One of the renowned names for providing the most innovative and valuable human resources solutions for their clients was struggling to manage the massive volume of documents. The existing document management system brought several challenges that reduced productivity and efficiency.

What challenges were faced by the Staffing Company?

The organization was facing some significant challenges due to an inadequate document storage and sharing procedure. Moreover, the workforce at the organization was dispersed across multiple locations making it more challenging to maintain the loop and share the documents. Finding the right document management system was the need of the hour that can resolve many problems like:

1. Lack of common document repository.
2. Lack of structure document management system.
3. Challenges in locating the updated files and keeping track of version controls.
4. Hours of approval or rejection of documents
5. Controlling user permissions was challenging
6. Documents could not be shared across departments and locations.
7. Employees wasting valuable time looking for the necessary information
8. Employees completing menial tasks such as manually updating paper files
9. The enormous expense of paper records and their need for physical space in every office.

How we help the organization?

To address the challenges, we implemented a document management system within their existing M365 license. The M365 document management system helped them in retaining the life cycle of their needful documents.

1. Centralized repository: All the documents were kept in one place, where authorized users could easily access them.
2. Unified Dashboard: To facilitate easy retrieval, documents were arranged into several libraries according to department and location.
3. Access Control: To protect the security and privacy of the data, access levels were managed by user groups and permissions.
4. Advanced Search: With the help of strong search features, users were able to find documents quickly using metadata and keywords.
5. Workflow automation: By streamlining the approval and rejection of documents, the system reduced the need for human intervention.
6. Version control: The feature made sure that only the most recent authorized version of a document was available by managing its various iterations.
7. Sharing documents: It was simple to share documents with coworkers and outside stakeholders.

What were the results after implementing the Document Management System?

1. Improved efficiency: Employees were able to locate and access documents with 70% efficiency, saving time and increasing productivity.
2. Enhanced collaboration: The centralized repository facilitated better collaboration and information sharing among teams.
3. Improved decision-making: Timely access to critical documents enabled faster and more informed decision-making.
4. Reduced costs: The elimination of paper-based processes and the streamlining of document management reduced costs by up to 60% associated with storage, printing, and manual tasks.
5. Increased security: The system provided better control over document access and security, protecting sensitive information.

Conclusion

It is important to understand that with the growing business requirements, it is important to switch to better solutions. For instance, the staffing company was unable to utilize more of what Microsoft 365 provides due to the technicalities. However, as soon as the solution was deployed by Adapt Software 365, the company was able to utilize the features that they found challenging earlier. The solution was not only easy to use but also was a right fit for the budget of the company without compromising any of the services or features.