eBook - EN

Simplify Information Governance and Minimize Risk M-Files + MS Teams

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NO MORE DUPLICATED DOCUMENTS OR VERSION CONTROL ISSUES EASILY MANAGED, CENTRALIZED DOCUMENT LIFECYCLE Most businesses are already uncomfortably aware of the costs, errors and missed opportunities associated with duplicate data. Records for customers, suppliers, products, and more are duplicated in multiple, disparate systems. Often, no structure exists to uniquely identify the most up-to-date and relevant version of a document across systems and, worse, often no proactive steps are taken to prevent the creation of duplicate records. One of the most powerful features of M-Files is the ability to create workflows around documents. Workflows can move documents along their lifecycle — status changes automatically, and people are notified — even after the Teams channel is deleted or archived. Documents can be assigned to workflows, facilitating lifecycle management for different types of documents — like contracts, customer information, etc. There's no need for manual processing of documents within Teams. Consider the example of a contract uploaded to a Teams channel with a note for team members to sign off on it. How can the originator know if all seven people have approved it? How does she know where it is in the approval process? With M-Files, documents like contracts follow a pre-defined workflow process, where users are reminded that action is required, and managers are notified when the workflow is complete. Governing With M-Files for Microsoft Teams, there is one single source of truth for information. While M-Files tracks version history, there is only one master document which users can reference. Different departments can access the same up-to-date version of a document directly from Teams, no matter where it is stored and without the need to create duplicates. information becomes a snap when documents must be moved into different states depending on the type, so that appropriate lifecycle management can be enforced without impacting the day-to-day work of employees. The same document lifecycle management in M-Files applies to the basic governance tenets of archival, disposition and retention. Sensitive information is protected even when external contributors are invited, and retention and disposition policies are enforced, no matter if a channel has been archived or deleted. Workflow capabilities all but eliminate orphaned content. Documents, files and other information always have a by-line to owners, stakeholders, external contributors and anyone that might have a vested interest in the lifecycle of that document.

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