A SharePoint document management system refresh has helped create new working efficiencies for a leading foster agency

Akita provided a Microsoft SharePoint document management system refresh for an independent fostering agency with offices located across England.

The foster agency used one Microsoft SharePoint Online instance - configured as a document management system – to store files for all of its offices.

Over time, and as a result of growth, the agency’s SharePoint setup had become overly complex. Folder structures, modified by users from all offices, had resulted in a system architecture that was slowing staff down when trying to find key documents. The foster agency approached Akita for assistance.

Following consultancy with senior staff about their end goals, we decided to rebuild the instance from scratch in line with digital and UX best-practices.

We began by exporting all files out of the existing SharePoint setup, then recreated the instance to provide a fresh start.

Based on observations of how individual staff and departments used the platform, we restructured the SharePoint system’s navigation with a tab system to create a clear divide between categories of information. All data was then reimported into the right locations and tagged to make it easier to find both through search and document filtering.

We also branded the SharePoint instance with the agency’s colours and logo, giving it a more friendly and attractive appearance.

User permissions

Files were now in order and an improved structure in place within the document management system. It was now crucial that steps were taken to ensure that the new architecture could not be altered by users at will.

Users have had their ability to create new folder structures limited, preventing the creation of any new ‘nests’ of folders.

As a long-term partner to the agency, Akita has retained the administrative rights to the agency’s SharePoint system. Any requested changes to the overall architecture now have to be directed to us and approved by senior staff before being made.

We have also improved document security within SharePoint. Working with management, we created a user access permission matrix. The matrix determines the access that each department - and individual - should have to documents held within SharePoint.

Using security groups, we were then able to restrict the folders that each user sees in SharePoint. This makes sure that staff only see the folders that contain documents relevant to them (only the finance staff can see accounts records for example).

Monitoring has also been applied to all files, so a record is available of who has accessed documents, if they have made changes, and when. Along with making documents more secure, it provides a valuable record should changes to documents need to be undone.

Benefits of the SharePoint Document Management System Refresh

The new SharePoint document management system has delivered a significantly improved user experience. Documents are much easier to find within the new architecture, saving staff time. Staff from all offices can also work on documents simultaneously if needed, increasing efficiency.

The agency has also benefitted from the secure sharing functionality built-in to SharePoint Online. Links to sensitive documents within SharePoint can be shared with local authorities (as opposed to the documents needing to be emailed or posted).

Access can be password protected for added security, and documents set to be read-only or editable. Once work is complete, access to the document in SharePoint Online can be revoked for those that no longer need it, denying further access.

Overall, the SharePoint document management system is now much more useful and user-friendly for the organisation, with an attractive appearance that promotes greater use across all offices.

For more information on our Microsoft SharePoint services, please get in touch.

Contact us

Other case studies
Case study
SharePoint Hub Site And File Management For International Manufacturer

Group-wide communication and file management using Microsoft SharePoint Online

Case study
Valuation Power App For Automotive Dealership

Assisting an automotive dealership to deliver consistent pricing across their operations.

Case study
SharePoint Communication Site For Golf Charity

Group-wide communication and file management using Microsoft SharePoint Online

Case study
SharePoint Case Management System For Professional Services Company

Automating case and data management.

Case study
Microsoft Dynamics Support For UK University

Responsive Dynamics support and banked development time for major UK university.

Case study
Incident Management Power App Solution

A Power App solution to replace and improve on ageing incident management software.

Case study
Staff Rostering System In Dynamics 365 and Power Apps Portals

A custom Microsoft 365 staff rostering system for large charity.

Case study
Microsoft Dynamics 365 Implementation And Ongoing Support

Delivering a simplified Microsoft Dynamics 365 offering for a security advisory company.

Case study
Dynamics CRM Migration From On-premise To Dynamics 365

CRM migration strategy, deployment and ongoing support for a London-based booking software company

Case study
Dynamics CRM Projects And Consultancy For Leading UK Retailer

CRM services and support provided for one of the UK’s biggest companies

Case study
Business Expenses Power App For Mobile Workforce

Using Power Apps to simplify administrative tasks can increase working efficiency.

Case study
Central SharePoint Online Calendar For Manufacturer

Simplifying communication and resource planning.

Case study
Microsoft SharePoint Online Intranet For Training Company 

Our SharePoint Online Intranet solution has simplified the work processes of a financial services skills company

Case study
Microsoft Power Apps Order Automation Solution

Akita has worked with a Surrey-based catering company on a Power Apps solution to streamline their ordering process.

Case study
Fleet Management Solution In Microsoft Power Apps

Our Microsoft PowerApps solution has helped simplify the management of a vehicle fleet for a busy company, reducing vehicle downtime, improving safety and saving both time and money.

Case study
Dynamics 365 sales solution for manufacturing company

Akita created a custom Dynamics 365 sales solution designed to increase the efficiency of a sales team and simplify the company's ordering and invoicing process.

Case study
CSL Global – ERP solution that streamlines workflows

CSL Global is a leading international provider of marine surveying, consultancy and risk management services.

Case study
Dynamics 365 CRM Sales & Procurement Solution

Surrey-based IPA Purchasing provides purchasing and procurement services for a range of multi-site organisations across the UK.

Preparing for Dynamics 365
Try Dynamics 365 for free

Take a free trial of Microsoft Dynamics 365 and see how it can benefit your organisation.

Starting your free trial is quick and easy, simply click on the link and you will be guided through the process.

Contact Us