Do you remember safeguarding your documents in a cupboard which later turned into storing them in a bank account? All this seems like history now. We are no longer using physical storage to store documents. Ever since digitalization took over the world, documents have found a new destination. They could be in some CDs or floppy disks or hard drives or other similar folders. This revolution has simplified document storage by offering multiple options. Nevertheless, the options made the management of documents challenging.
Since the data gets evolved, document storage and management become complex and haywire. SharePoint by Microsoft is a blessing in disguise for the business to manage their important document.SharePoint is used by almost 200 million people, and Microsoft was named a Leader in the Gartner Content Services Platforms Magic Quadrant Report for 2020. SharePoint is the hub for content collaboration in Microsoft 365. It supports document sharing in OneDrive for Word, Excel, PowerPoint, and 320 other file types.
Table of Content
- Effective SharePoint Document Management Tips
Increasingly, we have seen many businesses are considering document management. Thus, we decided to bring out the effective tips that would assist you manage your internal organizational documents effortlessly.
1. Effective SharePoint Document Management Tips
Every day businesses develop thousands of new documents, data, and records. To manage these documents is a laborious task, it wouldn’t be incorrect if we say that it is nearly impossible to structure them. While we have moved to digitalization and for errorless management.
To avoid human error digitization is a must. With the advent of digital document facilities, you have additional possibilities. The integration of SharePoint boosts business operations and smoothens collaboration. The most efficient option is to employ a document management system, which provides several advantages to the user.
1.1 Select SharePoint Management
The first step to manage your documents is to opt SharePoint document management system for your business. You don’t have to wonder what and where the document is stored. Microsoft Sharepoint is an important aspect of Office 365, and it may help you get rid of your existing DMS’s difficulties. However, This doesn’t imply that that the employees aren’t productive or efficient enough. It would rather mean that if you use SharePoint DMS, you can do miracles for your enterprise. It provides services such as:
- Storage of documents for organizations will be lightning quick.
- It will be as simple as searching Google for the proper file or template.
- Collaboration is possible at any time, from any location, on a desktop or mobile device.
- Several persons can edit the file at the same time.
- The workflows will be completely automatic.
- Unauthorized file access will be a thing of the past thanks to user permissions.
- You can import data from your company’s other applications.
- Managing metadata for each document will be simpler
- Records management will ensure compliance without being obtrusive.
These are some of the efficient features of SharePoint which will help you manage your documents at a blazing fast speed and get results quickly. It drastically changes the way you work and you will now be able to share, manage and find documents at your fingertips. We also hear a lot of questions on the efficiency of SharePoint if we integrate some third-party tools. The next section will elaborate on how third party tools work.
1.2 Integration with Tools
Third-party technologies also help in migrating material in SharePoint. Using third-party solutions streamlines the method while also lowering the amount of effort and time required. It also reduces the number of unsuccessful migrations caused by issues like file corruption or data loss.
There are many clients who invest a significant amount of time compiling data for transfer, and their efforts may be wasted if policies and processes are not followed. Because of these concerns, clients choose to migrate material from on-premises SP to the hosted service via third-party ISVs or independent software providers.
All the third-party apps may not fit or integrate with the third SharePoint but there are a few which can be simply integrated. Microsoft Office Excel offers read-only options in the SharePoint lists. Data from Microsoft Exchange (on-premise or online), such as contacts, calendar events, and other items, may be synced two-way with SharePoint. IBM. NET Data Provider can keep IBM DB2 database data in sync with SharePoint.
1.3 Classify Content Library
Understanding the structure of the hierarchy is very important when you classify the documents in the folders. SharePoint documents help you to help you organize it if you have a basic structural notion in mind. How do you want to organize your file hierarchy? As we know that we can place any document anywhere but the Document Center is usually the top level or either as a separate site collection or as a subsite of a larger site collection. We can classify the structure under the Document Center which will look something like this:
You can start with document libraries and inside it, you can keep folders for each operation or process or department and then the files date wise of in any order that is convenient to you.Let’s see what each of these contain.
What do Document Libraries contain?
You may create as many document libraries as you like, and partition them any way you like. You may have a distinct document library for each department of your company, or even for each client. The information linked to such categories can subsequently be stored in these libraries.
Folders and Files
You may have folders inside the document library to further divide files. For example, you may have folders for all of a department’s key functions or for the user they serve in a document library for that department. You may have various files for each project you’ve done for a user in a client document library or separate files for quotations. Also, there are files that are managed chronologically as per convenience.
1.4 Document Security & Permissions
Managing a document is not child play. This has been realized by many enterprises of different domains. When it comes to managing documents and securing them there are basically two options. You basically have two options when it comes to rights in a Document Center site: establish permissions by Document Center or per document library. By default, SharePoint assigns access to sites and libraries based on their structural hierarchy. As a result, if you establish permissions at the Document Center library, the rights will apply to all document libraries. The security is stringent and the rule allows access to the specific name of users only.
A user will have Read Only/Visitor access to the Document Center at the very least. To put it another way, anyone having Document Center access will be able to open any file in any library or folder in the hierarchy. This doesn’t allow any user to modify the contents of any file, but they will have access to the data and managing documents.
1.5 User Adoption
This is critical for the success of your SharePoint-based document management, as all of the best practices listed above are useless if DMS isn’t employed. It should be easily adopted and hence, you should concentrate on the following factors to boost user adoption:
Make simpler Structure
It goes with simpler input and richer output. Hence, if you have multiple features in your SharePoint Document Management system it will complicate the process. The more features your DMS system has, the more difficult it will be for users to comprehend and successfully utilize its capabilities. As a result, when you are starting, it’s best to start with some simple but high-demand functionality. Then later you can progressively expand it as needed.
Training and Feedbacks
It’s critical to provide SharePoint DMS users and administrators with training on the solution’s capabilities. SharePoint training should provide them with appropriate hands-on experience and explain how SharePoint DMS will assist them in their regular job duties. Much as it is equally important for companies to take feedback on how the DMS works and get its changes done in the development process before the next time they use it.
A support team should maintain the system up to date by installing essential upgrades, upgrading UX/UI based on user input, and resolving technical issues as quickly as possible.
2. Final Words
Are you still overwhelmed with the fact that your documents are not organized and you won’t be able to find them when needed? Well, then a Microsoft empowered SharePoint Document management system is a go-to option for your business. We have tried to bring forward all the points that will help you develop a Document management system in-house. When you start managing the document or piles of documents, focus on the primary building pieces of SharePoint DMS’s efficiency. This should compulsorily include intricate information structure, document name consistency, and strong document security if you want to get the most out of it. Also, User adoption is an indispensable aspect that serves as a foundation for these blocks for your business to enhance it on a regular basis.