Success stories

Document Management System based on Office 365 and SharePoint Online (origianlly built on SP2010)

Client: Danish Financial Organization


The customer, a financial organization with a long history, was using the Hummingbird DM5 document management system for over 10 years. A large library of 300,000 documents had become increasingly difficult to manage via the Outlook 2003 interface. The goal was to perform a migration of the whole organization to the Office 2010 platform and build a document management system based on Microsoft SharePoint Server 2010. The document repository migration was one of the steps of a large migration project, so it was very important to make the switch for the organization as smooth as possible. The system is currently migrated to SharePoint Online.

Original Solution

A custom made solution with dedicated components let us rerun the process many times and test it thoroughly before the deployment. It was a huge change not only in terms of business processes, but also infrastructure.

Employees were asked to use a new computer, new operating system, and new main tool, but also still had at hand the old configuration on old machines switched to read-only mode. The whole process was seamless and transparent for the users of all abilities.

The new interface was designed to be natural and self-explanatory and resulted in a solution with the best document management features of: SharePoint Server 2010, and dedicated plugins to work with Word/Excel/PowerPoint/Outlook more efficiently. The powerful search capabilities of the SharePoint platform allow immediate discovery of documents either through full-text indexing of Office files, PDFs, and emails, or by refining the result set by the metadata properties. We were also able to build in an automatic OCR, index, and full-text search for use with scanned image PDF files.

With the new solution users create documents from templates with a single click on the dedicated SharePoint page. One of the key requirements was to enable automatic setting of default metadata and permissions directly from MS Office applications. As such we fully incorporated the managed metadata service features of SharePoint Server 2010 to implement the complex hierarchical taxonomy used by the customer to categorize their documents. The architecture guarantees enhanced scalability and availability at all times, as well as full mirroring and load balancing.

The new system has been very well received. On our normal 10 point NPS scale our users gave you highest notes. The new system made our work easier and faster. We're really satisfied.

Feedback from the customer


Microsoft SharePoint Server 2010, Microsoft Office 2010, Windows 7.

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