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Document Management with Microsoft SharePoint
Challenge
The lack of a centralised document management solution in addition to the absence of an effective document management strategy has resulted in their client’s data becoming unworkable.
Staff were growing increasingly frustrated with the amount of time it was taking to find customer data or up to date information about ongoing cases because it wasn’t easily accessible.
There was a growing reliance upon email for storing and sharing documents throughout the company.
The lack of a centralised document management solution caused an increase in duplicate data throughout the organisation.
IT provider, we were growing increasingly concerned about the added workload being placed on their IT infrastructure as a result of duplicated data.
CLIENT:
INDUSTRY:
Microsoft SharePoint
PROJECT TIMELINE:
9 months
Functional Area
Software Development
Technologies
Microsoft Office Add-ins
Microsoft ASP.NET Web API 2.x
Microsoft Entity Framework 6.x
Microsoft SQL Server 2012, 2014, 2016
Windows Workflow Foundation
MDS
Angular 5+
Office Fabric JS
Azure DevOps
Office 365
Git
SOLUTION
Introduce Microsoft SharePoint as a centralised document management solution. This solution would be shared by head office and remote workers, improving collaboration between departments and individuals throughout the organisation.
Setup SharePoint document libraries in Outlook, allowing staff to copy emails directly into SharePoint Online in addition to using drag and drop.
Develop a custom search solution using Microsoft FAST search which is Microsoft’s SharePoint collaboration platform used to help users locate and retrieve content stored in SharePoint. Unlike public facing Web search engines, FAST typically operates in private company networks, such as intranet and document libraries, making it quicker and easier for staff to find important client information.
Introduce Microsoft Azure Multifactor Authentication to SharePoint as an added layer of security and data protection.
Tag all content with metadata as it is being uploaded to SharePoint, making it far easier to organise and retrieve content.
Introduce the Deep Data large volume data archiving solution to archive the clients redundant data.
Conduct SharePoint training workshops for staff onsite and via video conferencing for remote workers.
Deployment of SharePoint
RESULTS
Productivity and profitability has increased thanks to an effective document organisation strategy that is driven by SharePoint Online.
SharePoint Online is now the single centralised document management repository that provides all the functionality the company requires for efficient client and case records management.
Client data management has been streamlined through the introduction of SharePoint Online increasing business case efficiency and improving productivity, customer service and client relations.
All electronic email correspondence is now saved in SharePoint alongside the respective case files and customer information.
The staff are now collaborating more effectively on cases and sharing knowledge from the same repository.
The introduction of FAST search capability has made it quick and easy for their staff to find up to date information.
As an added layer of security, document version tracking is active and access permissions have been applied at both user and group level, ensuring that all staff only have access to their respective client case details.
Any duplicate data has been completely erased from the client’s network, speeding up productivity and reducing the workload placed on their internal file server and exchange servers.
