Starting from
Scratch
Growing into the Information Age
Leasing
Property
Management
Acquisitions
Administrative
(Accounting,
IT, RM, HR)
Construction
Legal
Leasing
Property
Management
Acquisitions
Administrative
(Accounting,
IT, RM, HR)
Construction
Legal
Leasing
Property
Management
Acquisitions
DocuShare
Administrative
(Accounting,
IT, RM, HR)
Construction
Legal
What did we do?
Everything…all at once

Naming conventions

Migration to DocuShare

Training

Troubleshooting
And after that? 2012 - now

Power User training (all admins and one co-worker each
site)

Records retention schedule (2012, 2014, 2016)

User needs analysis (2012, 2015)

Prioritization of uploads


Legal

Finance

Property Management

Accounting
Streamlining of structure (ongoing)
“This is amazing”

Improvements to interdepartmental communication –
fewer barriers to getting information

Reduced number of sources made information easier to
find

Reduced load on email servers through linking

Reduced load on network shares by deleting copies of
records put onto DS
Evolution of a File Room
Room to Grow
Challenges

Training

Internal resources

Software interactions (upgrade to 6.6.1)

Limited reporting abilities
The Future


Moving entire departments’ active files to secure
archive

Corporate documents

Tax returns

Invoices
Creating a culture to support future growth

Automation of business processes

Reduction in dependence on paper records

Adaptation to working in an electronic world

Decentralization of co-workers; centralization of
electronic records
Questions?
You made it!