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SharePoint Document Management Best Practices You Should Follow 13 May, 2021   

Microsoft SharePoint is one of the most flexible document management systems that any organization, individual, or student can use anytime. Microsoft has been constantly vigilant in finding errors and issues in its online softwareThe company provides monthly updates to SharePoint to make it perform better. Among many of its benefits, one thing which makes it stand out is it gives users the freedom to manage and store the company’s important documents with ease. Today, we will answer the question of why SharePoint document management is the best in the industry? And why you should be using it for your daily file management.  

Introduction SharePoint Document Management 

SharePoint is built by the in-house developer of Microsoft. The main aim of the development of SharePoint document management is to provide users with software that can allow them to perform complex storage solutions and collaborate easily with team members. More than 75% of the companies listed in the fortune 500 lists use SharePoint in one way or the other, making it one of the leading document management software available in the market.  

There are three main functionalities of SharePoint 

  • The first one is it is used to store documents in a more effective format to make it easier for users to find them when needed, all in mere seconds.  

  • Secondly, it aims to bring an organization together. So every employee will be able to receive the information in time and the ones that are only relevant to their working.  

  • Moreover, SharePoint is more effective than the traditional method of storing files. Because in the older methods, a folder is placed on the server somewhere. Whereas, in SharePoint, it is the context built around the server automatically by tracking down the version of the document.  

Microsoft Sharepoint is one of the most flexible document management systems that any organization, individual, or student can use anytime. Microsoft has been constantly vigilant in finding errors and issues in its online softwareThe company provides monthly updates to Sharepoint to make it perform better. Among many of its benefits, one thing which makes it stand out is it gives users the freedom to manage and store the company’s important documents with ease. Today, we will answer the question of why Sharepoint document management is the best in the industry? And why you should be using it for your daily file management.  

Introduction SharePoint Document Management 

SharePoint is built by the in-house developer of Microsoft. The main aim of the development of SharePoint document management is to provide users with software that can allow them to perform complex storage solutions and collaborate easily with team members. More than 75% of the companies listed in the fortune 500 lists use SharePoint in one way or the other, making it one of the leading document management software available in the market.  

There are three main functionalities of SharePoint 

  • The first one is it is used to store documents in a more effective format to make it easier for users to find them when needed, all in mere seconds.  

  • Secondly, it aims to bring an organization together. So every employee will be able to receive the information in time and the ones that are only relevant to their working.  

  • Moreover, SharePoint is more effective than the traditional method of storing files. Because in the older methods, a folder is placed on the server somewhere. Whereas, in SharePoint, it is the context built around the server automatically by tracking down the version of the document.  

Things To Know Before SharePoint Document Management 

Before you download the software and get its license from Microsoft, here are a few things about the SharePoint document management system which you must know.  

First, SharePoint allows its users to save documents for legal or historical purposes. This could be a little challenging to industries like pharma, research, and finance as there are several complex regulators required to manage the documents. In these cases, you need first to consult a professional SharePoint consultation service to know what industry-specific solution you can get. 

In some cases, you might not be able to get what you need from the software, so you need to add some third-party solutions which can help you customize the software according to your need. This can be done by an IT service provider who has partnered with Microsoft to provide third-party plugins for the software.  

SharePoint Document Management Best Practices 

Given below are SharePoint document management best practices that one can use during its usage.  

1) Enable Versioning  

With the help of versioning, you get to increase the security and the availability of the file. One can also see the previous data of the same file from SharePoint online document management. 

2) Index All The columns  

If there are too many documents, the user needs to organize their data more smartly. One can easily index the whole column or the library quickly making it easier for organizing documents in Sharepoint. 

3) Single Sign-On 

The majority of the documents that are stored require a regulatory requirement. It doesn’t matter if the file is an academic journal or a business document. All of them need to follow the regulations. Thus, always go through the regulations before creating a folder. 

4) Team Documentation  

It is easier to work with the team when all the documents are stored in one place. The software can be used for collaborating with the team members that are both in and outside the organization. As a result, you need to give different sets of accessibility to your employees.  

5) Use The Meta Data  

SharePoint allows its users to perform the tagging functionality, which makes the data to be quickly accessible. Also, this increases the better reporting as it creates reports in multiple folders is not easy.  

6) Keep The Same Naming Conventions  

When creating the file, always use the same naming conventions for all the main folders and subfolders; it will make things easy for keeping the SharePoint document control 

7) Secure  

Give access rules to a file at a folder level. As a result, limit the access depending on the authority of the employee. In addition to this, it keeps the track of access history. So the owner of the file knows who got access to the file and at what time.  

Conclusion  

There are multiple ways to get the best of SharePoint document management. It is one of the best software which gives users the ability to mold the software according to their needs. As a result, one can add many features like filters, version migration, and even version scheduling if needed.

Before you download the software and get its license from Microsoft, here are a few things about the SharePoint document management system which you must know.  

SharePoint Document Management

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