Document SolutionsMade Simpler
Managing document status and versioning as it moves through review and approval can be challenging. Our Document Lifecycle Process (DLP) solutions can help. From a technology perspective, our solutions take advantage of SharePoint's out-of-the-box features that are configured and optimized for DLP.
Our DLP modules are a series of interactive workflows and components which facilitate the authoring, identification, review, approval and archival of documents and records. These workflows have built in flexibility to route documents to the relevant reviewers and approvers based on document status and characteristics defined in the file plan. The document lifecycle process has a built in state model which manages document status. This allows users to know who is currently working on and the current status of any given document.
Speak to one of our consultants to find out how we can help make your DLP project a success.
Content classification leads to a file plan. It's essentially a scheme for how documents should be organized. This can be done on paper, or in a hands-on session on a big whiteboard. We run many sessions like this. Think about documents in terms of:
Taking the time to complete this often complex and time-consuming task really helps later on when it comes to migrating content. Remember a new document management system will likely be in service for years, if not tens of years, so it is worth putting the man hours in at the beginning to get things organized.
SharePoint provides powerful metadata-tagging features. Documents can have all kinds of data and properties assigned to them:
Ensuring documents have the appropriate metadata applied has a number of benefits. It makes finding documents much simpler (either via search or navigation). It also makes identifying a document, without opening it, much more straight-forward. Good metadata can also go a long way to applying record management and retention policies, should your files require it.
Useful as it is, don't bite off more than you can chew with metadata. Each file doesn't need ten separate properties, and likely users simply won't fill in this many fields anyway. Balance the need for description with practical thought around usability.
User adoption, or change management, has some time-tested best practices for moving into document management. It doesn't work to dictate a new way of storing document unless you have buy-in from everyone. We suggest:
Our specialists in document management can help you implement SharePoint based document management in order to increase your company's efficiency.
Finding accurate information can be an employee's most time-consuming task, and once they have found the content they have to assume that it's up to date. But without robust document management in place, this can quite often be a nearly impossible goal.
If used properly document libraries support an effective process and tool for maintaining and accessing a project's deliverables. A summary of best practices:
Documents and records can be digitally signed directly within the document, from a SharePoint library or within a SharePoint workflow tasks. These signatures can be used with mainstream document authoring software such as Adobe Acrobat, MS Word, and MS Excel as well as MS InfoPath forms.
A large majority of users within our customer organizations are intensive "knowledge users," often being in roles requiring deep specialist knowledge or access to knowledge in order to be able to carry out daily tasks.
What we use as a baseline definition is that anything that is derived
through experience or research which may have value for reuse goes into the "knowledge bucket." We have built a reusable Wiki based system that can contain text images and video. It's designed to scale for many different "knowledge buckets". Please see this solution.
For organizations that are already committed to SharePoint as their preferred portal technology, it makes a lot of sense to build a blended document and knowledge management system.
We will typically advise that a KMS project follows a SimplePortals "KM accelerator" approach. The advantages are:
A successful project is achieved by paying serious attention to the initial Discovery and Planning stage. During this stage, the two single most important activities are:
Other activities during this stage include exploring the current state, existing knowledge assets, asset transformation, migration, functional scope and much more.
Our KM approach is cost effective and requires little customization, therefore greatly reducing the risk of failure and budget overrun. Contact us today to find out more.
Organizations should routinely delete unnecessary information -- but they don't.
There is too much fear and uncertainty. As a result, they save everything even if it's ROT (redundant, obsolete and trivial). That's costly for business.
With SharePoint Server 2013, policies are enforced both on the server and in the client applications. This is done transparently; policy features that apply to a document are described in a policy statement that is associated with the document, and policy-aware applications prevent users from doing tasks that violate the document's policy.
You can associate a policy with a library, list, or content type in the following ways:
The actions that can occur at the end of a stage include the following:
SharePoint has a built-in records management feature which can be configured to organize final records into meaningful document libraries. It is possible to apply retention and information management policies to records based on content type and in line with SOPs and regulatory requirements. Strict security is applied to the records management SharePoint site to ensure that records cannot be modified or deleted.
An intranet will only remain relevant with sustained attention and effort. That's where SimpleSharePoint comes in. We can be your dedicated SharePoint support and advisor. We will evaluate new features, map them to the relevant value for your business, and deliver measurable results.
We'll invest in understanding your business goals and align them to a strategic roadmap that ensures continuous innovation. Our SharePoint methodology can save users an average of 30 minutes per day. That's a $125,000 cost savings per year for a 1,000-person company.
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