In every business, the lifecycle of documents is controlled by the document management system. The control means creation, review, publishing, and finally, retaining/destroying documents.
Although the word “management” underscores centralized control of information, the best practice should highlight it as part of organization culture. Therefore, you need the right tool for controlling the entire lifecycle, and one of the best is SharePoint.
In this post, we answer the big question, “How do you use a document management system in SharePoint?”
According to one of the recent studies, some organizations look at documentation as a cost they can easily avoid to cut down costs. But this is the wrong approach. Instead, you should be smart and use a document management system to unlock the business potential.
So, let’s flip this and look at it from the other end, “what are the risks of not having a document management system.
These are only a few risks; the list is way longer. The good news is that a solution is right here: SharePoint. So, how does it work?
Before looking at the main steps of using SharePoint, let’s start by establishing what it is.
SharePoint is a web-based collaborative platform designed to integrate with Microsoft Office. It offers a web-based space where you upload documents for immediate sharing with those you need to see them. Most people use SharePoint for storing version-controlled documents, such as Excel Worksheets and Word documents. It is also an excellent choice for organizing, sharing, and accessing information from any device.
To use Microsoft SharePoint, all you need is a browser, such as Chrome, Internet Explorer, Firefox, and Microsoft Edge. As a result, you easily direct users to specific documents that require their attention. After the disruptions that were caused by the COVID-19 pandemic, SharePoint has become one of the go-to tools for enhanced collaboration in document management.
Although there are multiple options for managing your documents online, SharePoint has more benefits. The most notable is its flexibility. As a collaborative platform, SharePoint acts as a form of intranet, running inside the company’s website. This design makes it pretty easy to share, schedule and do a lot more.
Below are other benefits to anticipate for using document management system in SharePoint:
Now that you know the main benefit that comes with using a document management system in SharePoint, the next step is implementation. So, here are the main steps to follow:
On workflows, the Document management system in SharePoint allows you to plan to track the movement of files from one participant to another. You will find this vital, especially where documents require approval in different stages.
Using your document management system in SharePoint is an awesome method of enhancing the operations in your company. The lovely thing about it is that you can apply it in a wide range of organizations, from manufacturing to service organizations.
Make sure to carefully follow the steps outlined in this post for its implementation. Starting small to gain skills and insights about SharePoint is also recommended before using the platform for all your organization’s documents. You can find fitting a fitting document management system here: https://documentmanagement.systems/