Goal: To increase security and improve communication and information sharing by using SharePoint 2010
NNG, a national company that provides housekeeping, laundry and food service to a variety of health establishments, contacted 3wC in 2010 with the hopes of creating a system that would improve communication and efficiency with the help of a more secure document sharing program. Due to its user-friendly interface, customizable options, and security features, 3wC selected SharePoint 2010, a document management system by Microsoft, as the best fit for the NNG project.
In order to best configure SharePoint to meet NNG’s needs, 3wC first created a digital library of documents that allowed individuals at NNG to choose the level of security for each document and select specific individuals who would have access to each file. By using SharePoint as the platform, 3wC was able to set up configurations that sorted documents into security levels based on the preferences set by the company. Documents marked as “common” could be read by almost anyone, whereas, other documents were either selectively shared or confidential. While 3wC helped create these more secure levels based on custom requirements set by NNG, the developers at 3wC also trained members of the IT department at NNG to configure those levels and set up security features for future documents.
In order to utilize the security features and identify select document sharing, 3wC and NNG needed to identify teams within the company and structure access features to meet the requirements of that team. Once NNG identified groups of individuals, 3wC would configure the settings in SharePoint to accommodate the needs and access levels of that specific team. For example, NNG might select a series of account managers responsible for employee records in the laundry division so 3wC would configure the team settings within SharePoint to allow those individuals to access and share specific sets of records and data related to their position.
3wC and NNG also wanted to use the SharePoint 2010 platform to create easier navigation for employees using a login system with opportunities to explore information and benefits of each department within the NNG system.
SharePoint also gave NNG the ability to customize libraries for specific departments and gave them even easier navigation using drop-down boxes to manage and organize forms and documents.
Results: Now that NNG has SharePoint, they can take advantage of the entire SharePoint system. SharePoint 2010 is an improvement over the 2007 version with lots of customizable options that are easier to configure for each individual company. The platform is also easier for individuals to use than its predecessor and is becoming increasingly more popular due to its improved flexibility. And with this new system, NNG and its employees can communicate more efficiently and maximize productivity with streamlined document sharing and information exchange giving them even greater flexibility as the company grows over the coming years.