{"id":2040,"date":"2022-05-20T06:51:57","date_gmt":"2022-05-20T06:51:57","guid":{"rendered":"https:\/\/poiseddevelopers.com\/reality-tech\/?p=2040"},"modified":"2024-04-26T12:14:51","modified_gmt":"2024-04-26T12:14:51","slug":"why-you-should-use-sharepoint-for-document-management-system","status":"publish","type":"post","link":"https:\/\/poiseddevelopers.com\/reality-tech\/why-you-should-use-sharepoint-for-document-management-system\/","title":{"rendered":"Why You Should Use SharePoint for Document Management System"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/poiseddevelopers.com\/reality-tech\/why-you-should-use-sharepoint-for-document-management-system\/#Here_are_16_Reasons_Why_SharePoint_is_the_Best_Document_Management_System\" title=\"Here are 16 Reasons Why SharePoint is the Best Document Management System\">Here are 16 Reasons Why SharePoint is the Best Document Management System<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/poiseddevelopers.com\/reality-tech\/why-you-should-use-sharepoint-for-document-management-system\/#Financial_Outcomes_of_SharePoint_DMS\" title=\"Financial Outcomes of SharePoint DMS\">Financial Outcomes of SharePoint DMS<\/a><\/li><\/ul><\/nav><\/div>\n<p>SharePoint offers Document Management System (DMS) capabilities to streamline the document lifecycle from creation to archiving and offers the following benefits.<\/p>\n<p>\u2714\u00a0 \u00a0 \u00a0 \u00a0\u00a020% improvement in employee performance<\/p>\n<p>\u2714\u00a0 \u00a0 \u00a0 \u00a0\u00a055% reduction in operational costs over legacy systems.<\/p>\n<p>While SharePoint can be used on-premises, the vast majority of enterprises use it within the Office 365 platform.\u00a0 Today, countless businesses use it as a DMS and sometimes extended it to include an intranet for internal collaboration and communication.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Here_are_16_Reasons_Why_SharePoint_is_the_Best_Document_Management_System\"><\/span><b>Here are 16 Reasons Why SharePoint is the Best Document Management System<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><b>1. Concurrent editing<\/b><\/p>\n<p>SharePoint and MS Office work hand-in-hand to give an extraordinary co-authoring experience, with edits and updates reflected back into the MS Office documents (<span data-sheets-value=\"{&quot;1&quot;:2,&quot;2&quot;:&quot;office 365 workflow app&quot;}\" data-sheets-userformat=\"{&quot;2&quot;:6723,&quot;3&quot;:{&quot;1&quot;:0},&quot;4&quot;:{&quot;1&quot;:2,&quot;2&quot;:16777215},&quot;9&quot;:0,&quot;12&quot;:0,&quot;14&quot;:{&quot;1&quot;:2,&quot;2&quot;:-570425344},&quot;15&quot;:&quot;Roboto, RobotoDraft, Helvetica, Arial, sans-serif&quot;}\"><a href=\"https:\/\/reality-tech.com\/workflow-error-in-sp2013-related-to-app-step\/\" target=\"_blank\" rel=\"noopener\" aria-label=\"office 365 workflow app - open in a new tab\" data-uw-rm-ext-link=\"\"><strong>office 365 workflow app<\/strong><\/a>)<\/span>.<\/p>\n<p><b>2. Versioning<\/b><\/p>\n<p>Fine-grained versioning is available in SharePoint, allowing prior versions to be compared in place in MS Word and document versions to be rolled back or forwards on demand.\u00a0 Minor versions are available to allow collaborators to co-author documents and only publish for broader availability when ready.<\/p>\n<p><b>3. Workflows<\/b><\/p>\n<p>Document review and document approval workflows are available out of the box and easily adapted to allow for concurrent or sequential approvals.\u00a0 Notifications, reminders, and escalation are all available to streamline the review or approval workflow.<\/p>\n<p><b>4. Metadata<\/b><\/p>\n<p>Location-based metadata tagging is available, as well as user-selectable metadata, in a range of data types, to allow the best tagging experience, leading to an exceptional search experience along with refiners and filters to quickly and precisely locate documents.<\/p>\n<p><b>5. Security\u00a0<\/b><\/p>\n<p>If email is your main mode of communication, it\u2019s most likely that you are sharing sensitive information across the company and with your customers. Sending heavy emails with attachments not only slows down the network but also poses a security threat. \u00a0 Leverage your existing ActiveDirectory groups,\u00a0<a href=\"https:\/\/reality-tech.com\/microsoft-365-groups-vs-teams-vs-sharepoint-comparison\/\" target=\"_blank\" rel=\"noopener\" aria-label=\"Office 365 Groups - open in a new tab\" data-uw-rm-ext-link=\"\"><strong>Office 365 Groups<\/strong><\/a>, or use SharePoint\u2019s own groups for scalable management of SharePoint.<\/p>\n<p><strong>6.<\/strong>\u00a0<b>External sharing<\/b><\/p>\n<p>Documents, folders, and sites can be shared externally, with fine-grained control.\u00a0 Shares can be set to expire at an enterprise level as a policy.\u00a0 Domains can be whitelisted to restrict sharing to only known partners and vendors.\u00a0 Alternatively, domains can be blacklisted, preventing sharing to generic domain accounts.\u00a0 Lastly, external sharing can be restricted to specific site collections or disabled altogether.<\/p>\n<div style=\"background-color: white; box-shadow: 0 0 10px whitesmoke; padding: 20px; border-radius: 5px; display: flex; justify-content: space-around; width: 950px;\">\n<div class=\"content\">\n<h4><b>Are you in need of assistance? We can help!<\/b><\/h4>\n<p style=\"width: 70%;\">We help companies upgrade their on-premises SharePoint environment to the very latest for features, performance, security, and scalability.<\/p>\n<\/div>\n<div style=\"display: flex; align-items: center;\">\n<div class=\"content-btn\" style=\"padding: 8px; border: 1px solid #009a00; width: 89px; height: fit-content; cursor: pointer;\"><a style=\"color: #009a00;\" href=\"https:\/\/poiseddevelopers.com\/reality-tech\/contact-us\/\" target=\"_blank\" rel=\"noopener\">Let\u2019s talk!<\/a><\/div>\n<\/div>\n<\/div>\n<p>&nbsp;<\/p>\n<p><b>7. Full Lifecycle Management<\/b><\/p>\n<p>Documents within a library or attached to a content type can have their full life cycle defined, from publishing, as they age to having prior versions removed, and finally deleted or archived.\u00a0 This supports a full range of eDiscovery, legal holds, and regulatory requirements.<\/p>\n<p><b>8. OneDrive Sync<\/b><\/p>\n<p>It\u2019s easy to sync a SharePoint library to OneDrive for convenience and the Explorer experience.<\/p>\n<p><b>9. Teams<\/b><\/p>\n<p>Using or considering using Teams?\u00a0 An open secret is that all documents stored in Teams are actually stored in SharePoint.\u00a0 When accessed directly, SharePoint offers a vastly extended set of features for Document Management.<\/p>\n<p><b>10. Alerts<\/b><\/p>\n<p>Get notified in real-time, or periodically, of documents edited or added.\u00a0 Be in the know on documents updated in your organization.<\/p>\n<p><b>11. Single Sign-On\u00a0<\/b><\/p>\n<p>It goes without saying that<a href=\"https:\/\/reality-tech.com\/solutions\/document-compliance\/\" target=\"_blank\" rel=\"noopener\" aria-label=\"SharePoint as a Document Management System - open in a new tab\" data-uw-rm-ext-link=\"\">\u00a0<b>SharePoint as a Document Management System<\/b><\/a>\u00a0offers access to the Office 365 suite of applications with a single sign-on. Thus, you can instantly access multiple applications and software on your computer without logging -in individually to each of the applications.<\/p>\n<p><b>12. Easy Team Collaboration\u00a0<\/b><\/p>\n<p>Team collaboration becomes easier when documents are stored at a single location accessible to all team members. With SharePoint DMS, you can seamlessly and securely collaborate with teams in and out of your organization, across devices and web browsers.<\/p>\n<p><strong>13.<\/strong>\u00a0<b>Storage<\/b><\/p>\n<p>SharePoint is a true cloud service offering vast scalability for document storage.\u00a0 Its pricing model and feature set for document management are compelling.<\/p>\n<p><b>14. SharePoint is on Mobile Devices<\/b><\/p>\n<p>SharePoint software is easily accessible across devices and web browsers. It offers convenience to the users because they can download\/upload, edit and manage documents on their mobile devices, anywhere, anytime. They no longer have to carry a laptop or sit in front of their computers to access, read, edit, or exchange documents on the go. \u00a0 All form factors are supported.<\/p>\n<p><strong>\u00a015.<\/strong>\u00a0<b>SharePoint is Customizable\u00a0<\/b><\/p>\n<p>SharePoint Document Management System offers customization, with many organizations adding custom functionality to the software as driven by their unique business requirements. This flexibility enables companies to organize their business processes, reduce effort and time wastage, and improve their performance to deliver superior customer satisfaction.<\/p>\n<p><strong>16.\u00a0<\/strong><b>SharePoint is Constantly Improving\u00a0<\/b><\/p>\n<p>In 2001, SharePoint was launched by\u00a0Microsoft\u00a0and since then it has gained popularity and momentum. Initially designed as a server management tool, today it has evolved into a successful file sharing and document management software.<\/p>\n<p>Additionally, SharePoint DMS is compatible with third-party security tools, hence it can be used across multiple platforms, web browsers, and devices for storing and managing colossal data sets.<\/p>\n<p>Microsoft continues to patch SharePoint and upgrades and new features are flowing into the enterprise without any intervention by IT or Infrastructure teams.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Financial_Outcomes_of_SharePoint_DMS\"><\/span>Financial Outcomes of SharePoint DMS<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><b>High Scalability \u2013<\/b>\u00a0SharePoint Online DMS can easily store and manage several documents simultaneously, hence it\u2019s a perfect solution for all-sized companies \u2013 small, medium, and enterprise-level.<\/li>\n<li><b>High Customization Ability \u2013<\/b>\u00a0SharePoint is highly customizable, hence it quickly adapts to meet industry and organization\u2019s specific requirements for document management.<\/li>\n<li><b>Easy Availability \u2013<\/b>\u00a0SharePoint Document Management System supports 24\/7 access, hence employees can access, edit, upload\/download\u00a0documents\u00a0from any location, device, and at any time, provided they have robust Internet connectivity. The documents can also be accessed offline with Cloud synchronization.<\/li>\n<li><b>Automation \u2013<\/b>\u00a0This DMS offers the ability to easily design complex workflows, hence the document lifecycle is fully automated, which saves time and effort for users.<\/li>\n<li><b>Enterprise-level Integration \u2013\u00a0<\/b>SharePoint Document Management System seamlessly integrates with other MS applications and document processing tools to deliver quality solutions, quickly. Thus, it\u2019s compatible with Office 365 services (Teams, Power Automate, Outlook, OneDrive, Exchange) and applications (Word, PowerPoint).<\/li>\n<\/ul>\n<p><b>Additional Read<\/b><\/p>\n<p>Restore SharePoint document timestamp and author from feed file<\/p>\n<p><b>Conclusion:\u00a0<\/b><\/p>\n<p>Need an optimal configuration of a\u00a0 Document Management System? We configure SharePoint,\u00a0<strong><a href=\"https:\/\/reality-tech.com\/services\/sharepoint-online-migration\/\" target=\"_blank\" rel=\"noopener\" aria-label=\"migrate to SharePoint - open in a new tab\" data-uw-rm-ext-link=\"\">migrate to SharePoint<\/a><\/strong>, train your users, and can craft custom solutions that boost your productivity.<\/p>\n<div style=\"background-color: white; box-shadow: 0 0 10px whitesmoke; padding: 20px; border-radius: 5px; display: flex; justify-content: space-around; width: 950px;\">\n<div class=\"content\">\n<h4><b>Are you in need of assistance? We can help!<\/b><\/h4>\n<p style=\"width: 70%;\">Need SharePoint DMS service for your Business? Schedule a call with our expert. You\u2019ll find our solutions robust, scalable, and dependable: complete solutions, and limitless possibilities.<\/p>\n<\/div>\n<div style=\"display: flex; align-items: center;\">\n<div class=\"content-btn\" style=\"padding: 8px; border: 1px solid #009a00; width: 89px; height: fit-content; cursor: pointer;\"><a style=\"color: #009a00;\" href=\"https:\/\/poiseddevelopers.com\/reality-tech\/contact-us\/\" target=\"_blank\" rel=\"noopener\">Let\u2019s talk!<\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>SharePoint offers Document Management System (DMS) capabilities to streamline the document lifecycle from creation to archiving and offers the following benefits. \u2714\u00a0 \u00a0 \u00a0 \u00a0\u00a020% improvement in employee performance \u2714\u00a0 \u00a0 \u00a0 \u00a0\u00a055% reduction in operational costs over legacy systems. While SharePoint can be used on-premises, the vast majority of enterprises use it within the [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":2044,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[65],"tags":[],"class_list":["post-2040","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-document-management-system"],"acf":[],"_links":{"self":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts\/2040","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/comments?post=2040"}],"version-history":[{"count":13,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts\/2040\/revisions"}],"predecessor-version":[{"id":2946,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/posts\/2040\/revisions\/2946"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/media\/2044"}],"wp:attachment":[{"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/media?parent=2040"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/categories?post=2040"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/poiseddevelopers.com\/reality-tech\/wp-json\/wp\/v2\/tags?post=2040"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}