Customer Segment: Large Private organisation
The Challenge
Our customer is a large organisation that works in a financial regulated environment.
They work with huge volumes of structured and unstructured data for managing information across disparate systems and databases. Information assets are in the form of electronic and paper documents, emails, video, audio, images, web pages and more. The organisation used file share for document repository. The information was not appropriately structured and extremely difficult to find
There was no comprehensive system for managing all the other documentation within the company, such as survey’s, certificates of currency, OCC’s, CDC’s etc. The symptoms currently they experienced were:
- No version control
- Multiple source locations dependent upon business unit
- Uncertain ownership between business units
- No integration with other internal systems than basic attachment functionality such as Outlook, CRM and Voyager
- Lack of records management and document retention
- Processes not streamlined
- Not secure
- Difficult to collaborate and share (and access) information
- Lack of standardisations with templates not available
The Solution
Prometix worked collaboratively with the customer’s business stakeholders and identified the need of a Documents and Knowledge Management system. Our consultants commenced the engagement with our Discovery workshops and educating our customer’s staff with the industry standards and features that others in the industry are using. Further-
Considering the customer’s existing investments in Microsoft platform and the feature rich Microsoft SharePoint platform that provides rich DM features along with content publishing, social and other features required for a an effective Knowledge Management solution, SharePoint was considered the best suited platform to implement the solution. Prometix architected an solution based on following key technologies and third party products –
- Office 365 (along with SharePoint on-perm environment)
- Nintex workflows
- AvePoint
- OnePlace solutions
- Custom development required for 360 degree tagging: Solution included integration with the LOB application to bring across valuable meta data used to align all the organisational information in a context.
Leveraging Agile delivery principles the solution developed the over solution included following –
- Met organisational and statutory compliance requirements
- Improved document version control using an established document management technology. This will also helped them to establish clear sources of truth (minimising the need to keep separate copies of documents for different purposes) and also reduce redundancy and duplication of information;
- Improved user’s ability to find the right document quickly by providing metadata and robust search capabilities across all documents and records;
- Greater ability to discover and re-use corporate information;
- Improved security, thereby reducing the risk of unauthorised access;
- Enable electronic records management and thereby improve compliance, including appropriate retention and disposal policies;
- Allow emails to be records managed within the solution, and also to minimise the use of email as a mechanism to relay context around documents (reducing the pressure on the email system which is not easily searchable or discoverable);
Business Benefits
- Increased staff retention
- Support staff productivity
- Enhanced innovation with collaborative work practices
- Protect intellectual capital
- Increased Efficiency
- Compliance, Governance and Audit
- Defined ownership for documents and information
- Retention of intellectual property and corporate knowledge easily accessed
- Improved access and security to documents
- Enabled collaboration of documents in real time
- Knowledge Management culture
