To improve operational efficiencies and user productivity, Glenmede decided to move key systems to the Microsoft Office platform. This included installation of Microsoft Office SharePoint Server, which replaced the FileNet system for content management and Lotus Notes for workflow automation. Glenmede also deployed Microsoft Outlook to replace Lotus Notes for e-mail and calendar functions.
Littenberg notes, however, that there was a missing piece to the technology upgrades.
“We felt that using SharePoint Server for our content management system would give us plenty of return on investment, and its integration with other Microsoft products would help us consolidate technologies,” he says. “But the content management system was not complete because we didn’t have a way to get documents into it.”
To scan and index documents, Glenmede decided to deploy a KnowledgeLake enterprise content management solution. Components of the solution include:
KnowledgeLake Imaging for SharePoint, which enables easy batch scanning of paper documents and provides users with tools such as flexible searching of images from inside a web browser.
KnowledgeLake Capture, which is used at Glenmede in conjunction with a Canon DR-9080C high-speed scanner to quickly convert high volumes of paper documents into electronic format.
KnowledgeLake Capture Server, which enables cost-effective scanning from network-based devices such as multi-function machines.
Working with KnowledgeLake, Glenmede deployed the solution in May 2009. By July 2009, the firm had migrated more than 1 million documents from FileNet to SharePoint using the KnowledgeLake products. Glenmede now scans about 12,000 documents a month using the system.
The only significant issue encountered during the migration involved conversion of Tagged Image File Format (TIFF) files into Adobe PDF documents.
“We experienced some corruption issues in about 2 percent of the converted documents,” says Littenberg. “Without pause, KnowledgeLake brought in their experts, decided on a course of action, and quickly got it handled. This is exactly how we want our vendors to react whenever there is a problem.”