Document Management Case Study
Revolutionizing Non-Profit Organization: A Cloud-Driven Success Story
Background
- The client is a well-known non-profit organization based in Finland with more than 130 years of history.
- Decades of operation had led to the accumulation of an extensive archive of documents, many of which were outdated, and a scattered data infrastructure that hindered seamless collaboration.
Challenge
- The organization recognized the pressing need for a streamlined document management system to enhance productivity and cost-effectiveness.
- The accumulation of historical data and the fragmentation of storage hindered efficient operations.
Our Approach
1. Action Planning
We initiated communication with the client's representative to grasp their needs and current situation. Subsequently, we formulated comprehensive strategies and a timeline to guide our clients effectively.
2. Data Cleansing
Then, we sorted through the existing documents, eliminating redundancies and outdated files, ensuring that only relevant data remained.
3. Migration to Cloud
Over 450,000 documents were seamlessly transferred from disparate document management systems and shared disk servers to a unified document repository on Microsoft SharePoint.
4. User Empowerment
Lastly, we provided hands-on training and guidance to the organization's staff, ensuring they were proficient in using the new document management tools.
Outcome
- Decades of accumulated disorderly data were converted into a structured, easy-to-navigate format.
- More than 30% of outdated and redundant documents were eliminated.
- The organization experienced enhanced productivity and cost savings through streamlined document access and management.
- Document retrieval speed has increased by 40%, saving an estimated 25 working hours per week.
- Remote work capabilities were amplified, granting staff the flexibility to securely access documents from anywhere.
Ready to Partner with Us?
Ready to revolutionize your organization’s document management? Contact us today to embark on a journey toward enhanced efficiency and streamlined operations