Document management SharePoint is a Microsoft tool that was designed to help businesses in organizing and managing files and folders. In the modern business dimension, the ability to effectively organize and share company files and documents is fundamental to efficiency in service provision as well as management operations.
Document Management SharePoint – Overview
Organizations without document management feature scattered files stored in individual PCs in the various departments, making it time consuming for information retrieval and sharing. However, the document management sharepoint offers a solution to this. It basically monitors and manages the lifecycle of enterprise documents from creation, storage, review, publishing to disposal. It enables easy storage, organizing and retrieval/locating of an establishments documents as well as the consistency of such files.
The Elements of Document Management SharePoint
There are certain elements that constitute a superior file management system that all amount to efficiency in time, security as well as organization. This management system specifies a list of activities including:
• Document type – It can be used in restricting the types of documents and contents to be created in an organization.
• Template and metadata – The organization can specify the exact template to be used for each type of document to ensure consistency of format and outlook. It also specifies the kind of metadata to be provided for the different kinds of documents.
• Storage and access – This system can also be used to automate the desired storage location for each type of document depending on the stage in lifecycle. It can then control how to access a given document in each stage of the lifecycle. Basically, restrictions can be placed to only allow access by authorized personnel.
• Transition and movement – It establishes how team members within an organization create, review, approve, publish and dispose documents. This helps in controlling movement and sharing.
• Policy and legal issues – These are additional features very critical to the document management system. It provides an option to apply certain policies such that actions related to documents can be audited and retained (documented). Measures can also be placed to safeguard organizations documents. It also helps in establishing a method to retain organizational content in accordance with company guidelines and legal requirements.
The Benefits
The benefits of document management sharepoint can be summarized under what users are able to perform with its aid. The functionalities boosted include managing documents using content types and properties, protecting documents from unauthorized access and managing document related processes. Users can also store and manage files from a document center site. Implementation of this feature is simple and very quick involving a bit of document roles conceptualization and planning of movements as well as policies.
Conclusion
The document management sharepoint is an easy to use system that allows businesses to create, store, share and secure files. It also establishes a medium for consistency as well as restricting access at different stages within the lifecycle of documents. The benefits of this feature are vivid and include document security, fluid sharing and review, ease of access as well as regulation and disposition. When looking for a simple tool to ensure comprehensive file organization and security, this tool should definitely be part of your considerations.
