Better Document Management Using SharePoint John Danner Senior Solutions Architect Eastman Kodak Company St. Louis, MO Bill Holley Enterprise Solutions Manager Eastman Kodak Company 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 – –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

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 Documents Content Communication Insight

SOFTWARE SOLUTIONS CAPTURE INDEX OUTPUT Output Format Image & Data Format Image & Data Validate Information Validate Information Scanners Index Documents Index Documents Extract Data Optimize Images Optimize Images Input Documents 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 CustomersSupply 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 Atlanta, GA High Level Overview: Detailed Demo Video:

Thank You! Better Document Management Using SharePoint John Danner Senior Solutions Architect Eastman Kodak Company St. Louis, MO Bill Holley Enterprise Solutions Manager Eastman Kodak Company Atlanta, GA