Many organisations rely on using folder shares on file servers to store and share valuable documents. While this solution is quick to implement it suffers from significant draw backs.

1. Version control, check in/out, publish and approve features are non-existent, and normally rely on ad hoc verbal or email communication.
2. Indexing and search is often not available to users.
3. While backup of files is straightforward, recovering a single file relies on an IT administrator to restore the file from a backup.
4. Security on files in the shares typically requires IT administrator management and is not straightforward for non-IT staff to implement.
5. Users save files on local PC and create shares for others to use.

How many of these issues do you have?

Why Document Management Solutions may fail All organisations require a document management solution that provides a greater level of sophistication than provided by folder shares. However, document management solutions tend to be expensive and complex to implement. Such implementations often fail because they try to provide a complete strategic solution across the entire organisation in the first instance.

A Cost Effective Solution A better solution is often to initially provide a tactical, cost effective document management system at the work group or departmental level. Later, once these solutions are working, they can be brought together to provide an organisational wide document management solution.

Microsoft SharePoint Services 3.0 Provides such a tactical solution for document management for the workgroup or departmental level. The solution is very cost effective – the software is covered by the standard Microsoft Windows 2003 Server licensing so there are no extra licensing costs.

Microsoft Office SharePoint Server 2007 An organisational, strategic, document management solution can be implemented using Microsoft Office SharePoint Server (MOSS) 2007. This product builds on Microsoft SharePoint Services 3.0 to provide features required across the entire organisation, such as record management and enterprise-wide indexing and search.

How we can help Nick Grattan Consultancy provides a complete solution to enable you to move from concept to planning, from installation and configuration through to roll out to your users. Our solution is tailored to suite your particular requirements and usually involves a mix of consultancy, workshops and training courses.

The typical stages include: Requirements and planning Installation and configuration Importing existing documents into WSS 3.0 Configuring document library functionality Configuring user access and permissions Backup, restore and document management Applying workflow to document libraries  Testing the solution End user education

Our approach is very cost effective and will quickly put you back in control of your documents.

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