Highlights from AIIM’s survey on SharePoint and Market Intelligence—“Clouding the Issues”

"Clouding the issues..."

“Clouding the Issues…”

In a joint study with AIIM’s Market Intelligence division, underwritten by Kodak Alaris; progress, upgrades, and utilization of SharePoint 2013 is discussed in “Clouding the Issues.”  This blog highlights key findings from that study and provides a free version of the report.

In the last ten years, SharePoint has had four major versions—SharePoint 2013 being the most recent one. While all four versions are utilized by various organizations, the most current version of SharePoint has had a great deal of impact on document management and enterprise content management (ECM).

SharePoint expands its market with greater opportunities for adoption across the enterprise, leading to greater usage than other systems. SharePoint 2013 offers features that speak to the content management debate and allow users to fulfill needs in areas such as customization and third-party, add-on products.

SharePoint 2013 offers alignment of the “365” family of cloud contributions from Microsoft, integration with other enterprise systems and third-party add-ons with the cloud feature.

The study available looks at adoption rates and roll-out status for SharePoint as an enterprise content management system, issues of user adoption, and the overall success of the product. Adoption and difficulties are measured, along with examination of the new 2013 features and third-party add-on products. Also mentioned is spending plans for licenses, services, and add-on products.

Key findings support that:

  • 57% of survey responding organizations use SharePoint for enterprise content management and 31% consider it to be their main or only ECM system. 28% only use SharePoint for collaboration sites/intranet
  • 22% sought no external advice or training, and only 28% took external training—only 17% used specialist ECM solutions (most relied on general IT consultants or channel resellers)
  • Biggest on-going issues are adoption, extending the business scope, and governance. Achieving uniformity of classification and metadata is also a big issue
  • 38% are supporting two or more live versions. 21% of large organizations are supporting three or more. Most respondents considered the upgrade progress more of a migration than an upgrade
  • 45% plan to be on SharePoint 2013 by mid 2014; improved search and navigation is deemed the most useful new feature. Close integration with Outlook, Exchange, and Lync are also welcomed, along with better mobile device support, and improved retention management.
  • 33% are struggling with their SharePoint implementation, and 28% say progress has stalled. However, 40% are moving forward
  • 18 % use the standard product, while 30% are using somewhat of a customized version
  • In 49% of organizations, the current driving force is the IT Department, 14% have a multi-departmental steering committee
  • 67% still see third-party products as important; like system monitoring, BPM, storage, management, metadata management, and records management
  • The most popular auxiliary products are: migration tools, unified data interfaces, and scanning and capture

Click here for free copy of AIIM’s study!

Hayley

P.S.: Have you seen our videos about KODAK Info Activate Solution yet?  Whether you use Microsoft SharePoint or another collaboration platform, Kodak Alaris can help you activate your information and ignite your workflow.  

Are you ready to Perform Automatic Business Processes with Advanced Insight?

Consistently, new technologies are introduced to increase business effectiveness and automatic business processes with improved insight are such an advancement. Thanks to scripted, rule-based workflows, content entry has gotten a whole lot easier.

Think about simple data with simple data entry. It is unrecognized and it has no meaning. When it’s captured, the process to understanding has begun.

The data can then be classified so it turns into information where important components are identified, and that can be used in transactions. When complete, data has transformed into information and then knowledge for the organization to improve their understanding.

As demonstrated in the chart below, the process of data being captured to becoming understood knowledge, leads you through the transformation from Enterprise Content Management to Customer Experience Management. This means that you are taking the information from a company view and understanding how it will be utilized to benefit customers and their needs—which drives customer loyalty.

automatebusinessprocesses

As another example, social media is data and companies are able to discover useful information to help maintain relationships and business partnerships—providing power to see concerns, complements, as well as feedback.

Using this methodology—Intelligent Document Understanding—will make your business more competitive.

For more information on Intelligent Document Understanding and automatic business processes and advanced insight, download our whitepaper.

Hayley

Stay organized via document classification

Want to be better organized to be more effective?  Classifying your documents is an important step to take. At work, you may have folders filled with papers pertaining to a certain topic neatly filled away into a labeled folder. Even on your computer you classify different documents and place them into their correct “folders.”

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Intelligent Document Understanding takes these differences in documents and sorts them into four different classification methods.

  • Symbolic: The easiest and most accurate method, which usually features barcodes. It typically is used with paper or fax documents but not e-mail.
  • Graphics-based document analytics: This method classifies the documents based on their appearance but not what the text actually says. This is typically used for invoices or semi-structured documents.
  • Graphics-and text-based keyword combined: This process lacks much flexibility, but can classify a bit more than the previous method.  It looks at the graphics (appearance) and can see that it is an invoice; however it also will pick up on keywords in the document such as “car repair” and place it into the correct folder.
  • Full, text-based document analytics: This is the newest method which also is the most complex yet versatile of the four. It can classify all text-based documents which range from paper, e-mails and social media.

There are also three “classes” of documents in which the different methods follow to arrange the documents.

  • Unstructured: Simple and no variability, typically documents that have an unknown page layout with variable content. Typically these are correspondence or mailrooms.
  • Semi-Structured: These are documents such as invoices, which are the same types of document but vary with information. These typically have an unknown page layout with tabular data.
  • Structured: These documents are very complex and vary a lot. They have a fixed page layout and consistent, defined content.  Examples of structured documents are applications, benefit forms or checks.

 

Do you have any questions about document classification?  Read more about this topic in our whitepaper.

Nikole

P.S.: Visit our Web site to learn about KODAK Info Activate Solution to see how is can activate your information and ignite your workflow.

Do you enable document collaboration?

How do you pass documents to your peers? You’d probably send an attachment in an email, or maybe even deliver it in person as a printed file.  Okay…probably not that last one unless you sit next to them. Don’t do either of those—instead, share it. If your organization practices intelligent document understanding, there will be a content management system that allows you to virtually share your documents via online platforms.

How is this different than an attachment in an email? Its home base is the Web—meaning people with access to it, can edit it right there and it will save automatically.

With sites like Microsoft SharePoint, Box, and Alfresco you’re able to create, share, manage, and automatically update documents in one easy-to-use place.

Oh, and they can be secure. There are online document sharing forums that allow you to initiate online collaboration, sync files, and manage viewers or writers with simple button clicks. Need to access the files anywhere through a simple and secure link? Through tracking and management functions, access to user activity files is available and you’re always getting the most current version of the document.

For easy and reliable collaboration, programs like this are your best bet. They are practical, powerful, and offer a variety of benefits to users.

Image credit: av2.com

Image credit: av2.com

Other programs, like Microsoft SharePoint, also give you options for document sharing and collaboration.  With built-in compatibility for Outlook and Project, SharePoint provides easy options for messaging and communication.

Have you seen our KODAK Info Activate Solution software?  It delivers business benefits and efficiencies because it functions inside of Microsoft SharePoint.  You gain all the benefits of using this powerful integration and collaboration platform.

Document sharing enables employees to create a more dynamic and productive working environment—after all, it’s part of the “digital age.” With these programs, organizations can ensure secure and accurate collaboration between team members around the world.

For more information about document sharing or collaboration, download our whitepaper.

‘How to’ videos on our new ScanMates

Fast, helpful, and business-friendly, the new KODAK ScanMate i1150 and ScanMate i1180 Scanners are here! Interested in learning more about the i1150’s productive Transaction Mode, how ScanMates make it easier to stay organized, our Intelligent Document protection feature, and more? Watch our how-to videos from our YouTube channel below! Happy scanning!

Transaction mode on the Kodak ScanMate i1150 Scanner

 

How to stay Organized when scanning with the Kodak ScanMate i1150 Scanner

 

Kodak’s Intelligent Document Protection feature on the ScanMate i1150/i1180 Scanner

 

How to change the Smart Touch icon on the Kodak ScanMate i1150 and i1180 Scanner

 

How to replace the Consumables on the Kodak ScanMate i1150 and i1180 Scanner

 

How to remove the output tray from the Kodak ScanMate i1150 and i1180 Scanner

 

We hope that you found these videos helpful! If you have ideas for others that we should make, please post a comment here. The same goes for any questions that you may have.

Hayley Stauss

6 tips for implementing a browser-based, thin-client capture system

Kodak_Alaris_Kodak_ScanMate_broswer-based_thin-client_capture_solutionBrowser-based capture systems take advantage of the cost efficiencies that Web technologies offer – which is why they are becoming more popular.  It is a solution that can enable an organization to more effectively process paper (forms with and without barcodes, checks, etc.) and hard cards right in their line-of-business application and reduce infrastructure support costs.  However, what do you need to know before selecting a solution?

Here are six tips that will provide a better outcome.

  • Select a true, browser-based application
    • OR scan enable an existing browser based application
    • OR build your own browser based application
  • Choose a scanner that was designed to easily connect to browser-based applications
  • Avoid more expensive PC requirements by choosing a scanner with onboard image processing so that no desktop software is needed
  • Build what is right for your organization by purchasing a fully licensed scanner with a software development kit (SDK) to write and enable browser-based capture applications
  • Sidestep support requirements for installation, upgrades, maintenance with a near zero-footprint  solution and onboard image processing
  • Select a system that will deliver critical transaction information to the right place at the right time using the right process

As they should, many organizations are cost conscious when it comes to a new solution.  An added benefit of cloud-based, thin-client capture is that some solutions require minimal to no software on users’ PCs.  IT managers love that aspect because they do not need to purchase more expensive machines to run software.

To make the setup of a browser-based, thin-client capture system simple, Kodak Alaris offers a solution that includes our KODAK ScanMate i1180 Scanner (with built-in image processing) and KODAK Info Input Solution (a true, browser-based application) and ECM® Captiva® Cloud Toolkit (included with our ScanMate i1180).

Are you familiar with the EMC® Captiva® Cloud Toolkit?  It enables scanning from browser-based applications within virtual environments. Here’s a quick look at what the benefits that the Cloud Toolkit offers.

  • Easy to deploy and maintain as there is no need to download application components to enable browser based scanning
  • Great compatibility by leveraging industry standard Web services to ensure every Web browser and Web development environment will work
  • Makes scanning as easy as printing by giving the developer full programmatic control over every aspect of the scanning process
  • Leverages the power of the ISIS driver which comes bundled with the ScanMate i1180 Scanner

Hopefully this blog provided you with helpful guidance.  Do you have any questions about what else would be needed for the proper integration of a browser-based, thin-client capture system?

-Brennan