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 competence
With order and safety in mind, the requirements profile was tested against several solutions where MetaShare won on user-friendliness and simplicity. Today, Afa Fastigheter uses MetaShare adapted to the needs of different departments. Results? Correct authorization, no duplicates, very good version control and a solution that makes it easy to search for documents.
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”
The choice of MetaShare was made on the basis of a combination of price and function and that MetaShare worked well with the existing IT-infrastructure. MetaShare has simplified and streamlined the work and contributed to increased transparency where the approach has gone 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
After a comparison of different document management systems, Finansförbundet fell för Ways’ ability to understand the need in depth. MetaShare ensures that employees do not have to go through thousands of folders and that deletion and archiving happens withiut much user-involvement. In addition, it is easy to keep track of GDPR-classified documents. All at a much lower cost than developing your own 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 clear
The document management in MetaShare has meant that the digital material is collected in a central, manageable data storage, which makes the work considerably easier. The common way of sharing documents has become clear to the business, which entails efficient document management.
Inrego
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, accompanied by an interactive process map (2C8) from which all documents can be accessed, proved to be an excellent solution. Each department can see “its documents” in the same view while the same documents can also be seen in the view of other departments.
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 of document management systems – MetaShare.