Being paper-free is the goal for both large and small offices, but the biggest challenge is managing and controlling the digital documents, which can be a complicated task when handling physical files. A good document management software is the answer to this challenge by effectively sharing, storing, collaborating and ultimately eliminating outdated records. SharePoint is a great document management tool that is usually considered by many organizations as they already use Microsoft products for various tasks.
What is SharePoint Document Management and what can you expect from it?
SharePoint Document Management is specifically designed to be an intranet and collaboration tool that offers a secure place to store, share, organize and also easily access all information. SharePoint is offered on premise, hybrid and cloud versions. It comes with a wide set of features and feature sets and also has a constantly changing feature and complex licensing schemes. It has been deployed with Microsoft Exchange, office web apps, Skype for business by midsize organizations and also large departments. Its primary distribution channel has been Office 365. Cloud-based SharePoint was developed to improve the platform and to enhance the user experience and improve search in a world where speed and personalization are expected.
How is SharePoint used for document management?
A feature-rich document management system is a key requirement for companies that are willing to streamline, automate and optimize the document-driven process and also make employees more productive.
Recording and validation:
Business organizations need to serve different unstructured data in different formats such as JPG, TIFF or CAD files that cannot be searched by the content. To make it easy to handle such documents, it is important to make all documents readable. This can be achieved through the integration of document management systems that have OCR software. Integrated with OCR, SharePoint offers the conversion of paper documents to a high degree into easily searchable digital documents that can also be classified, indexed and stored in the libraries.
In SharePoint, the documents automatically undergo indexing, making it easy to retrieve faster. The document management system assigns a unique ID to the document, so there is no confusion due to similar document names. It also supports the creation of many metadata fields for each document, which simplifies the document’s storage, classification and search.
Large companies often need huge storage space for their digital documents and are also required to maintain the confidential information of employees, clients and other business activities for some time. The data collected in SharePoint Online is called a list that consists of lists and has up to 30 million items. SharePoint supports most common types of files and also works with file extensions such as .odt, .ods, .ppsx, which are rare. It also helps to optimize content assets by automatically removing the useless files.
Collaboration is an important key document management feature as it helps employees easily edit documents simultaneously and also see the changes via the colored bars, and this ultimately increases productivity. The platform is also known for its co-authoring capabilities, and this allows employees to work on company documents at the same time.
Compliance with rules and safety:
This is important for any business regardless of size. Companies need to consistently adjust their external and internal policies to ensure compliance with legislation. And non-compliance can lead to fines, confinement and even breach of contract. SharePoint helps control the people who can view, delete or edit documents and establish a multi-permission system for users.
Distribution and Retrieval:
Every document from any company must be available 24 hours a day and anywhere and any device. To remain competitive, business organizations need to be flexible and quick in responding to partners and customers, and also distribute important documents in easy-to-change formats. SharePoint document management has a user-friendly user interface and is also available as a mobile version. Now even lack of internet connection is not a problem as users can work with documents offline. Any changes made offline are synced when there is an Internet connection.