Challenge
Our esteemed client was facing a significant challenge with their scattered Document Management System(DMS), leading to an overwhelming amount of unorganized data. The lack of a centralized DMS had caused a great deal of frustration among the departments, resulting in a considerable amount of time wasted in locating essential customer data. To tackle this issue and streamline the life cycle of construction projects, our client required a comprehensive digital archive that could be easily accessed, retrieved, and shared while adhering to legal retention guidelines. As a solution, we suggested the implementation of the SharePoint Document Management System, ensuring a user-friendly and professional workflow for all documents.
Solution
After a thorough analysis of the client's needs, we determined that a SharePoint Document Management System would be the ideal solution for secure data storage in the cloud. To start, we created a customized DMS and set up departmental sites for efficient document management.
The client provided us with specific rules and workflows, which we implemented to ensure proper document structuring and searchability. Our team organized the documents into libraries and folders, utilizing metadata for easy search and retrieval.
We even developed a specialized tool to streamline the process. We incorporated essential functionalities, including
- Approval & Rejection Workflows,
- Version History
- E-Signature, OCR
- Sync with PC
- Meta Data to ensure the success of the client's Document Management System.
Our professional approach and attention to detail guarantee a secure and efficient document management solution for our valued client.
Result
The implementation of SharePoint as the client's Document Management system has revolutionized their approach to information sharing. With its user-friendly interface and centralized repository, employees are now able to save, access, and collaborate on documents with ease.
The streamlined processes of submission, approval, and visibility have resulted in a more efficient workflow, while the enhanced search functionality has significantly reduced the time spent on finding relevant information.
As a result, employees are able to save up to 35% of their productive time.
This cost-effective solution has enabled the client to maximize the benefits of their Microsoft 365 license, while providing a professional and reliable platform for their document management needs.
