Streamline the everyday business processes that are a drain on organizational productivity by using electronic forms and out-of-the-box workflow processes that users can initiate, track, and participate in through familiar Microsoft Office applications, e-mail, or Web browsers.
The Microsoft Office SharePoint Server 2007 Content Management and Search functionalities enable you to
- Associate metadata to categorise documents and records;
- Automate archiving and record retention processes;
- Track versions and audit changes;
- Define policies for different user access levels;
- Locate and retrieve records;
- Find people and expertise;
- Extract internal IP from file shares, public folders, Intranet Sites and email;
- Search Line-of-business systems and other structured data sources;
- Scan external web sites and subscription services.
The retrieval of information in SharePoint extends way beyond the realm of documents. The Enterprise Search capability extends to integration with existing business applications such that data can be retrieved from the likes of ERP, CRM, Payroll and messaging systems, to present the user with more rounded content in their search results that can be displayed in rich dashboards as well as lists. Additionally external sites can be selectively scanned further enhancing the search results.
Extending this powerful search capability is SharePoint’s ability to allow structured queries; a powerful business tool allowing access and insight for dynamic decisions.
The combination of metadata tags and search functionality in SharePoint deliver users multiple viewing dimensions that replace the single folder association and membership that typical file structures restrict. A document can be stored once, but viewed under many categories or searched using multiple content definitions.
With SharePoint Content Management and Search, geographical boundaries and time zones no longer limit access or restrict efficiency. Your organisational intellectual property such as proposals, designs, or policies need never be recreated, but rather continually refined to be used as the competitive advantage that they should be.
How does this help?
In many organisations:
- Users are not restricted from viewing and modifying or even deleting documents that they should not be able to access;
- Documents are retained without policies that govern their maintenance and disposal;
- Content originators cannot track changes during archiving, and changes must be manually audited and validated;
- Archived documents are difficult to categorize, index, locate and retrieve, which can affect effectiveness and reuse of the content.
Controls and processes in records management help facilitate compliance with financial, regulatory, and operational standards. They provide more transparency into business processes and control over the flow of information throughout organisations. By implementing secure, integrated record-archiving solutions, you help ensure that information can be accessed easily and destroyed routinely when it is no longer needed. Additionally, electronic archiving solutions enable organisations to fulfill legal and financial requirements reducing their exposure to risk.