- The webinar discussed improving organizational processes with Office 365 by bringing together email and document management systems. It emphasized the importance of user adoption of internal systems and making the most of SharePoint and Office 365 for case management.
- Content integration remains a challenge, with over half of critical business content stored outside of content management systems. User adoption is key to getting content into the right managed storage.
- Exploiting SharePoint on Office 365 for case management provides opportunities for external collaboration, visibility, audit, and cost/productivity improvements. Considerations for effective implementation were discussed.
From Event to Action: Accelerate Your Decision Making with Real-Time Automation
[Webinar Slides] Improving your Organization’s Collaborative and Case-Centric Processes with Office 365
1. Underwritten by:
#AIIMYour Digital Transformation Begins with
Intelligent Information Management
Webinar Title
Presented DATE
Improving your Organization’s Collaborative and
Case-centric Processes with Office 365
An AIIM Webinar presented
7th June, 2018
3. Underwritten by:
Agenda
The benefits of bringing together email and
document management systems
The importance of user adoption of in-house
systems
Making the most of SharePoint and Office 365
for case management
4. Underwritten by:
Agenda
The benefits of bringing together email and
document management systems
The importance of user adoption of in-house
systems
Making the most of SharePoint and Office 365
for case management
5. Underwritten by:
Content Integration Remains a Challenge
While most
organizations continue
to increase the number
of content systems they
use, a rising portion of
critical business content
(now 54%) remains
OUTSIDE those content
management systems.
2018 2013
0% 2.8% 2.7%
10% 5.4% 6.8%
20% 7.6% 8.3%
30% 10.1% 12.2%
40% 10.1% 8.6%
50% 10.8% 11.6%
60% 12.7% 9.8%
70% 14.6% 13.1%
80% 12.3% 10.1%
90% 13.6% 16.9%
Average % 54.4 53.5
What proportion of your unstructured content and information
(excluding emails) would you say is stored in enterprise systems
(ERP, HR, Finance, CRM, Project Management, LOB, etc.) INSTEAD
OF in a Content Management/DM system(s) -- and is not
accessible through your Content Management/DM system(s)?
Source: "State of Intelligent Information Management: Getting Ahead of the
Digital Transformation Curve" – an AIIM Industry Watch report, 2018
8. Underwritten by:
Current Status of Digital Transformation Initiatives
Only 20 months from
2020, fewer than 1 in 5
organizations are near
where they want to be re
the core Transformation
challenge of
“understanding,
anticipating, and
redefining internal and
external customer
experiences.”
3%
22%
29%
27%
15%
4%
don't care
planning, but haven't started
25% there
50% there
75% there
we're there!
Relative to where you want to be by 2020, where are you in
your overall Digital Transformation Journey to
"understanding, anticipating, and redefining internal and
external customer experiences"?
Source: "State of Intelligent Information Management: Getting Ahead of the
Digital Transformation Curve" – an AIIM Industry Watch report, 2018
9. Underwritten by:
Email Remains an Important Content Source
Still the only Ubiquitous mechanism
Still the distribution mechanism for majority of
external consumers
Still the source of a large proportion of
documents both internal and external despite
efforts to make this less prevalent
11. Underwritten by:
Traits
Most are not particularly suited to having shared
workspaces/collaboration with the external parties
May be sensitive
All require groups of users to have a view of the
documentation and email specific to the process in one
place
All may have a later audit requirement
All benefit from measurement/BI
12. Underwritten by:
Agenda
The benefits of bringing together email and
document management systems
The importance of user adoption of in-house
systems
Making the most of SharePoint and Office 365
for case management
15. Underwritten by:
Rising Content Sprawl
The average
number of content
systems in use
continues to rise;
the average
number of systems
has grown by
nearly 30% over
the past 5 years.
2018 2013
None 4.2% 4.9%
1 system 13.5% 20.7%
2 systems 29.3% 28.4%
3 systems 17.5% 20.5%
4 systems 11.6% 7.7%
5 systems 6.5% 8.7%
6 systems 3.4% 1.5%
7-10 systems 6.2% 3.6%
More than 10 systems 7.9% 4.1%
3.94 3.14
How many different Content Management/DM/RM
suppliers/systems does your organization currently use?
6/7/201815
Source: "State of Intelligent Information Management: Getting Ahead of the
Digital Transformation Curve" – an AIIM Industry Watch report, 2018
16. Underwritten by:
User Adoption Means Getting Content into the Right
Managed Storage to Allow Policy to be Applied
What happens to content that originates in email?
Put it in a personal store?
Put it in the wrong place?
Put it in the right place?
Make it easy to get that content to the right place = getting that
content under control
Make it easy to pull content to the right place from personal and
other sources (Multi-repository capability)
Users who are less than 100% motivated will often take the easiest
route and most organizations have a mixed level of motivation
17. Underwritten by:
What is Different about
Office365 v On-premise SharePoint
Platform capabilities
Workflow, etc., but also more and more AI
Additional SaaS opportunities
No Server customization
Elasticity
Cost base (you likely have already paid for it)
18. Underwritten by:
Agenda
The benefits of bringing together email and
document management systems
The importance of user adoption of in-house
systems
Making the most of SharePoint and Office 365
for case management
21. Underwritten by:
Exploiting SharePoint on Office365 for Case
Management (Email/Document Centric)
Platform is broad and future proofed
Opportunities for external collaboration
Visibility/Audit/GDPR
Cost and Productivity
Having a case management system to deal with these types of processes can transform
costs and productivity
Time to find relevant documents and email
Being able to rapidly prototype and deploy
Avoid development
Effective ongoing maintenance and re-use
OOB capabilities that need bolstering
Outlook integration
Surfacing relevant case/other content?
No easy way to provision consistently for case management
Example National Grid – Legal Document Case Management/Matter management
http://www.repstor.com/wp-content/uploads/2018/05/National-Grid-case-study.pdf
22. Underwritten by:
Things to Consider
Leverage existing infrastructure, especially the systems that
have high support and helpful updates from their sources
Look for opportunities to manage your processes, especially in
a case-centric way
Consider how using a case management approach in your
organization can benefit your own client base for better
customer engagement and service
Seek assistance from your professional associations, suppliers,
or consultants, for those areas where you need additional
expertise and guidance
23. Underwritten by:
Questions?
E: alan.mcmillen@Repstor.com
Get in touch today!
Visit our website:
W: www.repstor.com
For case studies, white papers, product information and
more:
O365 for case management White Paper
http://www.repstor.com/resources/whitepaper/enjoy-latest-white-paper-10-important-benefits-
standardising-office-365-case-management
Want to see the Repstor software in action?
E: contact@repstor.com