Using SharePoint for Effective Enterprise Content Management

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1 Using SharePoint for Effective Enterprise Content Management

2 Globally over 2 million licensed users First vendor to adopt SharePoint since 2003 SharePoint Imaging since 2003 First Mover with SharePoint Fujitsu is a stakeholder in KnowledgeLake & KL software is shipped with every Fujitsu scanner

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4 Sites Composites Communities Insights Content Search

5 Recent AIIM surveys have indicated adoption rates of over 65% across multiple geographical regions and different verticals In 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 SharePoint WFEs

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7 The Three E s Everyone Participates Easy to Use Enterprise Ready

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9 Shipping Courier Costs Fax Paper / Phone Costs Copied Documents Consumables Offsite Storage Handling of Paper File Cabinets Processes With the average cost of each wasted page being about six cents, a company with 500 employees could be spending $42,000 per year on wasted prints

10 An average paper document gets copied 19 times ** * PricewaterhouseCoopers ** Coopers & Lybrand $20 in Labor to file a paper document * $120 in Labor to find a misfiled paper document * $220 in Labor to reproduce a lost document * 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 There are over 4 trillion paper documents in the U.S. alone, growing at a rate of 22% per year **

11 KnowledgeLake Capture is the solution.

12 Scan Paper Documents With Desktop, Departmental And Production Scanners Index Documents Release Into SharePoint Libraries 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 Server How does SharePoint become an ECM Platform? Connect Imaging Capture From Office Copiers, Multifunction Devices, Fax Servers And Network Scanners Index And Scan Via Web Browser Automate PDF, OCR Conversion Database Lookup & Index Automation Perform Exact Relevance Searches With Any Combination Of Index Values Central Enterprise Indexing Schema Zero footprint Image Viewer

13 Don t change SharePoint! Ease of Administration Consistency for Paper and Electronic content Migration strategies Taxonomy planning think departmental but plan for the Enterprise!

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15 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

16 System must adapt to the end user Balance between Empowerment vs. Control Integration of records management Familiar experience that is natural to the way people work today Office like interface helps user adoption

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18 Produce and Handle High Value Content Who 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

19 Low user adoption defeats ECM investment Ease 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

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24 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 Borden Executive Director of IT

25 Challenge: Increasing cost in handling of paper in Accounting, HR, By and using Contracts KnowledgeLake and Microsoft SharePoint, Inefficient systems Midwest and people Operating processes were Engineers based on manual handling of paper forms, which were prone to delays (Local and 150) did not provide have management gained sufficient visibility savings in many Approval processes taking too many days with increasing cost operational functions. We of mail and labor achieved our original payback projection Needed a simple solution for of less user adoption than 5 average months age 52 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 IT MOEITS Technology Services (Local 150)

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27 Compliance Audits and Litigation Disaster Recovery Lost or Misfiled Documents Customer Service Employee Knowledge

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31 Business Solutions IT Solutions Web/Design 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

32 KnowledgeLake White Papers Product Demonstrations Streaming Presentations Webinars ROI Calculators and Assessments

33 KnowledgeLake, Inc. 3 City Place Drive, Suite 700 Saint Louis, Missouri Phone: Fax: Toll Free: info@knowledgelake.com

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