SharePoint Electronic Content Management (ECM)

Customers can request the SharePoint Electronic Content Management (ECM) service offering when they have a need to replace physical paper files with an enterprise-class document imaging solution. This service allows customers to upload paper or digital documents to a SharePoint repository via a third party vendor tool called KnowledgeLake. The document repository can then be accessed by authenticated staff or faculty. End users can also upload electronic documents. All documents have indexed data that can be searched via SharePoint for easy retrieval.

There are three different tiers for this service:

Basic SharePoint ECM Site

  • Partner uses SharePoint only to manage their digital documents. Documents are stored in a document library.
  • Specific searches can be created via KnowledgeLake Search to retrieve documents.
  • Content types are created to capture specific metadata for documents.

SharePoint ECM Site with KnowledgeLake Capture and/or Connect

  • Partner uses KnowledgeLake Capture and/or Connect to upload their documents to a SharePoint site.
  • Specific searches can be created via KnowledgeLake Search to retrieve documents.
  • Content types are created to capture specific metadata for documents.
  • Auto populating of metadata fields by pulling data from either a SharePoint List or external database.

SharePoint ECM Site with KnowledgeLake Capture, Capture Server and Connect

  • Partner uses KnowledgeLake Capture and/or Connect to upload their documents to a SharePoint site.
  • Specific searches can be created via KnowledgeLake Search to retrieve documents.
  • Content types are created to capture specific metadata for documents.
  • Auto populating of metadata fields by pulling data from either a SharePoint List or external database.
  • Capture Server is used for advanced business needs such as delineation of scanning and indexing duties, custom processing of documents.


Basic SharePoint ECM Site

  • SharePoint ECM site – SharePoint document library
  • KnowledgeLake Search – search page for retrieving digital documents from SharePoint document library based on metadata
  • Content Types – collection of column fields that hold metadata associated with documents stored in the document library

Integrating with custom departmental apps (e.g. ADIS, AIS, STAR Lookup)

The following items are excluded from Basic SharePoint ECM site

  • Integration with KnowledgeLake Capture or Connect software

The following tables list the service fulfillment target for each service request:

Service Request Fulfillment Target
Permission request 1-2 Business days (Provided proper approval by Site Owner)
Create KL Search 2-3 Weeks depending on complexity
Modify/Update KL Search 1 Week depending on complexity
Create new content type 1 Week
Update current content type 3 Business Days

The complete Service Level Expectation (SLE) document for the SharePoint Electronic Content Management service can be read by clicking this link:
Document Imaging SLE

Training is provided by the Document Imaging Team and includes basic walkthrough of product features. Training also encompasses customizations that are included in the different tier options. Training is generally provided prior to releasing the final product to the Partner but can also be provided at a later date by request as a refresher or for new employees.


SharePoint ECM Site with KnowledgeLake Capture and/or Connect

  • SharePoint ECM site – SharePoint document Library
  • KnowledgeLake Search – search page for retrieving digital documents from SharePoint document library based on metadata
  • Content Types – collection of column fields that hold metadata associated with documents stored in the document library
    • Capture and/or Connect – index documents and upload to SharePoint ECM document library using metadata
    • Auto populating – ability to have metadata fields based off of either information entered in other fields or database calls.

Integrating with custom departmental apps (e.g. ADIS, AIS, STAR Lookup)

The following items are excluded from SharePoint ECM site with KnowledgeLake Capture and/or Connect:

  • Custom processes with Capture Server

The following tables list the service fulfillment target for each service request:

Service Request Fulfillment Target
Install and configure Capture/Connect software 2-3 Business days
Add autopopulation of fields 2-3 Weeks depending on complexity
LOB integration 4 weeks depending on complexity

The complete Service Level Expectation (SLE) document for the SharePoint Electronic Content Management service can be read by clicking this link:
Document Imaging SLE

Training is provided by the Document Imaging Team and includes basic walkthrough of product features. Training also encompasses customizations that are included in the different tier options. Training is generally provided prior to releasing the final product to the Partner but can also be provided at a later date by request as a refresher or for new employees.


SharePoint ECM Site with KnowledgeLake Capture, Capture Server and Connect

  • SharePoint ECM site – SharePoint document Library
  • KnowledgeLake Search – search page for retrieving digital documents from SharePoint document library based on metadata
  • Content Types – collection of column fields that hold metadata associated with documents stored in the document library
  • Capture and/or Connect – index documents and upload to SharePoint ECM document library using metadata
  • Auto populating – ability to have metadata fields based off of either information entered in other fields or database calls.
    • Capture Server – creating custom Capture processes for delineation of scanning and indexing duties, custom processing of documents

Bulk Import of Archive Documents Using Capture Server and SharePoint
Document Scanning

  • Work with external vendor, HITS, to facilitate scanning and tagging of metadata
  • Creating Capture Server Processes for importing documents and metadata into SharePoint

Integrating with custom departmental apps (e.g. ADIS, AIS, STAR Lookup)

The following items are excluded from Bulk Import of Archive Documents Using Capture Server and SharePoint:

  • Document Imaging team manually entering metadata
  • Determining what documents need to be grouped together and which do not.

The following tables list the service fulfillment target for each service request:

Service Request Fulfillment Target
Add Capture Server Process 2-3 Weeks depending on complexity
Modify Capture Server Process 2 Weeks depending on complexity

The complete Service Level Expectation (SLE) document for the SharePoint Electronic Content Management service can be read by clicking this link:
Document Imaging SLE

Training is provided by the Document Imaging Team and includes basic walkthrough of product features. Training also encompasses customizations that are included in the different tier options. Training is generally provided prior to releasing the final product to the Partner but can also be provided at a later date by request as a refresher or for new employees.

Communication & Collaboration Services