Creating a Win-Win Strategy for

Automating your Paper by

Combining Capture and
Microsoft SharePoint

EMC Corporation

1
 Th Offi
The Office off the
th Future
F t
the
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

Copyright 2010 EMC Corporation. All rights reserved. 2

 Annual paper consumption Worldwide

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

Copyright 2010 EMC Corporation. All rights reserved. 3

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

and on average, 5% of documents

are lost
l t
25 hours to recreate

Copyright 2010 EMC Corporation. All rights reserved. 4

3 Things to Consider When it Comes to
Creating a Capture Strategy for
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 and
automation.

Capture and Microsoft SharePoint

together enable you to managing
paper in small departments or
across larger enterprises.

5
 A Good Starting Point Focus on
Paper
p

Reduced cost
Costs on storing and
shipping paper
Labor costs
Improved productivity
Reduction
R d ti iin manuall
process handling
Increase processing
p g
speed
Stronger compliance
Greater controls around
paper
Copyright 2010 EMC Corporation. All rights reserved. 6
 Where to Store Digitized Paper?

Copyright 2010 EMC Corporation. All rights reserved. 7

 Putting it All Together

Storage & Retrieval Supporting Paper-Based

Paper Based
Get Rid of Your Paper Processes
Stop Paper from Slowing Your Business
y Reduce Storage Cost y Reduce Processing Cost
y Speed Access y Accelerate Business
y Manage Risk y Manage Risk

Copyright 2010 EMC Corporation. All rights reserved. 8

 More Than Just Imaging

Scanning a
document to
create a digital
image is only
half the
equation

Copyright 2010 EMC Corporation. All rights reserved. 9

 Turning Paper Into Intelligent
Documents

Intelligent Document
Doc ment Capture
Capt re for SharePoint Real value comes from:
Intelligent data and
document capture
Centralized and
Court Order distributed processing
Doc Type Court Order
CCN 1830L66211262 Management and
Gender Male
monitoring
Race White

Ability to support
Easily Accessible, Process-ready Business Data
case-based
processes

Copyright 2010 EMC Corporation. All rights reserved. 10

Very Safe Investment

The substantial business value that

many enterprises achieve with imaging
makes
k iimaging
i one off the
th safest
f t ECM
investment areas.
Kyle McNabb

Advanced capture applications offer an

e cellent ROI opport
excellent opportunityusers
nit sers are
typically seeing payback in 12 months
or less, and often less than 6 months.
Melissa Webster

11
Customer Case Study

Worlds leading specialty distributor of advanced

network technology solutions.

Utilizing document capture Business Drivers

with SharePoint
SharePoint, ERP (JD
Edwards), EDI (BizTalk) to
streamline the purchase
order process
y Purchase order process was exclusively
reliant on manual data entry
y Need to automate the data extraction
process and integrate with other systems

Beyond SharePoint
y ERP JD Edwards
y eCommerce Inhouse development
y Email - Microsoft Outlook
y EDI BizTalk environment

12
Customer Case Study

Worlds leading specialty distributor of advanced

network technology solutions.

Utilizing document capture Results

with SharePoint
SharePoint, ERP (JD
Edwards), EDI (BizTalk) to
streamline the purchase
order process
y Saving a minimum of $8500 per month
in error reduction
y Reduced from 16 staff ((data entry)
y) to 6
y Duplicate orders reduced by 2/3rds
y Order processing has gone from 2-3
days in peak period to 92-97%
92 97% same
day
y Order accuracy is 99%

13
Capture
Mid to Large
g Size Organizations
g
Corporate Office

Customers
Regional Offices

M bil Worker
Mobile W k

Branch Offices

14
 The Need to Support All Capture
Environments
Centralized Batch Capture

Email Integration

Fax Machine Integration

Networked MFP Capture

Ad-Hoc Desktop Capture

Ad-Hoc Browser-based Capture

Copyright 2010 EMC Corporation. All rights reserved. 15
 Customer Case Study
A major international financial services group
headquartered in Scotland. It provides asset-managing
services for retirement
retirement, investment and protection to some
6.5 million customers globally.

Utilizing document capture

B siness Dri
Business Drivers
ers
with SharePoint, as part of y Initiative was to perform the
their overall ECM Strategy centralization and consolidation of the
capture and the scanning of paper-
based documents for various business
units
y A single, unified software infrastructure
for capture and document
management
y Architecture needed to support current
and future needs
Copyright 2010 EMC Corporation. All rights reserved. 16
 Customer Case Study
A major international financial services group
headquartered in Scotland. It provides asset-managing
services for retirement
retirement, investment and protection to some
6.5 million customers globally.

Results
Utilizing document capture
with SharePoint, as part of Implemented Microsoft as their ECM
their overall ECM Strategy platform for managing paper-based
documents
Document capture used in centralized
mailroom and distributed (Ricoh MFPs)
for several business units - Retail,
Retail
Group Insurance, Group Savings and
Retirement

Copyright 2010 EMC Corporation. All rights reserved. 17

 Your Capture Check List

y Capture
p from all sources
y Automated data
extraction
y Intelligent document
classification
y Rapid and flexible
configuration
g
y Application integration

Copyright 2010 EMC Corporation. All rights reserved. 18

 EMC Captiva Enterprise Capture
for SharePoint

Invoice
10010
Number
Acme
Vendor Products
Name
30
Purchase
JanuaryDate
2008
$Subtotal
6,014.81
Grand
$ 6,025.88
Total
Payment
Net 30 Days
Terms

C t
Capture Cl
Classify
if E t
Extract
t V lid t
Validate D li
Deliver

y Transform yyour documents into electronic images

g and
business data
Support centralized and distributed scanning environments
Identify all documents and automate data capture
Accelerate business processes

Copyright 2010 EMC Corporation. All rights reserved. 19

 Bottom Line

Automate p
paper
p within the organization
g
Take an Enterprise view of capture to
maximize business efficiency
One of the safest IT investments: ROIs in
<12-months
12 th
p
Capture extends the p
potential value of
SharePoint and allows companies to focus
on paper-based processes for greater
efficiency and ROI
Copyright 2010 EMC Corporation. All rights reserved. 20
 Copyright 2010 EMC Corporation. All rights reserved. 21