Software Solutions

Document & Records Management

SharePoint has strong capabilities as a document management solution, providing key functionality such as version control, check-in/check-out of documents, keyword search, access control and archiving of information.

On top of this traditional functionality you can then move into more advanced features such as scanning and indexing physical documents into SharePoint; automating the generation of documents [from pre-defined templates – e.g. statements; policy agreements] and indexing directly into SharePoint; overlaying secure documents with pre-defined image files for different office locations, reducing pre-printed stationery requirements etc.. Ergo provide all these document services within the SharePoint framework.

Are there specific documents stored in SharePoint which you do not wish people to edit? Do you wish to ensure that confidential scanned customer documents can only be viewed but not printed, copied etc.? By implementing information rights management features we can protect these documents securely.

If you wish to move to storing all customer related documents across the organisation within SharePoint then lifecycle content management policies need to be considered. Secure records management policies can be implemented ensuring documents cannot be checked out/in. Workflow rules can be implemented to move documents stored greater than three years, for example, to cheaper secondary storage, though still providing search and retrieve capabilities seamlessly.