AFA Real Estate
The file server grew uninhibited
At Afa Fastigheter, one of Sweden’s larger property owners, the existing file-sharing solution had begun to generate clutter with many duplicates and documents stored in different locations. In addition, many employees saved files on their private desktops. Afa Fastigheter needed to find a pure document management solution that also lived up to the company’s high security requirements.
Nice with clear structure and correct permissions
PTS (Swedish Post and Telecom Agency)
Dependence on intellectual capital
As an expert authority, PTS (the Swedish Post and Telecom Agency) is dependent on its intellectual capital. The primary purpose of the introduction of a document management system was to create order, promote knowledge recovery and reduce personal dependence. And to make it easy for employees to create documents, collaborate, edit and manage versioning.
From “my documents” to “our documents”
Finansförbundet (The Finance Union)
Could not trust that it was the right document
In an evaluation, Finansförbundet (Finance Union), the largest Swedish trade union in banking and finance, stated that the organization struggled to find documents and know which document was the most recent. A challenge that was diluted by the many emails with external files that added further clutter.
Short starting distance and significantly cheaper than building your own
Sveriges Ingenjörer (The Swedish Association of Graduate Engineers)
Needed to ensure archiving and preservation
Sveriges Ingenjörer (The Swedish Association of Graduate Engineers) was looking for a document management solution to ensure correct archiving in accordance with the document management plan. The goal was to shut down the file server and find a solution based on metadata.
Today, the material is centrally clear
Avdelningarna sökte en tydligare struktur
At the fast-growing IT company Inrego, there was a need to handle large amounts of information within the framework of the management system. Not least based on different contexts. For example, sales staff want to find marketing materials in “their department folder”, while marketing staff wanted to handle these in their locations.
Flexible at both departmental and organizational level
Royal Swedish Academy of Engineering Sciences (IVA)
Seeking a solution immune to organizational change
When The Royal Swedish Academy of Engineering Sciences (IVA) sought a modern solution for document management, the requirement was that the solution should be compatible with Microsoft 365. The goal was to supplement the strength of existing metadata-based document management with a simpler way of working. And that the solution held for organizational change over time.
Ways did a good analysis and was close at hand
The choice of MetaShare as an additional service to O365 became easy as Ways showed a good understanding of the need. The implementation of MetaShare went quickly, the employees started immediately after the training. The solution works well together with other tools such as Teams.
Institute for Democracy and Electoral Assistance (IDEA)
Smart document management for global operations
The International IDEA, Institute for Democracy and Electoral Assistance, with the task of spreading knowledge about, for example, election issues, civic participation and democracy development, consists of 34 member countries.
With offices around the world and fragmented file management, International IDEA had difficulty finding the right documents, problems with inflexible workspaces and ensuring proper data management.
Therefore, International IDEA was looking for a partner with the expertise to develop a central collaboration tool with the ability to connect scattered archives, ensure a secure source of information (single source of truth) and a flexible way of working.
Friction-free work with the help of MetaShare
That the choice fell on MetaShare was mainly due to its multidimensional filtering capabilities and intuitive interface that make it possible to search, find and work in documents no matter where they are stored. In addition, MetaShare made it possible to create and manage existing workspaces without involving the support department.
Ways developed a customized configuration of MetaShare and a deployment management and deployment plan. After a smooth migration of IDEA’s documents, the organization was able to quickly get started with the next generation document management system – MetaShare.
The lack of structure made it difficult to collaborate
The real estate company Kungsleden, which owns properties in growth regions, saw challenges with a growing disorder among the company’s documents. A lack of structure where files were stored on different internal workspaces hindered frictionless work without the possibility of version management and co-editing.
MetaShare enables user-friendly document management
Kungsleden needed a solution that made it possible to manage various types of documents with a common structure. It turned out that MetaShare with SharePoint as a base matched Kungsleden’s needs best. After a smooth onboarding, Kungsleden today has a simple and user-friendly solution for document management.
One document was in the mailbox, another on the server, a third in Teams
Fastighetssnabben manages industrial and commercial properties all over Sweden. At the company, there were as many ways to save documents as there were employees. Not unexpectedly, this created a jumble of documents and lots of duplicates that made it impossible to find the correct version. A tip from IT operating partner Nordlo made Fastighetssnabben realize that there was a solution to the problem – MetaShare.
After a short break-in period, everyone worked in a uniform way
After a design exercise with Ways, Fastighetssnabben found a flexible structure where documents are filtered by department and tagged with metadata that allows everyone to find them. After a break-in period where everyone learned to work with filters and metadata in a uniform way, Fastighetssnabben never needs to browse among the files. With MetaShare, the correct version is always a click away. And the support has barely been needed to be used, everything has worked smoothly from the start.