Client: 

Our client is an Australia-based law firm that handles legal matters in business and real estate, family law, trusts and estates, and taxation. Established in 2004 and employing around 2,000 staff in locations throughout Australia, the company has grown into one of the country’s most respected major commercial law firms.?

Challenges: 

They manage information across disparate systems and databases using enormous volumes of structured and unstructured data. The company deals with various information assets like electronic and paper documents, email, video, audio, images and web pages. For the document repository, the management used file sharing.? Scanned documents stored in shared folders made the employees feel difficult to retrieve files unless they know the exact file name.? The company didn’t have a robust system in place to manage all the other documentation. They were trying to overcome the below challenges:

No version controls
Lack of document retention and records management
Not having a streamlined process
Insecure system
Data sharing, collaboration, and access are difficult
Lack of consistency and unavailability of templates
Objective:

The client wanted a seamless document management system (DMS) that is secure, powerful, streamlines the easy creation, abundant storage, quick navigation of documents and enables effective project management.

Solution: 

Veelead evaluated the requirement for a Documents Management system after consulting with the customer’s business stakeholders. Our SharePoint development team built a custom Document Management System using the SharePoint Online platform. The web-based user interface simplified the process of document creation and data sharing. This allows users from various internal teams were able to save and share their documents with the appropriate levels of access.

Features of the Document Management System (DMS) developed by our Veelead team: 

Ability to retrieve archived documents quickly
Reduced data storage
Time-saving
Advanced Search capability
Supports larger data volume
Role Based access
Access from anywhere
Highly security

Additionally, our team offered business consulting and developed business classification schemes and structures.? We ensured compliance requirements and streamlined business processes using custom workflows. We did the agile iterative development and implementation. We also created and implemented a successful change management and adoption plan across the entire organization.

Result: 

The customer was able to streamline document storage and processing with the help of the implemented document management system developed on SharePoint Online. With the help of the document storage system, the customer was able to organize and make all of the company’s documents accessible for searching throughout all the repositories. Their document-related business processes were simplified and increased productivity.

Technologies Used:

• Microsoft 365
• SharePoint Online
• Power Automate
• Visual Studio Code

Project Duration:5 weeks
Project Team:3 Resources