Document Management

using SharePoint 2013

For AIIM Seminars
SharePoint at a Cross Roads - implications of SharePoint 2013 & Office 365

Document Management essentials

Capturing Documents
Adding content to your Content Management Solution

Organizing Documents
Provide routing, access and governance
Permissions, policies, location
Taxonomy, associated metadata
Search

Capture
Organize

Managing Documents
Make you content actionable
Solve business processes associated with content
i.e. HR onboarding, Invoice approval,

Manage

Document Management in SharePoint

Capturing Documents
Adding content to your Content Management Solution (File Upload
or Drag and Drop in the Document Library)
Organizing Documents
Provide routing, access and governance
Permissions, policies, location (Sites, Libraries)
Taxonomy (Content Types), associated metadata (Columns)
Search

Capture
Organize

Managing Documents
Make content actionable (Content Types)
Solve business processes (Workflow) associated with content
i.e. HR onboarding, Invoice approval,

Manage

Organizing with Content Types

SharePoint Content Type is the fundamental building block
for organizing your Documents and taxonomy.
How-to = Site Admin main configuration steps:
1. Create the relevant Content Types and Content Types
hierarchy for your business.
Prerequisite - taxonomy planning:
AP>Invoice, AP>Purchase Order
HR>Resume, HR>Application,
Accessories>Shoes>Women Flats

Capture
Capture
Organize
Organize

2. Associate relevant Metadata (Column) to the Content

Types
Invoice Column: InvoiceNumber, InvoiceDate, VendorID,
3. Enable Content Types use in the Library
4. Associate a Workflow with a Content Type

Manage
Manage

Step 1: creating Content Types

Site Settings > Site Content Types > Create

Step 1: creating Content Types

Site Settings > Site Content Types > Create > New Content Type

Step 2: associating Column

Associate Columns to Content Types

Step 2: associating Column

Associate Columns to Content Types: New Column

Step 3: enable Content Types in Library

Library > Library Settings > Advanced Settings

Note that Content Types management is disabled by default!

Step 4: associate a Workflow

Capture
Organize
Manage

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Creating Business Process Workflows

Native (OOTB) SharePoint Workflow is limited
Typically used for simple approval
Limited workflow logic, unless using code
Basic creation tools: SP Designer 2013, Visio 2013
Add-on solution: Kodak Info Activate Solution Workflow
Graphical designer tool, to be used by Business users
Easy to design, test, deploy, monitor, modify, manage
Inside SharePoint

Capture
Organize
Manage

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Capturing documents
Native SharePoint:
Site: File > Upload document
Drag and Drop in Site
hard to enforce consistent capture

Capture

Add-on: Kodak Info Activate Solution

Governance: Admin configures a Job for each doc types,
assuring a consistent capture i.e. Invoices, Resumes,
defines destination Site library and Content Type
for paper documents, defines scanner settings
Knowledge worker: ease-of-use / fault-proof steps
simply select the Job (Tile) and enter the metadata

Organize
Manage

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Kodak SharePoint Solutions

Conclusions
SharePoint 2013 platform enables
best-in-class Document Management
Add-on tools for Capture and Workflow
enhances SharePoint 2013 usability,
and allow Paper capture.

Built using SharePoint as a

platform
Thin-Client distributed enterprise
capture AND Workflow
Easy and intuitive user interface
Govern consistency and
accuracy of business data

Info Activate Limited Edition now in the

Streamline business process

workflows

Mobile capture (coming)

On-prem SP2010 now

On-prem SP2013 Q3/2013
O365/ Azure cloud Q4 2013

Office.com SharePoint 2013 App Store

Simple App to add PDF paper docs in your
SP2013 Document libraries
O365 or OnPrem
For small groups
No IT!

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Kodak Document Imaging Software Platforms

Batch capture (any

scanners)

Built using SharePoint as a

platform

A single platform handles

your multi-source inputs

Desktop / Client-Server

Thin-Client distributed
enterprise capture AND
Workflow

Self-learning classification
and data extraction with
Semantic understanding

Easy and intuitive user

interface

Knowledge and Response

Managements

Govern consistency and

accuracy of business data

Mobile capture, interaction

Streamline business
process workflows

Preview in Q2/2013

Import from MFPs

Mobile capture (coming)

On-prem SP2010 now
On-prem SP2013 Q3/2013
O365/ Azure cloud Q4 2013

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Cloud and on-premise

Thank you!
Twitter
Blog

@KodakDI
InfoOverdrive.com

Gaylord National Resort &

Convention Center, Washington
D.C., September 22 - 25, 2013
Ray Kurzweil
Director of Engineering, Google
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