Organise your documents on the Portal
New and exciting Document Management functions are now available out-of-the-box from leading Intranet Portal Software vendors, providing, at last, a realistic alternative to expensive enterprise document management solutions.
As the pace grows ever faster in modern business, leaders need to respond to rapidly changing needs and priorities. This means more frequent departmental re-organisations, increased use of third-party outsourcing and more people pulled together in project teams.
Sounds exciting, doesn’t it? However, there is a dark side to this helter skelter pace of change. Ever heard of the maximum form, storm, norm, perform? This describes the process any new team goes through before finally reaching optimum performance. The risk is that your teams don’t have the time to reach that level of performance before you need to re-organise them again! All too quickly, their work is lost and documents scattered across numerous file stores, email accounts and PC hard drives, never to surface again! The new teams start from scratch and re-invent the wheel.
Successful organizations, by contrast, are characterised by their ability to get the best out of their people, their knowledge and skills. Document Management systems are a key component, making it easier for people to find, reuse and rework the intellectual capital of your organization. Important features include version control, centralised storage, online access, change comparison and archiving.
Document Management with SharePoint 2016
For Document Management solutions, we recommend SharePoint 2016 from Microsoft. With this new release, SharePoint finally begins to deliver on the promise of seamless integration with Microsoft Office products. Imagine this; you can create a document in Word, Powerpoint or Excel and upload it to the portal. In the process, you can control exactly who can see or open this document. Colleagues (with contibutor or editor access) can then check it out, work on the document to add their input and check it back in with full version control and commenting. Alternatively, you could open an individual document workspace for the document, where colleagues across different geographies can work in real time on the file.
The system also supports workflow, so you can route (for example) the document through your commercial, legal and taxation teams before it goes out to stakeholders for approval. Users can also subscribe to documents, so that they are alerted to any changes. Want to keep track on any changes to the pricelist or travel & expenses policy? Now it’s as easy as a click away.
Project Management with MOSS 2016 & Office 2016
If you add Office 2016 (with Office Project Server 2016) to the mix, SharePoint starts to deliver in new and exciting ways. Project Server can import or export a task list to SharePoint (so tasks can be allocated and tracked online). Timesheets can also be managed through SharePoint, permitting the project manager to manage resources, perform schedule recalculations and provide comprehensive project progress and cost reports.
Document Management Solutions: A Summary
Now there is an alternative to expensive document management solutions (like Documentum). For most companies (where top-end functionality is not required or will simply not be used) document management through an intranet portal is the answer. This situation can only improve further in the future, as solutions become ever more closely integrated with desktop Office products.