Organizations must store and organize documents in such a way that they are easily accessible to those who need them. While doing so they must also take care of the security and compliance requirements. With SharePoint document management, organizations can easily create a scalable document management system that can take care of all document management needs of the organization.
SharePoint document management system’s easy-to-use interface allows organizations to set up a document management system within minutes. The first step toward creating a document management system is to determine the types of documents an organization wants to store. If the organization is considering storing documents that belong to different departments or different projects with different audiences or stakeholders with different levels of permissions/security, it will need to create multiple SharePoint document libraries. The next step would be to define the types or categories of documents that the organization wants to store in each of the libraries. For instance, a SharePoint document library for the HR department could include document categories like employee profiles, ways of working, compliance guidelines etc. Creating unique metadata for each of the categories of data would be the next step. Metadata is critical for organizing documents in a document management system so that users can find documents easily.
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As an organization grows, scaling document management will be an absolute necessity. Scalability, however, is not just about just more storage or more features or functionalities but also about the ability of the document management system to maintain the same level of reliability and functionality regardless of the size of the requirement. It is noteworthy here that since a document management system helps employees in collaborating and communicating more efficiently, having a solution that is scalable as the number of users, locations, and document volume grows is essential. SharePoint as a document management system can scale up to manage hundreds of millions of documents with the right architecture. For instance, organizations may use multiple databases and site collections to spread out the content. However, to ensure a SharePoint document management system is scaled sufficiently, an organization can start with a simple exercise that keeps the following in mind –
A document management system is a software solution that stores and organizes documents (business processes, compliance, governance etc. related information and content) in digital formats such as PDFs, word processing files and digital images. Documents in a document management system are stored and organized in a way that they are searchable using keywords. Security, access control and audit trails are key features of any document management system.
Microsoft SharePoint is an example of a document management system. SharePoint document management allows sharing and managing documents and enables seamless collaboration across the organization. Documents can be edited and reviewed by multiple people at the same time.
There are five types of document management systems –
Document management systems manage the lifecycle of a document – from its creation to disposal. A document management system will store the document, and organize it according to department or user group, keep track of reviews, and provide access based on permissions.
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