Project: Methods for document management at Professional Services

The project’s preliminary study began in 2025. It mapped the working methods and the storage and collaboration spaces currently in use, as well as existing challenges and needs.

Based on the findings, the project group has drawn up recommendations for a new way of working and an overall implementation plan. These have been approved by the steering group and by the University Director, who commissioned the project. The work is now moving on to preparing and carrying out the changes.

What happens next

As the work continues:

• Shared guidance will be developed to make it clearer how and where documents should be saved, shared and managed.
• Training and support materials for the new way of working will be produced.
• A proposal for a common structure and principles for storage in SharePoint within University Administration will be developed, as a complement to Teams and OneDrive.
• Documents on the G: drive will be cleaned up, and relevant files will be moved to the recommended locations in Microsoft 365 or, in certain cases, to P: folders.
• A model will be developed for how the new way of working and user support will be maintained after the project ends.

The aim is to make it clearer for staff where documents should be stored, to make collaboration and simultaneous editing easier, and to give better control over permissions and access.

What is happening now?

The project is at the start of its delivery stage. In the first phase, proposals are being drawn up that will be verified and agreed with the organisation before the rollout begins. The work is being carried out in three subprojects, with shared coordination activities:

• Common SharePoint structure for University Administration
• Guidance, training and information
• Clean-up and migration from the G: drive

Administration offices are involved in the work

Dialogue with the organisation is an important part of the next steps. Colleagues from each University Administration office will act as contact persons between the project and their colleagues. They will contribute their office’s needs and help build an understanding for the project’s proposals.

When the changes are rolled out, managers and staff will also play an important role. Among other things, the offices are responsible for the content of and permissions for their storage spaces, and for setting aside time to review and clean up files ahead of the migration from the G: drive.