IOTAP a SharePoint Development, Migration & Consulting Company has been working with the SharePoint platform for over 10 years now and is a Microsoft gold certified partner for delivering
excellence on the Microsoft enterprise platform. IOTAP’s SharePoint team has an average experience of 7.5 years and has worked for numerous clients across the
globe on hundreds of implementations & migrations on SharePoint.
In most organizations Information is “King” - Over the years Information has more than doubled in organizations. Offices, departments and
employees are spread across continents which makes discovering and sharing content difficult and thus effecting decision making and productivity. To
retain employee productivity collaboration is key.
An Intranet document management system based on the Microsoft SharePoint platform’s sole purpose is to make users engage in
better communication, collaboration and productivity. An Intranet takes much of what is good about the World Wide Web and uses it to help companies collaborate
internally. More recently this enterprise social software has bridged the personal-business divide, and begun to give employees a voice and platform. According
to Gartner, enterprise portals are on CIO's lists of top ten technology focus areas and Forrester Research reports strong growth in
intranet development and usage.
Lack of good organization and governance
Most organizations are still using old fashioned file
shares to store documents, with some using nothing more than the Windows ‘My Documents’ folder. These elementary file stores make it impossible to organize
files in a useful way. Not only are concepts like metadata unheard of in these environments, but even well thought out folder and file structures are near
impossible to maintain. Files are located in numerous local stores and access is patchy - policies simply cannot be enforced.
Limited collaborative working
Most organizations use desktop applications to create files, local folders to store them, and emails to share them. In these environments collaborative working is almost impossible. Users cannot access the same file, multiple versions exist in different locations and coordination of any activity is extremely difficult.
A consequence of the type of file-share systems described above is a lack of adequate search. Documents on local machines and even file-shares simply cannot
take advantage of the sort of search and retrieval technology that many users now expect and require.
Customer Solution - IOTAP’s Microsoft SharePoint Intranet
Enterprise class organization and governance
SharePoint supports content types to control
the organization and governance of documents. Content classification helps define
and control the following:
The document template that will be used (How the document itself looks and is laid out)
The types and formats of columns that will make up any description of a document
The workflows that are to be associated (Approval steps for a document)
Information Management policies (how a document may be viewed or edited)
Records management policies (how long a document may be kept for)
Content types, when configured correctly and used in
conjunction with sites, document libraries, and views, allow a user-friendly document structure to be created, enforced, and maintained. Content types also
help enforce good governance of documents, by defining records and information
Full collaborative working
SharePoint 2010, and SharePoint 2013 in particular, supports full collaborative working, using a number of tools:
- SharePoint sites and document libraries support user integration, allowing users to be contacted directly from the SharePoint interface where their name
appears next to a document. This integration can be expanded with Microsoft Lync allowing real time conversations to be conducted.
- Version control, version history, and check in/out allow controlled collaborative working on documents.
- Office Web Apps, and the Microsoft Office 2013 suite, supports online and offline collaborative working including real time co-authoring of documents.
OneDrive for Business provides a dedicated personal storage space for documents, and allows external users to be invited in to view and/ or edit content. Offline sync allows collaboration to continue when there is no
Fully featured search
The SharePoint 2013 search engine comes packed with a number of powerful
content and people features. It also includes a range of document specific
- The search engine indexes all file content - Results are automatically security trimmed
Full document ‘hover’ preview (within search results, for Office and PDF documents)
Inline content pulled directly through in search results
- Icons to identify file formats Other useful features include:
- Major and minor version, with full history and comments
- Check in and out
- Approval workflows
- Close integration with Microsoft Office