Businesses from various walks of life are constantly in
Document management concentrates on the storage and organization of documents to support active work in progress, such as content creation & sharing within an organization. When it comes to capturing, storing, managing, utilizing and preserving content and documents, there are very few platforms better than SharePoint.
Apart from assisting in managing structured documents, SharePoint helps in managing a wide range of unstructured documents like web pages, messages, emails and more. It is one of the most reliable solutions for document management, used by a large portion of Fortune 500 companies.
Okay, but how does it play a crucial role in document management? What makes it special? Let’s take a closer look.
The main reason why SharePoint is suitable for businesses or organizations of different sizes is that it helps business owners to interact with the employees within the organization, enables engagement with people, and simplifies storage of data and information in real
Microsoft SharePoint Server supports organizations’ various document management needs through a wide range of document management capabilities, which can be broken down into document repositories, source/version control and workflow. They can either use any of the below features individually or in combination, for the purpose of smarter document management.
- 1. Document Libraries – Foundation of an effective document management system
- 2. Source/Version Control – Fulfilling the basic need of document management
Any kind of document management requires source or version control and SharePoint makes it easy. It lets the enterprise keep their content files in a secure place while allowing them to lock files to prevent conflicts during editing and track changes.
Source Control in SharePoint lets admin or authors
SharePoint also allows users to maintain the version history of documents, which means whenever a document is changed, the version number will be changed too. SharePoint enables “Auditing” by keeping
- 3. Workflow – Enforcing processes for better document management
SharePoint offers pre-programmed workflow for routing the documents and sending alerts in order to help streamline the document lifecycle. However, the user can also design more complicated workflows with the help of Microsoft Visio, SharePoint Designer or Visual Studio. Workflow functionality in SharePoint allows organizations to perform a wide range of operations, including approval through a digital signature, review and feedback of the documents, translation management through translation libraries and work tracking.
With the help of the above and other document management capabilities, SharePoint empowers enterprises to:
- Store, manage and locate the documents
- Make sure the documents are consistent
- Manage metadata for documents
- Prevent unauthorized access of the documents
- Streamline business processes along with document management
There is no denying the fact that each and every enterprise has its own needs concerning the storage and management of data, but SharePoint’s out-of-the-box document management capabilities