Systematization of corporate information

Electronic document handling systems can provide higher standard service, security, effectiveness and transparency compared to paper-based document handling. It means a growing problem for companies to systematize and handle documents, which can be done more easily with electronic document handling systems. These systems can help companies to preserve their competitive advantage and to improve the level of their services.

We can implement these systems according to the company’s document handling requirements.

We recommend Microsoft Share Point Portal Server, which is an enterprise portal system that is secure, scalable, easy to use and can be quickly introduced. Corporate information can be easily systematized from the topic point of view or from other aspects as well.

Microsoft Office SharePoint Server – Overview

Microsoft Office SharePoint Server is an integrated set of services which enables more effective operation of the organization with content handling and searching shared business processes. Office SharePoint Server supports intranet, extranet and web applications via an integrated platform. Besides this the server enables shared work and tools for IT professionals to monitor.

Content and process handling

There is a full set of tools to handle electronic content: policies can be complied more easily and business data can be protected more easily. Electronic forms and processes are available to make business functions simpler. Users can join and use them with Microsoft Office applications.

• Regulation of document handling with policy: Enables creation of a policy for document handling: access to the documents is controlled on the level of items, timeframes can be set and document opening can be logged. Policy works in applications as well. IRM ensures that confidential and secured documents are protected even if they are not stored on the server.
• Storing documents centrally: All documents in the organization can be stored and structured in a central location. Users can search and navigate on a standardized common mode. There are possibilities to modify policies, create additional policies and new forms.
• Simplifying web based contents: There are services which can be used easily to create and publish web based contents. Master pages and forms ensure a uniform appearance. New services make it possible to publish contents in another location and enable publishing cost effective multilingual contents on several intranet, extranet and web pages.
Extending business functions to the whole organization: Solutions based on Forms Services application enables secure and exact data gathering without additional applications. Gathered data can be recorded in business systems, sent to web services and manual data storing can be avoided.
• Simplifying daily business activities: With the help of work processes daily business activities – document overview and approval, problem follow up, signature collection – can be automated and more transparent. The cooperation of Microsoft Office SharePoint Server with Microsoft Office applications and web browser simplifies user’s work. Processes can be modified and created with Microsoft Office applications or Microsoft Office SharePoint Designer or Microsoft Visual Studio.

More transparent business

Business activities can be effectively monitored, better decisions and a faster reaction can be made to important business events.

• Important business data can be displayed on a shared place: it makes it possible to create a live, interactive portal which merges and visualizes business data originating from different sources. Several services are available for this: dashboards, web displays, key performance indicators, data connection technologies. Updated sheets, reports, performance indicators can be found on a centralized web page.
• Rapid supply of data: Office SharePoint Server’s searching functions merge personal and business data, documents and web pages to result in the most accurate information. Searching center is a common place where employees can find contents, processes, persons and business data for their work. It enables them to get up-to-date data and make decisions based on the latest information.
• Sharing business data and protecting confidential data: With Excel services running on Office SharePoint Server we can access data and reports in real time via a web browser in Microsoft Excel format. It is enough to manage one file which can be shared effectively while confidential and secure data can be protected.
• Unstructured business networks for better decisions: With the help of the new knowledge base tools employees can use unstructured business networks. Contact between them can be created more quickly and maintained more effectively. Users can make better decisions within a shorter time, if they can have an overview of the non-documented business connections and can find the relevant experts.
• Making business data free: the business data catalogue makes it possible to store structured data from business applications like SAP or Siebel-system on the Office SharePoint Server platform. Background connections have to be defined once, end users can use them to access background data and record them into the portal. Background business data is integrated into searches by the business data catalogue without protocol filters, iFilter, or codes.

Simplifying interior and exterior cooperation

It becomes possible to share knowledge, search data and make cooperation inside and outside the organization simple and secure. Personal connections can be created easily with making use of partners’ and customers’ networks and personal networks.

• Developing customer and partner connections: Data can be gathered from customers and partners via web browsers with the help of intelligent, standard and electronic form based solutions. Through LDAP protocol further authentication can be integrated into the system. It makes it easier to access directory services that are not Active Directory based. It also simplifies creating extranets and making connection to customers, partners and suppliers.
• Corporate search: the Office SharePoint Server platform’s searching service is very significant: merges different enterprise contents (personal and business data, document and web pages) and makes a more complete result. It can be reached at any point on the portal, it is integrated into the web pages, dashboards, lists and profiles, so users can search for data anywhere on the portal. Results can be customized, for example it can be specified to display metadata also.
• Working anywhere, any time: In Microsoft Office Outlook SharePoint lists and documents can be made available without connection, so users do not need network connection to the enterprise network in this case. Microsoft Office Groove Server can additionally help users without connection.
• Merging and sharing knowledge: New knowledge base tools make employees able to create personal networks and use them inside or outside the organization. Knowledge can be exchanged more quickly and more effectively than before.
• Customizing actions: Personal web pages enable users to create a customized interface. On every web page it is possible to store, display and manage contents, data and applications in a standardized way. Some pages can display details about the users, such as qualification, job description, workmates, superiors, group membership and distribution list membership. Security and confidentiality mechanisms are applied on all web pages, so every user can select what is needed to be displayed and who can access the published contents. Personal web pages can be customized according to the user’s demand.

Increasing strategic effect of the IT system

Office SharePoint Server supports all intranet, extranet and web applications on an integrated platform. It assists the connection between the IT system and the business needs and reduces the number of platforms.

• Supporting cooperation over the network: Office SharePoint Server is based on a scalable architecture, and supports cooperation standards like XML or SOAP protocol. Office SharePoint Server has open source application development interfaces (API) and event handlers for lists and documents. It makes the connection to the existing systems possible and ensures flexibility and cooperation with new non-Microsoft based investments. With LDAP protocol authentication can be implemented and it makes it possible to cooperate with non Active Directory sources. With integrated WSRP services cooperation is possible with other WSRP compatible portal solutions.
• Involving IT department into strategic tasks: Users can create web pages, work processes, supply themselves with applications, access background data, control access per item, repair removed data and can do other tasks without IT knowledge. As they are more independent from IT services, their productiveness is better and IT departments can focus on real value improving services. With business data catalogue it is possible to install business configurations that can access background data. This service can be used by the users to create customized views without programming.
• Simplifying installation, management and operation: Management of web server farms, publishing new contents, synchronization between web pages have became easier. Installation can be done from top to down or from down to top approach. Creating web pages is also easier with the integrated templates. Data backup and restore helps administrators to schedule backups, backup multiple web pages simultaneously and restore web pages individually.
• System monitoring, visitor logging and monitoring: Problems can be solved more quickly and the operational effectiveness can be much better.