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
Med ordning och reda och säkerhet för ögonen provades kravprofilen mot flera lösningar där MetaShare vann på användarvänlighet och enkelhet. Idag använder Afa Fastigheter MetaShare anpassat utifrån olika avdelningars behov. Resultat? Korrekt behörighet, inga dubbletter, mycket bra versionshantering och en lösning som gör det lätt att söka efter dokument.
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”
Valet av MetaShare gjordes utifrån en kombination av pris och funktion och att MetaShare fungerade väl med befintlig IT-struktur. MetaShare har förenklat och effektiviserat arbetet och bidragit till en ökad öppenhet där synsättet har gått från ”mina dokument” till ”våra dokument”.
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 start-up time and much cheaper than building your own
Efter en jämförelse av olika dokumenthanteringssystem föll Finansförbundet för Ways förmåga att förstå behovet på djupet. MetaShare gör att medarbetarna slipper gå igenom tusentals mappar och att gallring och arkivering sker utan större handpåläggning. Dessutom går det lätt att hålla ordning på GDPR-klassade dokument. Allt till en betydligt lägre kostnad än att utveckla ett eget system.
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 manageable
Dokumenthanteringen i MetaShare har gjort att det digitala materialet finns samlat i en central överblickbar datalagring, vilket underlättar arbetet avsevärt. Det gemensamma sättet att dela dokument på har blivit tydligt för verksamheten vilket medför en effektiv dokumenthantering.
The departments sought a clearer structure
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
MetaShare, ackompanjerat av en interaktiv processkarta (2C8) från vilken alla dokument kan nås, visade sig vara en utmärkt lösning. Varje avdelning kan se ”sina dokument” i samma vy samtidigt som samma dokument också kan ses i andra avdelningars vy.
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
Castellum, with one of the largest commercial real estate portfolios in the Nordic region, saw challenges with a growing disorder among its documents. A lack of structure where files were stored on different internal workspaces hampered smooth work without the possibility of versioning 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.
Fastighetssnabben (real estate services)
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.
Heba Fastighets AB
Old file server was going away
Listed Heba owns, develops and manages housing and community properties in the Stockholm region and Mälardalen. With scattered geographical locations and tasks that are not always performed at the computer, there was a great need to access documents from any device. Heba wanted to find a solution away from the server and manage documents in a completely new way in Office 365. That’s when MetaShare came into the picture.
Like going from night to day
Efter att dokumenthanteringsexperterna på Ways visat MetaShare för Heba gick det fort. Med inspiration av hur företag med liknande behov gjort med filtrering och val av metadata införde Heba en ny struktur och arbetssätt. Alla medarbetare lärde sig att märka företagets dokument på ett enhetligt sätt. Därefter såg MetaShare till att alla hittar och arbetar i rätt dokument. För Heba har kombinationen tillgänglighet och ordning bland dokumenten varit som att gå från natt till dag.
HSB (real estate cooperative)
We thought there must be smarter ways than folders
HSB is Sweden’s leading member-owned housing operator for housing savings, financing, construction and management with regional associations across the country. HSB Södertörn had long seen challenges with an ever-growing folder structure on the file server. If a folder was accidentally moved and was difficult to find, the same folder was recreated and ultimately the structure was unsustainable from both a security and efficiency perspective. Instead of cleaning and rebuilding the folder structure from scratch, HSB Södertörn realized that there had to be a smarter way to manage documents than saving them in folders.
“MetaShare has been just as good as it seemed”
After being introduced to MetaShare during a webinar, HSB Södertörn realized that they were getting closer to a solution. Tagging documents with metadata certainly involved a whole new way of thinking, but after a break-in period with MetaShare, even the biggest skeptics were positive. Today, documents are found quickly and easily and for many of the employees it is unthinkable to go back to working in a folder structure.
A lot of time was spent searching
The energy company Rabbalshede Kraft works to shape and drive the development of future energy solutions. As for many others, the challenges of finding the right documents grew as the number of files in the complex folder structure increased. Staff spent a lot of time searching through the documents and often there were countless versions of the same file.
Liberating when it became easy to find
When Rabbalshede Kraft realised that there was a solution to avoid everyday challenges such as navigating folders and being sure to work in the right documents, it was a liberating feeling. The short time it takes to tag documents with metadata pays off many times over, and today employees have gone from eight clicks to a few to find the document they are looking for.