CASE STUDY:
Document and Process Management in SharePoint
Real Estate Company Streamlines Property Document Management Through Centralization and Standardization in SharePoint
700
Streamlined Records Collection for all Properties
2
Simplified Property Information Submission
Business Challenge
- Difficulty in finding property information due to an inconsistent storage approach
- Inconsistent interpretations for document storage process by users
- Cumbersome navigation process to access documents
- Inconsistent use of metadata complicated document management security
- Document Control activities were not included in the record submission process
- Intermittent use of metadata returned incomplete search results
Solution
- Developed a framework that is deployed to every property for file storage location, security, and metadata
- Created a central drop zone for users to easily drag and drop property records, and populate metadata
- Mapped current property documents to new structure and migrated files into SharePoint
- Utilized a Power App for reviewing and processing of property record submissions by the document control team
Benefits & ROI
- Simplified the user submittal process for property documents through the centralized drop zone
- Improved access of managed content and easier search through automated metadata tagging
- Improved efficiency by enabling easier searching for property files from multiple levels of metadata and facets
- Aligned regulatory and business standards for property records by incorporating document controllers in the submission process
- Reduced the number of content management systems by standardizing the SharePoint Online platform
