In a nutshell
FileSmart converted a large UK company’s SharePoint platform into a tailored enterprise document management system, saving significant money and resources, and removing compliance headaches.
About the client
A FTSE 250, UK-based investment firm with more than 1,500 employees and 500,000 customers worldwide.
The challenge
The client was managing a vast repository of over 30 million records, including highly sensitive information. Its existing network file sharing system presented security, accessibility and records storage challenges. The company ran a pilot with a third-party document management vendor but the results were disappointing for several reasons. These included shortcomings on the part of the rollout partner, issues integrating with Microsoft Outlook, incorrect metadata in high-volume data migrations, and a misaligned hosting strategy.
The solution
The client already used Microsoft SharePoint. With FileSmart, we were able to build on that technology, to create a fit-for-purpose enterprise document management system. By using their own SharePoint as the foundation, the client benefited from existing capabilities like 18TB of cloud storage, centralised single sign-on (SSO) access management and an infrastructure which was already being managed by their IT team.
FileSmart has turned SharePoint into a digital records management system offering:
· An intuitive end-user interface,
· Easy saving and attaching of emails with the Outlook add-in,
· Documents from third-party systems, integrated and searchable in FileSmart,
· Automatic application of metadata for search and retention rules, and,
· A solution which scales without performance, access or search limitations.
The results
By using FileSmart, the client has avoided buying and managing a separate document management system. FileSmart has answered all the scalability, integration and user interface objectives for a fraction of the price of a standalone EDRMS (electronic document and records management system).
The benefits include:
· Cost-savings. £350,000 saved in licensing fees over 5 years, compared to the proposal from the third-party document management vendor.
· Scalability. 30 million records and counting are now successfully and securely managed within FileSmart.
· Usability. Employees now have a single customer view of data.
· Reduced IT burden. Internal teams are working with familiar Microsoft technology, rather than supporting a standalone system.
· Time-savings. Integration of documents within a single system, automatic metadata application and third-party add-ins save time across the 1,500 workforce.
· Regulatory compliance. Data is saved within the client’s environment and the system offers 100% compliance with the relevant legislation and policies.
What the client says
“FileSmart has delivered the EDRMS functionality on-top of SharePoint that we needed, allowing us to consolidate within Microsoft 365 & Azure as opposed to purchase and maintain another third-party document repository.”
IT Service and Infrastructure Director