTENT!!!
Delete Active Inactive
Information Management for Everyone
Imagine if you could…
Information Management for Everyone
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
Information Management for Everyone
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
Information Management for Everyone
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
Information Management for Everyone
ERP-Link Suite A Common
Platform for SAP
and SharePoint
Information Governance Suite Content Consistency
and Lifecycle control
Compliance Suite DoD 5015.2 Certified
Records Management
for SharePoint
Unified Records Management
For Electronic and
Physical Records
Gimmal solutions
Providing
Information Management for Everyone
Bringing
People, Process & Technology Together
Information Management for Everyone
Powerful Enterprise Integration with Microsoft
• Capture and deliver all information types into
Microsoft SharePoint and Office 365
• Manage and automate case management
and end to end business processes in SharePoint
• Extend capabilities of 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
Information Management for Everyone
Questions
Information Management for Everyone
Contact
Dave Martin [email protected]
Dean Misenhimer [email protected]
@gimmalgroup | @dean_kofax
Gimmal.com Kofax.com