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Document and Process Management in SharePoint

By March 30, 2022February 27th, 2024Uncategorized

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
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