United Nations Environment Programme (UNEP) Implements M-Files Easy Document Management Solution

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Global Organization Improves Management of Documents and Processes

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“M‐Files has resulted in a huge increase in productivity and accuracy in the performance of our agency,” Osmany Pereira Gonzalez, manager of the Geneva Joint Services office of UNEP

Motive Systems, the developer of M-Files easy document management software and the cloud-based document management service M-Files Cloud Vault, announced that the United Nations Environmental Programme (UNEP) has adopted the M-Files document management solution to eliminate paper files, share legal records across borders, and automate inter-office procedures.

The United National (UN) Geneva Joint Services office of UNEP, located in Geneva, Switzerland, is one of several UNEP locations that assist in implementing three multilateral treaties on hazardous materials. The office, managed by Osmany Pereira Gonzalez, serves as the Secretariats of the Basel, Rotterdam and Stockholm Conventions by delivering the appropriate technical and legal details to governments and corporations seeking compliance.

The office inherited paper-based technical and business processes from its parent UN organization, recognized the inefficiencies of paper files, and foresaw the difficulty in fulfilling the global mission of UNEP using outdated methods.

“With only 70 employees we have a relatively small office, but we have to serve the whole world, all regions and all conventions,” said Pereira. “We needed good systems to manage our documents, contacts, and networks while also effectively tracking our correspondence for official communications between the Secretariat and all participating nations.”

The Geneva office of UNEP implemented the easy to use M-Files system to better track, organize and manage its documentation. In the UNEP multi‐user environment, M‐Files software runs on both client computers as well as the server. Individual users access the M‐Files Vault, which is a centralized repository of all documents in the organization. Rather than storing loosely-defined digital files in folders and subfolders, M‐Files structures each document within a searchable database organized and indexed with user‐definable tags or properties, also known as metadata.

“M‐Files has resulted in a huge increase in productivity and accuracy in the performance of our agency,” Pereira added. “Under the auspices of this particular project, we have created a kind of UN office prototype with M‐Files. Other UN locations without electronic document management in place have become very interested in what we’ve done, and many are currently looking into whether they will buy M‐Files and adopt this management system for themselves.”

In addition to managing internal documents and processes, M-Files also supports Web publishing of documents to external parties with user-definable levels of security. For instance, files can be password protected and published only to certain individuals, companies or groups, or made freely available to the general public. As an example of this, UNEP Stockholm Convention has recently implemented M-Files integration into their website to publish approved versions of various types of documents and reports in multiple languages.

“M‐Files is an ideal document management solution for public sector offices such as UNEP because it addresses their need to improve the way they manage documents and processes, and it does so in a gradual and inexpensive fashion that integrates smoothly with users’ existing work habits and activities,” said Greg Milliken, president of Motive Systems.

M-Files is a powerful document management system that enables companies and organizations of all sizes and industries to make dramatic gains in efficiency and productivity by improving the way they organize, manage and track business documents and processes—all without requiring employees to change the way they work. M-Files eliminates the need for chaotic Windows folders by organizing documents using simple tags and keywords. With M-Files, users store documents in a centralized vault, the same as they would on any other hard drive on the system or network, but rather than searching for the right folder, users simply save documents to the vault and tag. M-Files works like Windows Explorer, so the vault is accessed like My Documents, it's just faster and more secure. Finding files is as simple as typing in a tag or performing a full-text search right from the Open or Save dialog box of any Windows application. A hosted version of M-Files is also available called M-Files Cloud Vault that eliminates the need to purchase and configure a server and provides all the benefits of M-Files for a low monthly fee.

About Motive Systems
Motive Systems develops M-Files easy-to-use, professional document management software and the Cloud-based document management service M-Files Cloud Vault that enable companies and organizations of all sizes to make dramatic gains in efficiency and productivity by improving the way they organize and manage their business documents, information and processes. Over 120,000 individuals at more than 14,000 customers in over 70 countries worldwide use M-Files to manage their documents. M-Files is available in 21 languages and is in use at customers such as AstraZeneca, BSA LifeStructures, EADS, FinnComm Airlines, Parker Hannifin, and Tupperware. For more information, visit our Web site at http://www.m-files.com, the M-Files blog, and follow us on Facebook or Twitter.

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