Creating a Win-Win Strategy for Automating your Paper … · 2010-03-29 · Microsoft SharePoint EMC Corporation 1. Th Offi f th F tThe Office of the Future “…the use of paper

Creating a Win-Win Strategy for Automating your Paper byAutomating your Paper by Combining Capture and Microsoft SharePoint

EMC Corporation

1

Th Offi f th F tThe Office of the Future

“…the use of paper in business for…the use of paper in business for records and correspondence should be declining by 1980, and by 1990,declining by 1980, and by 1990, most record-handling will be electronic.”

Vincent E. Giuliano,

2© Copyright 2010 EMC Corporation. All rights reserved.

BusinessWeek, June 30, 1975

Annual paper consumption Worldwide…

MilliMillion TonsTons

Paper is, and will continue to be a critical component of business transactions.


Each document costs you…$20 in labor to file$120 in labor searchingg$1 per document to store$5 per document to retrieve$5 per document to retrieve

…and on average, 5% of documents l tare lost

25 hours to recreate


3 Things to Consider When it Comes to Creating a Capture Strategy for SharePoint

Paper will continue to play a role in

SharePoint

Paper will continue to play a role in daily business operations, and how we manage it will critically important.

Addressing the challenges with paper require a complete capture offering,

with distributed capture andwith distributed capture and automation.

Capture and Microsoft SharePointCapture and Microsoft SharePoint together enable you to managing paper – in small departments or

across larger enterprises.

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A Good Starting Point – Focus on Paperp

Reduced cost– Costs on storing and

shipping paperLabor costs– Labor costs

Improved productivityR d ti i l– Reduction in manual process handling

– Increase processing p gspeed

Stronger compliance


– Greater controls around paper

Where to Store Digitized Paper?


Putting it All Together

Storage & Retrieval Supporting Paper Based Storage & RetrievalGet Rid of Your Paper

Supporting Paper-Based ProcessesStop Paper from Slowing Your Business

Reduce Storage CostSpeed AccessManage Risk

Reduce Processing CostAccelerate BusinessManage Risk


More Than Just Imaging

Scanning a document todocument to

create a digital image is onlyimage is only

half the equationequation


Turning Paper Into Intelligent Documents

Real value comes from:Intelligent Doc ment Capt re for SharePoint Real value comes from:

• Intelligent data and document capture

Intelligent Document Capture for SharePoint

document capture

• Centralized and distributed processingCourt Order

• Management and monitoring

Doc Type Court Order

CCN 1830L66211262

Gender Male

Race White

• Ability to support case-based processes

Easily Accessible, Process-ready Business Data


Very Safe Investment

“The substantial business value that many enterprises achieve with imaging…

k i i f th f t ECMmakes imaging one of the safest ECM investment areas.”

– Kyle McNabb

“Advanced capture applications offer an e cellent ROI opport nit sers areexcellent ROI opportunity…users are

typically seeing payback in 12 months or less, and often less than 6 months.”

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– Melissa Webster

Customer Case Study

World’s leading specialty distributor of advanced network technology solutions.

Business DriversUtilizing document capture with SharePoint ERP (JD

network technology solutions.

Purchase order process was exclusively reliant on manual data entry

Need to automate the data extraction process and integrate with other systems

with SharePoint, ERP (JD Edwards), EDI (BizTalk) to streamline the purchase

order process process and integrate with other systems

Beyond SharePointERP – JD EdwardsERP – JD Edwards

eCommerce – Inhouse development

Email - Microsoft Outlook

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EDI – BizTalk environment

Customer Case Study

World’s leading specialty distributor of advanced network technology solutions.

ResultsUtilizing document capture with SharePoint ERP (JD

network technology solutions.

Saving a minimum of $8500 per monthin error reduction

Reduced from 16 staff (data entry) to 6

with SharePoint, ERP (JD Edwards), EDI (BizTalk) to streamline the purchase

order process ( y)

Duplicate orders reduced by 2/3rds

Order processing has gone from 2-3 days in peak period to 92 97% samedays in peak period to 92-97% same dayOrder accuracy is 99%

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Capture –Mid to Large Size Organizations

Corporate Office

g g

Regional OfficesCustomers

M bil W k

Branch Offices

Mobile Worker

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The Need to Support All Capture Environments

Centralized Batch CaptureEnvironments

Email Integration

Fax Machine Integration

Email Integration

Networked MFP Capture


Ad-Hoc Desktop Capture

Ad-Hoc Browser-based Capture

Customer Case Study

A major international financial services group headquartered in Scotland. It provides asset-managing services for retirement investment and protection to someservices for retirement, investment and protection to some 6.5 million customers globally.

B siness Dri ersUtilizing document capture with SharePoint, as part of their overall ECM Strategy

Business DriversInitiative was to perform the centralization and consolidation of the capture and the scanning of paper-based documents for various business units

A single, unified software infrastructure for capture and document management


Architecture needed to support current and future needs

Customer Case Study

A major international financial services group headquartered in Scotland. It provides asset-managing services for retirement investment and protection to some

Results

services for retirement, investment and protection to some 6.5 million customers globally.

Results• Implemented Microsoft as their ECM

platform for managing paper-based documents

Utilizing document capture with SharePoint, as part of their overall ECM Strategy

documents

• Document capture used in centralized mailroom and distributed (Ricoh MFPs) for several business units Retailfor several business units - Retail, Group Insurance, Group Savings and Retirement


Your Capture Check List

Capture from all sources p

Automated data extraction

Intelligent document classification

Rapid and flexible configurationg

Application integration


EMC Captiva Enterprise Capture for SharePointfor SharePoint

Invoice NumberVendor NamePurchase Date

Subtotal

10010Acme Products

30 January 2008$ 6,014.81$Grand Total

Payment Terms$ 6,025.88

Net 30 Days

C t Cl if E t t V lid t D li

Transform your documents into electronic images and

Capture Classify Extract Validate Deliver

y gbusiness data

– Support centralized and distributed scanning environments– Identify all documents and automate data capture


– Identify all documents and automate data capture– Accelerate business processes

Bottom Line

• Automate paper within the organizationp p g

• Take an “Enterprise” view of capture to maximize business efficiencymaximize business efficiency

• One of the safest IT investments: ROI’s in 12 th<12-months

• Capture extends the potential value of p pSharePoint and allows companies to focus on paper-based processes for greater


efficiency and ROI
