Quality Document Management




Scenario

Use SharePoint for what it does best – document management.

With a comparatively small amount of configuration, it can be used as a robust document control solution with advance features such as document versioning, approval and review reminders. Deciding the best way to configure these settings can be challenging.



Business Challenge

A common corporate requirement is the management of important documents especially within organisations that are looking to achieve ISO 9001 certification. Out of the box SharePoint provides the building blocks however they need to be configured to support each business scenario. This project was to replace an existing document management system with SharePoint with minimal development and customisation.



Microsoft SharePoint 2007
  • Nintex workflows
  • Microsoft InfoPath
4 weeks – Document Management System
4 weeks – Document Migration
Medical Manufacturing


  • Structured and secure document libraries

  • Rich search experience
    with category refinement

  • Document approval
    and
    review notifications


Approach
The system to be replaced was custom built based on a document management policy. This policy document was reviewed prior to a planning meeting which was used to openly discuss some of the common challenges surrounding document management in general and some of the implications of moving to SharePoint.

SharePoint’s document management capabilities are rich and extensive. It now includes a host of enhanced features but it can be challenging weighting up the pros and cons of enabling some features. Getting the right balance between compliance and usability is not always straight forward.

For this implementation we decided to started with the numbering scheme and document approval process. As the company had an existing document management system which they were looking to retire, all content from the old system had to be to be migrated to SharePoint and renumbered.

Things we considered in the implementation were content types, workflows, security, navigation and search. By configuring these aspects along with the development of a training plan, a new DMS was setup to demonstrate the proposed capabilities to key users.

Based on feedback, a final configuration was selected and deployed to production. Documents from the legacy system were extracted and remapped to the new document numbering scheme. Hyperlinks within the existing documents were updated with 3rd party tools and where possible, referenced document numbers were automatically changed within the documents body.

Document approval, review and disposal processes were configured with Nintex Workflow. This ensured the correct people were notified when review and approval tasks are required. If they were not complete within a set timeframe, escalations were sent.

Training material explained how the new system should be accessed and maintained. To ensure consistency in document quality, a central team was assigned responsibility over the system. All queries about the system were managed by the team which helped towards the overall success.


Outcome

Using our knowledge of SharePoint and our clients document management policy we were able to configure a single document library to manage all controlled documents across the organisation in a consistent and logical way. Document modifications can be carried out collaboratively in-situ without exposing the last approved version to general users through the use of major and minor versions with content approval.

Document history, an important aspect of the system, retained a list of all changes with an audit trail of approvals.

The transition from the old system to the new was a success. Training was provided to highlight the new features and capabilities of SharePoint with particular emphasis placed on search which was seen as a great asset to assist with adoption.