SharePoint as a Document Management System (DMS)

Any organization needs a document management system. As the company grows, so does the amount of information within it. The only problem is that the number of documents grows exponentially and very soon you can find yourself overflown by reports, Excel spreadsheets, PowerPoint presentations and other. At this point, your business needs a good system to keep order and to maintain all the libraries. There is a good chance that your organization already utilizes SharePoint as it is a great business management solution with rich functionality. If that is the case, then you might also use SharePoint as a document control system.

Dmitriy Yasinskiy December 11, 2016

Not many people are aware that this Microsoft’s product can be also used in the form of a business content management solution, and can fit perfectly organizations of all sizes, starting with small and medium-sized local businesses and scaling up to large enterprises.

Before jumping into how this solution can benefit your firm, we first need to establish some common ground and discuss the capabilities of SharePoint as a document management system.

SharePoint Document Management System: Key Features

Scalability.

As we’ve already mentioned, this document management system is applicable to organizations of various scale. The platform is able to grow with an increasing amount of documents to suit even the needs of corporate giants. Even further scalability is available for companies who utilize SharePoint with Office 365, as from this point servers are overseen by Microsoft itself.

Customization.

As the system is popular with companies from so many business domains, it shouldn’t surprise anyone that SharePoint content management can be adapted to serve the specific needs of a particular organization. But here lies a pitfall. Extreme customization such as SharePoint’s requires fine tuning from professionals who know exactly what they are doing, because if configured incorrectly the system may backfire. We’ve talked about it multiple times in our previous articles.

Mobility.

At first, SharePoint was compatible with Windows Mobile only. But over time keeping exclusive access became inefficient for Microsoft and it has made the entire platform along with document management system available for iOS and Android users. Even further, no extra functionality was reserved for Microsoft mobile devices.

Popularity.

Well, that might not seem like a valid point, but do you really think that companies from the Fortune 500 list like UPS or ConocoPhillips would use SharePoint as a document management system if it didn’t work?

Use of SharePoint DMS is quite simple. All you need to understand is document type and metadata. Knowledge of these aspects will allow you to use available search capabilities in a smart way and get access to a particular document or a set of documents in short time.

By managing document properties and content type, you can ensure consistency and easy access throughout all of your libraries. We would like to walk you through this, but this seems like a topic for another article in the nearest future, so stay tuned to our blog if you want to learn more.

If you already utilize SharePoint as a DMS and face some issues with performance or would like to migrate your existing on-premise environment to Office 365, then contact us at Digital Design, we would be happy to assist you with such enquiries.