Document Management System Implementation
The Challenge
As part of a data management exercise clean up documentation held in existing NT file structures was no longer best suited to meet business needs. As part of this data management programme, the existing file structure was migrated to a common format web based structure, designed to keep all information assets to a minimum and data in one key location.
The Approach
Easthaven, in consultation with project management, established that a one off migration of all data to the inhouse document management system was required. Consultations with business leaders, users and IT staff to enable a design to be created that met all parties needs and delivered an efficient and practical storage system. Mapping of the old structure to the new structure, the creation of a migration plan (including a policy for archiving or deleting non-current files) and the execution of that plan. Easthaven then audited, analysed the data before duplicating, archiving and deleting offline to avoid system downtime. Easthaven assisted in the creation and agreement of procedures to maintain the system.
Outcome
1. Increasing awareness amongst the team on how to administer and use the system effectively was also achieved by Easthaven Group, which consequently had a significant reduction in costs for the company by reducing data search times and time management
2. Reduced duplication, and redundant documents aided increased server space to become available
3. Searchability - Categories are added to each and every document document in order to make searching for specific types of documents easy. and specific types of documentation always being located in the same folders
4. Consistent folder structure
5. All stored within one server and application which is standardised across the entire SPU, and beyond
6. Easier control of access via Licence and group accesses
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