Managing a large amount of documentation in any business may be stressful in terms of both time and effort, and it can still be prone to mistakes. However, for the project to function successfully, all documentation must be kept in place.
All businesses require a strong system to keep their paperwork safe and in the proper order. So let’s take a closer look at one of the most powerful document management systems offered by SharePoint.
What is a Document Management System (DMS)?
A Document Management System (DMS) is a software program that controls and records the whole life cycle of documents. A document’s life cycle consists of several processes, beginning with its creation and deactivation.
A document that is generated may be saved and monitored through each version by using a DMS, which covers every changing feature of the document and every detail of its modification, revision, and usage.
What is the Sharepoint Document management system?
SharePoint is a collaborative platform that enables companies to store and manage simple to complicated data management solutions through parallel usage and multi-user operations.
Microsoft SharePoint was introduced in 2003. Microsoft has created numerous versions of SharePoint products and downloads to meet the demands of its customers since its inception.
SharePoint DMS automates the document lifecycle from creation to archiving, increasing employee performance by 20 per cent and lowering operational expenses by 55%. It is available for on-premises and cloud implementation.
Over 250,000 enterprises now use SharePoint as a DMS, intranet, or other solutions.
7 Benefits of a SharePoint based Document Management System
High levels of security and integrity
Microsoft SharePoint’s security protections are so comprehensive that the user will never have to stress about unauthorized access to classified information files or the app’s integrity collapsing.
Simple to use
SharePoint is developed with all levels of stakeholders in mind, and as a result, it is simple to use for all users.
Storage
It’s a hassle to keep documents on paper! It necessitates a significant amount of physical space and can be time-intensive to access and arrange.
Organizations may avoid this hassle by using digital documents. However, if not correctly handled, it can use a significant amount of digital space.
A document management system, such as SharePoint aids in improved document organization, allowing unneeded areas to be freed and papers to be handled more effectively. This also makes it simple to retrieve the documents anytime quickly they are needed.
Version History
It is natural in an organization to continually update old documents by making modifications over time. However, it may be not easy to locate the most recently updated version at times, and there may be occasions when we must resort to older versions.
In such cases, SharePoint’s version history might be quite useful. When documents are stored in a centralized area, employees who have access to them may edit and update them in the same spot. This eliminates the possibility of confusion.
SharePoint will keep track of every version’s data, including who modified it and when. It is also possible to retrieve previous versions if necessary.
Cooperation
This is the greatest and one of the most significant aspects of SharePoint that allows all SharePoint users in the organization to collaborate and keep up to speed with every stage of the Document Life Cycle. In addition, the most recent version of SharePoint also supports a real-time information stream.
Automation
In a non-digitized workplace, manual operations such as error correction, approval, and so on consume a significant amount of time. Therefore, the workflow in SharePoint is managed in such a way that the need for human interaction in such activities is eliminated.
This improves the efficiency and speed of work operations. For example, there is no need to wait for approvals or check for faults manually. In addition, the automated flowchart standardizes and systematizes processes.
Simple Collaboration
A document management system syncs your whole office, making it simple to share information. Because papers may be shared with anybody at any time, team collaboration becomes more convenient.
Collaboration that is quick and takes place in real-time boosts productivity. As a result, SharePoint assists in bringing out the best in people as individuals and team members.
Conclusion
SharePoint Document Management System is a collaborative repository of easy to use data and includes built-in security safeguards. It may be used on cloud-based or server-based systems.
Despite the fact that there are many similar tools on the less expensive market and simpler to use, Microsoft’s SharePoint includes outstanding functionality for a powerful Document Management System.
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