- Telephone
A Document Management System is a structured framework for organizing, storing, and managing documents within an organization. An effective File Plan ensures that documents are easily accessible, secure, and compliant with regulatory requirements.
A small carpentry workshop specializing in custom furniture faces challenges in managing documents such as design files, client contracts, and vendor invoices. Disorganized files, version control issues, and slow file retrieval disrupt project workflows and lead to mistakes. To address these problems, the workshop implements a cloud-based document management system (DMS).
The DMS provides a centralized repository where all documents are stored and accessible by the team from any location. Its advanced search functionality allows staff to quickly find files using keywords or metadata, reducing search time. Version control ensures everyone works on the latest files, preventing errors during fabrication. The system also offers role-based access controls to secure sensitive documents.
Additionally, mobile access enables team members to upload and review documents while working offsite or with clients. Files are organized by project, with subfolders for designs, materials, invoices, and contracts, simplifying project management.
This DMS implementation improves efficiency, reduces errors, and streamlines collaboration, allowing the workshop to focus on delivering high-quality custom furniture. It also enhances customer service and secures critical files, contributing to better project outcomes and smoother operations.
Our Document Management System or DMS is typically used, via MS Teams. To accommodate all work environments, the system will work with Teams Online, Teams Desktop or Teams Mobile App.
Teams has a concept of “personal” files,, files shared with our close colleagues for collaboration,, and organisational files. Personal files are found in OneDrive with in Teams. An example of a personal file is a resume. When working collaboratively, staff work with Team files in a familiar structure of files and folders. Finally, all organisational files can be discovered using an Intranet embedded into Teams. This would typically also include a search page to find documents.
Introducing some staff in our ficticious business.
Meet Jennifer. She is the Business Administration Manager and responsible for HR duties. Notice that she is a member of multiple Team Groups. She will collaborate with her entire team, and also other managers. She will need access to all her Team’s files, plus sensitive personnel and management documents.
Meet Carol, the company accountant. Carol works for Jennifer and is therefore, in many of the same Team groups. Most of her relevant content will be in the Finance Team Group files. But notice she is also in some organisational-wide groups such as WHS and Staff Resources.
Meet Charles. He works in a different department. He is a member of some Team groups, but does not have access to Corporate Services, HR or Finance.
365 Security Groups are used to define the access and permissions to all content. Staff will be members of one or groups, and will have access to all the content managed in that group. New staff can be easily added to existing groups, giving them immediate access to the team’s documents.
The file management happens “under the hood”, using SharePoint technologies. SharePoint is a powerful tool for managing documents in any organization. It helps keep your files safe by applying appropriate security and permissions. You can share documents for collaboration using secure links. SharePoint also tracks changes to documents, so you can see who made updates and revert to earlier versions if needed. Finally, for piece of mind, it provides a recycle bin and file retention policies. Plus, it uses tags and categories to organize files, making it easier to find what you need quickly. Power Automate flows are used to automate document processes such as Approval, Publishing and Retention.
A powerful key word Search Engine allows staff to easily find documents for which they have permissions. Search refiners such as location and date, facilitate searching.
Here are the key features of our app:
By incorporating these features, a good Document File Plan can help organizations manage their documents efficiently, ensure compliance, and improve accessibility and security across the organization. By implementing effective security measures, a document management system can significantly reduce the risk of data breaches and unauthorized access, safeguarding sensitive information from hackers and ensuring the integrity and confidentiality of organizational documents. If you have further questions or need more detailed information, feel free to ask!
From $2,500 to build a standard organisational file plan
From $1,500 for on-site NAS-cloud backup solution