Paperless to Online

shaz77_2

Hello All,

I work for an insurance firm and I will soon be starting a new project transferring the paper based operation to a more online based system. Example currently when employees meet clients they rely on a paper based system during which all records are via hard copy. We are going to be using a system called "Sharepoint" (I think this is the name but I'm happy to be corrected), so that all information is online within an intranet system.

I'm wondering how the project is likely to unfold and some of the key processes involved? Any guidance will be great as I want to prep myself for Monday so I don't look a complete novice.

eddddy

Sharepoint does a lot of different things - but it sounds like you're interested in it's 'Content Management' capabilities.

Essentially, it just means all documents will be stored centrally on a computer system. Access will be controlled - i.e. it will be defined which documents each department / team / person is allowed to see and/or update.

The concept will be similar to navigating around the MSE forums - you click on options in a menu, or perhaps type a policy number into a search box, to find the document you want. And then view it on screen, and maybe add notes to it etc.

shaz77_2

eddddy wrote: »

Sharepoint does a lot of different things - but it sounds like you're interested in it's 'Content Management' capabilities.

Essentially, it just means all documents will be stored centrally on a computer system. Access will be controlled - i.e. it will be defined which documents each department / team / person is allowed to see and/or update.

The concept will be similar to navigating around the MSE forums - you click on options in a menu, or perhaps type a policy number into a search box, to find the document you want. And then view it on screen, and maybe add notes to it etc.

Thank you for this response. Just to clarify Sharepoint has the capabilities built in to allow Content Management?

I assume from here it would be a case of each individual employee scanning all their documents onto the system and from there restricting access and indexing the documents to enable searching?

Yorkie1

Yes, we use SharePoint at work for various things including loading documents for wider access.

You upload the document to the SharePoint document library (you can set up folders within the library in the same way you can on a standard computer drive), then you provide a hyperlink on the SharePoint webpage back to the document in the library.

eddddy

shaz77 wrote: »

...
I assume from here it would be a case of each individual employee scanning all their documents onto the system and from there restricting access and indexing the documents to enable searching?

I would have expected that kind of thing to be handled centrally by the IT department (rather than by individual employees).

e.g.

• People in the customer Services Dept can see all policy info and customer correspondence.
• People in the claims dept can see the above plus claims info.
• Sales Reps can only see policies relating to their own clients etc
• Each individual employee, their line manager, and the HR team can see an individual's employment records
• Every employee can see the 'staff handbook'.

And I would expect all future docs to be created online (or loaded electronically) - so it would only be historic docs, letters from customers etc that need to be scanned.