A/S Storebælt
- Case and document management with GetOrganized for SharePoint
"“With GetOrganized we have introduced an effective solution for document management
for all employees in the group. Employee satisfaction with the solution has from
the beginning been great because of the solution’s intuitive and easily understood
set up and use,” says Peter Christensen IT Manager A/S Storebælt.
Background
A/S Storebælt, like many other companies, journalized and filed documents electronically
via central journal functions. The amount of documents in the journalization system
grew, though not nearly as fast as the need for disc space on the mail servers.
This indicated that a significant part of correspondence to and from A/S Storebælt
was in the employees’ private mail boxes in the form of emails, often with attached
documents, which were not being journalized.
Netcompany was therefore chosen to develop SB-Case as a replacement for the old
journal system. SB-Case’s aim was to help A/S Storebælt in structuring and saving
relevant information in such a way that the information could be used in daily work.
Challenge
SB-Case’s overriding requirement was that it should be easy for all categories of
employees to use and at the same time could support the need to handle and group
the information that flows into and out of the organization and internally within
the organization.
The journalization of documents should be decentralized so that documents can be
journalized where they are created and by the employee who knows the contents of
a document well enough to be able to categorize it. In other words, an integrated
part of daily work in the company and not an independent function.
A significant requirement was that emails with associated attached documents should
be journalized on equal terms with other documents.
In order not to burden all employees with a heavy work process associated with the
journalizing of their emails and documents the system must be closely integrated
with the tools which employees often use – namely the Office products.
Solution
On the Microsoft SharePoint platform Netcompany has developed a case and document
management system where individual employees in A/S Storebælt can co-operate on
cases consisting of emails and documents. Netcompany handled all elements of analysis,
design and development of the system.
Given that documents and emails are made accessible to all case participants the
incentive to journalize becomes greater. It’s not just an extra task to add to daily
work.
Case processing and journalization are extremely intuitive and merge together with
Microsoft Office so that all employees with a minimal level of education should
be able to use the system. For example, emails are journalized by dragging and dropping
from the user’s inbox for the case.
Broadly the system consists of a case list which gives access to all active cases
in A/S Storebælt and case pages which display documents, emails and people appointed
to a case. Searches can be done across cases but also within a single case. In this
way a journalized document or email can be easily found by a free-text search.
In just three months A/S Storebælt was able to introduce an effective case and DMS
solution which employees understand how to use and actually do use.