Struggling to locate critical documents?
Poor document management can cause serious business problems:
- Missing documents
- Versioning issues
- Manual document merging
- Infrequent use of templates
- Inaccurate search results
- Limited mobile access
WebVine are SharePoint Document Management Specialists
Our local Australian team will work with you to develop the structure and processes to get your documents under control using the Microsoft technology you already have.
FREE REPORT
HOW TO FIX YOUR SHAREPOINT DOCUMENT ISSUES
Using WebVine’s expertise we were able to turn document storage into a collaboration and efficiency project which has changed the way we work at Sylvanvale for the better
Leanne Fretten, Chief Executive Officer, Sylvanvale
Benefits of effective Document Management
Support your people and your business with effective document management in SharePoint. It can be a challenging process but your organisation will see immediate and long lasting benefits.
PRODUCTIVITY
- People can find the correct documents quickly and effortlessly
- No more out of date versions
- Save time and minimise errors with templates
- Effective search
SECURITY
- Secure access to sensitive documents
- Established permissions, publishing and editing authorisation/li>
- Document lifecycle management
- Limit unauthorised sharing and transfer
Documents a mess? The WebVine team are here to help.
Adopt a best practice Document Management Solution with appropriate SharePoint document architecture and frameworks.
Some of our valued clients
How we can help with your Document Management using Microsoft 365
WebVine will conduct workshops with your key stakeholders that will uncover key insights, enabling us to construct a framework that will form the SharePoint Document Management Solution. We will then design and implement the most effective information architecture to meet your needs and recommend processes for ongoing management.
Our process:
What is Document Management?
As technology has evolved, so has the way that we’ve stored and accessed information. It is essential that organisations continue to update their policies, procedures and systems to leverage new technology and keep pace with the competitive landscape.
An old school definition of document management
Traditionally, document management has been defined as a system or process used to capture, track and store electronic documents such as PDFs, digital files and images of paper-based content.
How it has evolved
We have seen a cultural and organisational mind shift around document, image and records management, as it’s not just about the technology or the files. It's made up of people, processes and technology with a focus on:
Communication
Collaboration
Security
What do you need?
The components of Document Management
Each technology in your organisation serves a different function when it comes to document management. Below are some examples of technologies that could make up your document management system:
Records management
eg TRIM, AvePoint
Collaboration platform
eg Microsoft Teams
Offline access
eg OneDrive
Intranet
eg SharePoint
Electronic document management
eg SharePoint and network drives
How to get started with Document Management
It’s time to investigate
The first step is to establish your current situation:
1. What systems do we currently have?
2. How well are we using them?
3. How well are we using them?
4. Which document types are we using?
5. How are they received / processed / stored / updated?
6. What’s the level of user knowledge? How much training is needed?
7. Are our systems adequate?
How to get these answers?
Unless there is existing documentation, you will likely need to conduct a range of activities to complete your investigation:
1. Workshops / roundtables / focus groups
2. Surveys
3. Interviews
4. Usability studies
5. Job shadowing
Where are my documents?
Identify all the different places that your documents
exist. Are they in:
1. Collaboration platforms like Teams & SharePoint
2. Chat based apps eg Slack, Confluence, Google Hangouts
3. On your desktop
4. Intranet
5. Extranet
All of the above??
Need more help with document management?
As Microsoft 365 and Digital Workplace specialists, WebVine can assist you in developing a comprehensive document management system and strategy that will take your organisation to the next level.
We offer a range of services to suit all budgets and business objectives including:
• Tailored workshops
• One-off projects
• Ongoing tech support
Start your Document Management now
Please complete your details below and one of our consultants will call you back.
