Unlocking the power of Document Management System in sharepoint: What you need to know

Nowadays most companies are migrating their files and folders to Sharepoint Online, and they know about the document management capability of SharePoint. You must be wondering what sharepoint management looks like. Most businesses do not know what it actually involves.

Document management in SharePoint is not like any other DMS you use. From the perspective of document management, it is important to know how it differs from other DMS. Companies that are not only switching from file shares (network drives) but also moving away from Egnyte or iManage DMS or even Dropbox, Box, or Google Drives will find a unique outlook in SharePoint.

Can sharepoint be used as a document management system?

Yes, SharePoint can be created and utilized as a document management system (DMS).
Sharepoint document management system has various functional features such as versioning, metadata, and security settings which allow for proper documentation and sharing. SharePoint's structure and libraries allow for a federated document structure where teams can manage documents as needed.

Similarly, it is also complementary to Microsoft 365 applications making it appropriate as a DMS in collaborative settings. However, it may require additional training for users to be able to utilize its capabilities that are different from those provided by standard DMS applications.

Some sharepoint document management examples include workflow automation and security of documents.

Decentralized approach to Document Management

As there are many 3^rd party DMS where organizations can store everything and execute the searches from it.Sharepoint document management does not work that way. In SharePoint, documents are not held only in one location or one site. There are many sites and Document Libraries in SharePoint, so the documents are usually scattered around. So, when you are looking for the information, it helps to know where you get the right search outcome. The documents are arranged alphabetically. This is also known as flat information architecture.

Difference between site and folders

In sharepoint DMS, the documents are arranged through sites that are different from the conventional folders. In contrast to a folder-based DMS where files are stored in several folders, SharePoint stores documents in different sites and libraries. For organizations moving from file shares, this requires careful restructuring of their information architecture. It is easier to control access, promote collaboration, and organize documents by creating separate sites for different projects or teams.

Importance of creating metadata

As you all know many businesses are using Sharepoint for document management. Within SharePoint, certain users have been able to take advantage of metadata tags that had previously been used in non-SharePoint DMS. However, it should be made clear that metadata tags are not provided by default in SharePoint. Users will have to create metadata to tag their items themselves. This is not an easy task because of the decentralized structure in SharePoint.

It permits metadata to be generated at the document repository sharepoint or through the Term Store at the site level. Users are expected to navigate to Content Types, and to the Content Type gallery which is an advanced task. Indeed, however, once this is set up, it is quite easy to manage.

SharePoint’s Multifunctionality Beyond Document Management

This is yet another huge difference between document management system sharepoint and other DMS. It extends beyond the DMS as it is a versatile collaboration platform that is capable of adapting to various needs. For example, it can serve as an intranet or communication hub that enhances internal communications.

Additionally, if you are creating any list of information that gets stored within sharepoint document management services. Therefore, when transitioning documents from other applications. Businesses should plan their information architecture to ensure it is scalable and future-proof.

How does Microsoft Teams Influence Document Management?

It is exciting to know Microsoft Teams is impacting document management system sharepoint by integrating communication tools. Apart from this, teams also bring collaboration features that work seamlessly with Sharepoint document storage and sharing capabilities. Some of the ways it influences DMS are as follows:

1. Teams facilitate a simultaneous working system on documents by allowing users to edit and comment on multiple documents at the same time. This principle reduces the problem of version control and increases productivity.
2. Any document shared in Teams automatically gets saved in SharePoint or OneDrive. These two systems make sharepoint online document management transferring and managing easier. It ensures all users work on the most updated document.
3. Document management features offered in Teams are backed up by SharePoint's unique security structure. It helps organizations in enforcing definite permissions thus preventing the leaking of confidential information.
4. Documents can be seamlessly shared with internal members of the organization or with stakeholders. It has controlled accessibility and enhances document distribution.
5. Teams first promote project organization because it motivates writing channels. This enables easy access and is more organized because it does not rely on the old folders. It facilitates sharepoint file management in a simplified manner.

With Teams, organizations can apply other task management systems that provide links between documents and tasks or projects. It makes sure that teams know how to prioritize their tasks.

To sum up, Microsoft Teams changes the way documents are managed by increasing coordination in workplaces.

Limitations of sharepoint

You will be surprised to know that there are many limitations in sharepoint online document management which you never had to deal with past DMS. Some of the limitations are as follows:

1. Other existing frameworks are not like SharePoint as one cannot create metadata for the documents. This affects the overall consistency of document tagging.
2. Performance issues can arise in document libraries due to the size of documents in SharePoint. This decreases the speed of the pages.
3. Users may come across restrictions with One drive syncing which can complicate offline access to documents.
4. There are certain restrictions in place on folder depth and the lengths of URLs in document management sharepoint. This can limit the ability to organize documents in a lot of nested structures.

Unique Document Features of Sharepoint

If you have used other DMSs in the past you will be surprised to know that sharepoint document management features are unique to sharepoint. Its functionality works in a way that does not reflect your current DMS. Some examples include version history, co-authoring, and the check-in and check-out mechanism.

Core Collaboration over Regulation

As you all know that sharepoint is set up for sharing and collaboration documents. It is meant for easy sharing of content both internally and physically. You can share your documents with anyone you want among the team members.

If you are trying to share the documents outside your team members you will have to give security and permission. You will have to set this permission in the SharePoint admin center and at the site level to make it more secure. This SharePoint data management feature is not present in other DMS.

Advanced security and Permission model

Managing security and permission in SharePoint for document management can be a challenging task. It does help to know that once you have the right understanding of the system, it can quite simply be put into perspective as well.

However, the initial stages can be a little daunting. SharePoint has adopted an entirely different model, where instead of folder-based security models, sites are replaced with Microsoft 365 Group security. Additionally, teams use privacy settings to further extend that complexity into its 3 channel types. And if you also have Active Directory groups from on-premises being synced, which has a lot of complexities.

To conclude, SharePoint is a robust document management system that enhances customization and collaboration for businesses across the world. This makes them a powerful solution for companies who are looking forward to improving their document management and teamwork.

FAQs

1. What is the difference between document control and document management?

   Document management is about storing, sharing, and tracking documents. It helps in improving the operational efficiency of your business. Document controlling is about coordinating the information and movement of data within the organization.

2. What is the document management cycle?

   It includes the phases a document goes through as part of business processes. These phases comprise document governance, which includes disposal, as well as document creation, approval, storage, dissemination, and retrieval.

3. Is SharePoint a DMS or CMS?

   SharePoint is primarily a DMS but it also works as a CMS. This is because of the features of SharePoint for collaborating and content publishing. This versatility allows organizations to manage documents and web content effectively.

• Ashish Kamotra
• Apr 30, 2025