Document Management Services

Business Challenge

All organizations face a similar challenge – how do I manage the high number of documents generated and used by my business? The challenges around managing documents – from number of documents, their different types, the number of people working on them, their period of usefulness, controlling access to them, ensuring they comply to information protection policies, their backup and their archiving – can mean the difference between a “well-oiled” workplace and an information management disaster.

Everyone knows there are large document management solutions in the marketplace. However, these tend not to be accessible to our target clients. The reason for this is simple – they’re too expensive, and even if you could afford to buy them, they’re too difficult and onerous to use. But this doesn’t mean the problem can be ignored. What is needed is an affordable, approachable means of managing documents for your organization.

MikeTango has established document management solutions for a variety of its clients. These all centre around building an easy-to-use centralized repository. Our solutions use Microsoft SharePoint as the enabling technology with full integration into your typical business tools, including Windows Explorer and Microsoft Office. This means you don’t have to purchase new software tools and to retrain your staff. Why is this important? While SharePoint includes built-in document management capabilities, they are cumbersome to use out of the box. With our approach, you get to use your existing tools and leveraging existing knowledge/training.

Another key feature of our solution is the tracking email and chat correspondence. The challenge with email is that correspondence with customers and external organizations is all too often found only in your employees’ individual email boxes, and is not accessible to your whole team. This means an organization is left with incomplete information and employees constantly chasing each other for details.

Details of Service

MikeTango has developed a method for storing, managing, sharing, protecting and archiving documents across your business. The resulting management solution enables you to:

To create an organization structure for your documents that fits your business. We call these document categories. For example, you may create categories to organize documents according to client, project, task, application, department, etc.
To generate subfolder structures that carry across your organization. For example, you may wish to create subfolders for each of your clients for managing contracts, quotations, statements of work, proposals, working papers received from customer, email correspondence, etc. These subfolders get created and managed automatically.
To include all types of documents associated with a category together, seamlessly. This includes Microsoft Word, Excel, and Powerpoint documents.
To store both email correspondence and chat threads along side all other documents. Employees can simply drag-and-drop emails from their Outlook box into the appropriate folder within the document library.
Employees can work on documents collaboratively using a check-in/check-out mechanism built in to the document library. It also handles version control for you automatically, and allows rollbacks to previous versions of documents.
The document library offers a full-text indexing to enable searching acrsoss all documents in the organization.
Senstive documents may be stored securely, and all access and changes to documents are logged automatically.
Global controls can be added to protect the integrity of the document library, and to monitor and control access to the library.
For clients who require the ability to bring external documents within their environment, this solution provides seamless integration with a document scanning process to scan, label, categorize and store documents.

Business Advantage

By using MikeTango Group’s consulting services, you will benefit from:

Our document mapping approach is very comprehensive. We want to work in concert with your best people to make sure that you get the insight and involvement you seek. We will solicit your involvement and keep you apprised of our progress regardless of your technical knowhow.
A solution that is affordable, and the costs associated with maintaining and using it on an on-going basis fits your budget.
A solution that is actually useable by your employees, and does not get in the way of them doing their job.
MikeTango Group’s experience in building document management solutions. Just as no two businesses are the same, no two document management solutions will be the same either. Through our service, we will work with you to establish a document management structure that meets your business requirements, maps to your current and future business processes, and has the ability to grow as your business grows.
MikeTango Group’s training and mentoring services to get your employees using the system effectively, as well as our services to maintain the system on an on-going basis. You can even use our hosted services to house the system if that fits your needs better.
Our clear and accurate estimates of upcoming costs and scheduling of activities.