Using SharePoint for Effective Enterprise Content Management

Globally over 2 million licensed users

First vendor to adopt SharePoint since 2003SharePoint Imaging since 2003First Mover with SharePoint

Fujitsu is a stakeholder in KnowledgeLake& KL software is shipped with everyFujitsu scanner

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SharePoint WFEs

Recent AIIM surveys have indicated adoption rates of over 65% across multiple geographical regions and different verticalsIn many ways, "SharePoint" has become somewhat of a noun in the ECM space (like "Kleenex" for tissues)The New York Times recently ran an article about the wave of SharePoint implementations that are sweeping across corporate America; Most articles about Microsoft Office SharePoint Services (MOSS) point out that its $1 billion in first year sales make it one of the most successful software launches in history; Including 130 million SharePoint licenses out there and growing

The Three “E”s

EveryoneParticipates

Easyto Use

EnterpriseReady

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

ShippingCourier Costs

Fax Paper /Phone Costs

CopiedDocuments

Consumables

Handlingof Paper

OffsiteStorage

File Cabinets Processes

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 

KnowledgeLake Capture is the solution. 

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

How does SharePoint become an ECM Platform?

Don’t change SharePoint!Ease of AdministrationConsistency for Paper and Electronic contentMigration strategiesTaxonomy planning – think departmental but plan for the Enterprise!

Expose Capture via KW workspace for transactional content• Office and desktop• Rapid save and index to SharePoint

• Auto application of retention policies

• Easy to edit and re‐save content

Increases user adoption/behavioral change

System must adapt to the end‐userBalance between Empowerment vs. ControlIntegration of records managementFamiliar experience that is natural to the way people work todayOffice like interface helps user adoption

Produce and Handle High Value ContentWho are Knowledge Workers?• Senior management, 

middle management, staff, clerks from all departments

• Busy people who don’t want new responsibilities unless the investment will make their job easier

• People like you and I

Low user adoptiondefeats ECM investmentEase of Use:  (yet today …)• Complicated save and index processes

• Searching multiple repositories for related content

• Inefficient search process (lack of metadata) 

• Desktop not tightly integrated with ECM so users don’t publish content to repository  

• Second largest union in US - 40,000 members - many business units• Average Working age 52 - high user adoption• All paper document storage and business processes

• 3 Page Contracts created 60 copies – now no copies• Grievances from 4 days to lass than a day

“By using KnowledgeLake and Microsoft SharePoint, Midwest Operating Engineers (Local 150) have gained sufficient savings in many operational functions. We achieved our original payback projection of less than 5 months and today we have found many other savings that have improved our business processes. With the ease of use with KnowledgeLake’s products, we have substantially increased our user adoption. Based on the results we have accomplished, we are now more efficient and productive in many of our operations”.

Ron BordenExecutive Director of IT

Challenge:

Increasing cost in handling of paper in Accounting, HR, and Contracts

Inefficient systems and people processes were based on manual handling of paper forms, which were prone to delays and did not provide management visibility

Approval processes taking too many days with increasing cost of mail and labor

Needed a simple solution for user adoption – average age 52

“By using KnowledgeLake and Microsoft SharePoint, Midwest Operating Engineers (Local 150) have gained sufficient savings in many operational functions. We achieved our original payback projection of less than 5 months and today we have found many other savings that have improved our business processes. With the ease of use with KnowledgeLake’s products, we have substantially increased our user adoption. Based on the results we have accomplished, we are now more efficient and productive in many of our operations.”

Ron Borden ‐ Executive Director of ITMOEITS Technology Services (Local 150)

Audits and Litigation

Compliance

DisasterRecovery

Lost or MisfiledDocuments

CustomerService

EmployeeKnowledge

Business Solutions • Collaboration assessment and roadmap

• Enterprise content management

• Extranet and Supply Chain integration

• Performance Management – Balanced Scorecard, KPI’s and dashboards

• Compliance, e‐Discovery, Regulatory

• Information architecture

• Application analysis and integration

• Custom application/web part development

• Lifecycle management and automation

• User Interface design and site branding

• Web site development/optimization

IT Solutions

Web/Design

KnowledgeLake White PapersProduct DemonstrationsStreaming PresentationsWebinarsROI Calculators and Assessments

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

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