Captiva for SharePoint

1© Copyright 2010 EMC Corporation. All rights reserved.

MAXIMIZING DOCUMENT CAPTURE WITH MICROSOFT SHAREPOINT

Sean Baird – Senior Manager, Product Marketing EMC Corporation

Foundational ECM

Supplemental ECMEmbrace and Extend Workloads with Partners

E-mail Archiving*

Human Centric

Workflow

Document Output

Management

Rich Media Manageme

nt

Web Content

Management

Records Manageme

nt

Document Manageme

nt

Physical Records Management

Scanning and Capture

Transactional Content

Management

Business Process Management

Archiving and Library Services

SharePoint ECM

* E-mail Archiving provided by Exchange


Information Intelligence for SharePoint





Management



Information Intelligence for SharePoint





Management


Intelligent CaptureEnable instant access by

moving physical documents into

SharePoint

Information Access

Maintain the SharePoint experience while connecting active content to

active processes

Information Governance

Ensure centralized compliance, archival & eDiscovery and maintain

retention and control on inactive data

EMC Microsoft Consulting

EMC Storage


The Office of the Future

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

Vincent E. Giuliano, BusinessWeek, June 30, 1975


Were They Right?


But Paper Still Exist – Why?

Ubiquitous

Understandable

FOOLPROOF


Annual paper consumption Worldwide…

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

Million Tons20


Each document costs you…

$20 in labor to file

$120 in labor searching

$1 per document to store

$5 per document to retrieve

…and on average, 5% of documents are lost

25 hours to recreate


Increased Efficiency

Results Saving a minimum of $8500 per month in error

reduction

Reduced from 16 staff (data entry) to 6

Duplicate orders reduced by 2/3rds

Order processing has gone from 2-3 days in peak period to 92-97% same day

Order accuracy is 99%

World’s leading specialty distributor of advanced network technology solutions, working to improve process automation and integration with business applications

Significant cost reduction

Faster, more accurate business processes


Paper, Paper, Everywhere

Paper Remains important

Accelerating Capture Yields Great Value

Universal Availability in SharePoint


“Organizations looking into SharePoint to support large volumes of static content or transactional process will find their needs better met through partner-built solutions extending SharePoint”

Gartner Core Research Note

Analysts are saying …


Capture at Point of Entry

Results Implemented Microsoft as their ECM

platform for managing paper-based documents

Document capture used in centralized mailroom and distributed MFPs

Enables groups to immediately process business without delays (Retail, Insurance, Savings and Retirement)

A major international financial services group providing asset-managing services for retirement, investment and protection to some 6.5 million customers globally.

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


Reduce Costs

Document Capture Benefits


Improved Productivity

Document Capture Benefits


Reduce RiskDocument Capture Benefits


Five Things to Consider

Capture Throughout the Enterprise1


Intelligent Enterprise CaptureCentralized Capture

Mailroom• Dedicated, centralized

scanning• High-volume scanning


Intelligent Enterprise CaptureDistributed Capture

Distributed Capture• Branch or Regional

Offices• Scanners and MFPs





Distributed Capture• Field Offices,

Customers• Web-based Scanning






Intelligent Enterprise CaptureCapture Anywhere

Capture Anywhere• eForms• Faxes• Network Directories

Capture Anywhere• Email• MFPs• Desktop Scanners





Faxes

E-mail

Scanners

MFPs

Network Directories eForms


Support Capture Across the Enterprise

Centralized Batch Capture

Fax Machine Integration

Ad-Hoc Desktop Capture

Ad-Hoc Browser-based Capture

Networked MFP Capture

Email Integration


$5 million in savings!

$250,000+ savings in

reduced postal costs

Source: A leading Insurance Company


Capture Throughout the Enterprise1Scanning as a Second Job2



Intelligent Enterprise CaptureMoving to the Front-Office

Enable Front-Office Workers

• More Productive• Faster Access to

Information


• More Productive• Faster Access to

Information


• SharePoint Collaboration

• Better Job Performance


• SharePoint Collaboration

• Better Job Performance

Capture for SharePoint throughout the entire enterprise

Faxes

E-mail

Scanners

MFPs


Moving to the Front-Office

Increased acceptance

Reduce errors

Faster delivery

Enhanced services


Average time to process returns reduced to less

than 10 days

Process electronic filing from 10 to 3

days

Source: A Public Sector - State & Local Office


Capture Throughout the Enterprise1Scanning as a Second Job

Automating Manual Tasks

23



Intelligent Enterprise CaptureCapture Automation

Document Classification

• Document Preparation• Automated Document

Identification

Data Extraction• Data Entry• Intelligent Data Extraction

from Forms & Unstructured Documents



Automate the sorting and preparation of documents prior to capture

Improve customer satisfaction levels

Do more with fewer resources delivery delays


Intelligent Enterprise CaptureCapture Automation

Intelligent Document Recognition

• Doc Type• Case #• Gender• Race• Date

• Court order• 8791233• Male• White• 12-Mar

2010

Capture Classify Extract Validate Deliver


ClassificationCapture Automation

Classified Documents


• Court order

• 8791233• Male• White• 12-Mar

2010

Capture

Classify

ExtractValidat

eDeliver

Civil Forms

Order to Seal

Criminal Forms

Tracking Forms

Medical Records


Data ExtractionCapture Automation

1830662112

Civil

Seal Record

Court File #

Case Type

Doc Type



2010

Capture

Classify

ExtractValidat

eDeliver


ValidationCapture Automation

1830662112

Civil

Seal Record

Court File #

Case Type

Doc Type

Business Systems, Databases



2010

Capture

Classify

ExtractValidat

eDeliver


30% reduction

£900,000 savingsSource: Information Week, Dec. 2008




Working with Other Systems

234



Working with SharePointand your greater enterprise

Existing ECM

Business System

Accounting System



Other back-end systems will still play a significant role

Work in chronological or parallel processing

Co-exist with MS SharePoint


Saved hundreds of thousand dollars

annually

Increased productivity and

easy access to information

Source: US Attorney General’s Office





Standardized Capture Rules

2345



Avoid Recreating Messy File Cabinets

Ensure consistent rules for capturing documentEliminate ad-hoc, error-prone methodsOrganize incoming documents and dataQuick ROI = intelligent capture investment


Orders processed 95% same day

2/3 Less Duplicate Orders


Your Capture Checklist

Capture from all sources

Intelligent document classification

Automated data extraction

Application integration

Rapid and flexible configuration

Capture from all sources

Intelligent document classification

Automated data extraction

Rapid and flexible configuration

Application Integration


Bottom Line

Capture extends the value of SharePoint

Improve access and automate paper capture

Take the “enterprise” view to maximize efficiency

One of the safest IT investments


Visit the Captiva Ideal Office

Go to: www.emc.com/CaptivaIdealOffice

http://www.emc.com/CaptivaIdealOffice


THANK YOU

Technology

Captiva for SharePoint