Challenge:

With employees scattered all over Texas and over 30 different properties, the property management company needed a way to keep documents in one, easy to access location to improve version control and efficiency. This centralized file storage system would be accessed by all employees across multiple states. Additionally, this new system needed to be easy to use for employees with varying degrees of technical knowledge. Files were being stored in different formats and locations.

Solution:

Under the direction of our project manager, and with assistance from subject matter experts, our Web Solutions team developed and executed a multi-phase project comprised of discovery and implementation.

Starting with a Discovery phase, we reviewed their existing processes and file systems. We identified and located multiple documents being stored in various locations, including file systems, emails, user’s personal machines, and even external storage sites (e.g., Dropbox).

Upon completion of this phase, we delivered a site structure diagram for a SharePoint site where our client could manage and maintain all files, and where only one true copy of each file could exist.

During the Implementation phase, we built a custom SharePoint site that utilized Microsoft Office 365 and provided a centralized system from which all employees could easily work. This site also has the capability for employees to tag and find necessary documents in real-time.

To ensure all employees were able to use this new site to its full capacity, we provided administrators and users with training, as well as initial support to get them up and running.