Challenge
File management is an integral part of any successful organization. Documented processes and resources for data ensures that items are saved in appropriate locations that are easy to locate, quick to recover, and most importantly, secure. Ideally, employees can save files easily and operate efficiently. But as technology advances, it is easy for companies to inadvertently create silos of file storage, wasting time and energy, not to mention licensing fees. And security should be of the utmost importance.
Leadership from DWA Healthcare Communications realized that proactive steps needed to be taken to review their file management system and related processes. They partnered with Fusion Alliance to conduct a comprehensive assessment of all file management tools and the documented the processes that employees regularly took to save files.
To design a more effective file system for DWA, it was important to fully understand their current system and pain points. We worked collaboratively with DWA stakeholders to complete a thorough four-step assessment framework.
The overall project was met with positive company-wide reception despite the significant organizational change. We were thankful for the partnership and would engage in business with Fusion again in the future.
– Kathleen Barrett, COO, DWA Healthcare Communications Group
Solution
With an assortment of on-premises file servers and an Office 365 instance that included SharePoint Online and employee OneDrives, our consultants found that employees had difficulty finding content within their different systems. In addition, there was significant content duplication, which caused not only confusion, but also an increase in required drive space.
DWA recognized the need to streamline and upgrade. They sought a change that would allow employees to move through systems seamlessly and become more efficient. Our consultants suggested modernizing platforms and utilizing the following tools:
- Microsoft Stream
- Teams
- SharePoint Online
- OneDrive for Business
- Azure
Updating to these platforms with appropriate architecture would allow DWA employees to store and share files in a way that is both convenient and secure. But new tools alone wouldn’t solve a related issue.
After decisions were made about platforms, tools, and structure, we moved on to creating a solution for implementation and education. This included providing training materials and making sure that employees were able to understand the changes and feel confident in the new setup, along with ensuring that secure files, documents, and conversations were archived appropriately.
