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What does document management actually mean?
"Fewer than 10% of organizations have a business methodology in place for managing unstructured information"
Document management encompasses the tools and methods used to capture, manage, store, preserve, and deliver unstructured documentation across the business team. At the most basic level, Document management will enable the business team to manage it's unstructured documentation wherever it exists.
The goal for a SharePoint document management solution, in a property management context, is to provide a consistent and familiar folder structure that intelligently represents the structures found within your Property Management System. Moreover, it allows staff to store and retrieve documents quickly and easily from any desktop application in a Property Centric way that matches your business process.
What's unstructured documentation?
This can include contracts, leases, reports, blueprints, site surveys, photographs, letters, email, invoices, financials, CAD drawings etc. All held in various formats like Microsoft Word, Excel, PowerPoint etc.
Will the SharePoint document management solution work with all Trace Solutions applications?
Yes. Our unique SharePoint document management solution works with BlueBox, Tramps and o6ix.
"70-80% of content in your average company is carried by email"
Gartner What benefits will we see from the introduction of a SharePoint document management solution?
A tailored SharePoint Document Management solution that works in conjunction with your business process will empower your staff to seamlessly access all types of unstructured documentation related to a Property from your Property Management System. One of the most significant benefits you will gain will be time, as employees will now be using a single consistent interface while searching and storing documentation. If staff are switching from one application to another they will inevitably find their workflow disrupted, resulting in frustration and costly process inefficiencies. SharePoint will be familiar and because it's developed by Microsoft integrates transparently with all your Microsoft Office applications.
"The challenge for the real estate sector is to a Document Management solution which is tailored to its own way of working"
So, what will a Property Manager and his team actually see?
SharePoint document libraries are used to store and index collections of unstructured Property documentation in a structured fashion. It is structured because the SharePoint document library will synchronize to the Property, Unit and Tenant hierarchy in your Property Management System.
SharePoint document libraries are able to manifest property centric "data trees" to reflect those familiar hierarchies found within the Property Management System. It's possible to extend this further to present multiple "data trees" to reflect the needs of individuals and teams. Filing then becomes easier because there is consistency. As property is added to, or removed from, the Property Management System these changes are automatically reflected in the SharePoint document libraries with "data trees" automatically created ready to file into.
In summary then?
By implementing a SharePoint Document Management solution and integrating it to your Property Management System your team can become quicker, smarter and more effective and in today's business environment these are very compelling reasons:
mprove staff productivity;
Utilize business critical information more intelligently and effectively;
Create a single user interface for all your document management requirements; and
React quickly to customer demands. |