Creating a single source of truth for company data with a SharePoint intranet solution.
Working with a major digital marketing organisation, Akita engaged in a SharePoint intranet development project, set to centralise company data and improve on their previous data storage process.
Requirement
The digital marketing organisation was storing sensitive and confidential information in an out-of-date, stale legacy data storage solution. This disparate system allowed users to create their own content that didn’t fit with their branding, and quick file location was virtually impossible.
They required a solution that would consolidate the vast amounts of data currently stored in siloed systems, into a single, easy-to-navigate intranet solution that would display the information for users.
They also work with a number of external brands, so granting external access was a key requirement. Each one of those brands would need to remain independent of each other, only having access to the data relevant to them, but also having access to common information.
SharePoint Intranet Development Project
To achieve this, our consultants initiated a comprehensive intranet development project. The cornerstone of this project was the implementation of a SharePoint hub site, which served as the central framework. From this hub, we meticulously crafted identifiable SharePoint sub-sites, each one interlinked with a global navigation system designed to seamlessly connect all the individual sites. This cohesive structure ensures a smooth and intuitive user experience across the entire intranet.
Subsequently, additional sites were created to house a diverse range of information categories. One of the key features was the storage of images in a Digital Asset Management (DAM) configuration. Images were meticulously tagged with metadata for attributes such as size, orientation, and usage rights. This advanced tagging system ensures that all departments within the business have quick and easy access to the necessary imagery. By centralising image storage and enhancing searchability, we significantly reduced the duplication of effort in image editing and eliminated any potential copyright issues.
Furthermore, Microsoft 365 Groups were utilised to streamline access management. These groups were configured to provide default levels of access for staff members, ensuring a baseline level of permissions. Additionally, individual brands within the company were granted access through a third-party integration, which facilitates their invitation to these groups. This integration enhances collaboration and ensures that each brand has the appropriate level of access to the resources they need.
Results Of The Intranet For Digital Marketing Agency
The company now have a streamlined data storage process. This in turn allows for easier collaboration, quicker data retrieval and a generally better user experience for staff and external parties.
The frequent confusion they were experiencing due to duplication of efforts and documentation has been eliminated and users now work from a single source of truth.
Akita are experienced in providing intranet development projects for organisations across industries. Discover more:
