Looking for Easy Document Management Switch to SharePoint
Each organization has to include customized document management controls as part of its key strategies. In addition to deciding how to create, review and publish documents, it also needs to decide the most appropriate way to retain or dispose these after certain period of time. Therefore, most enterprises look for innovative a document management system that allows them to store, update, share, find, archive, restore and trace all types of documents. Microsoft has released SharePoint 2013 with a set of features to help users in managing all types of documents efficiently, while complying with the relevance governance or compliance policies. If you are looking for effective and flexible tools to control a document’s life cycle, it is a great idea to switch to SharePoint 2013.
What Makes SharePoint 2013 a Powerful Document Management System?
Hassle-Free Sharing of Information and Resources
Similar to other innovative document management systems, SharePoint also enable people to access the required resources and information. But it also allows users to organize documents and coordinate calendars effectively, along with creating team workspaces. At the same time, the user also has option to create blogs and wikis simply by using templates. The users on the do can further avail the offline synchronization capabilities to access the documents regardless of his current location.
Tight Control over Document Life Cycle
SharePoint Server 2013 comes with all the capabilities required to control a document’s life cycle efficiently. At the same time, it also enables users to implement the policies applicable to each document. Along with auditing the document-related actions, the system further ensures that the documents are disposed or retained in the most appropriate way. These features further make it easier for an organization to manage documents as corporate records, while adhering to both corporate guidelines and legal requirements.
Maintain Integrity of Content
The latest version of SharePoint comes with document management capabilities. Before editing a particular document, the reviewer has option to activate document checkout. Thus, he can see the revisions made to the document and restore the document to the previous version. Also, the feature can be used to set security at both document and content level. These capabilities make it easier to maintain the integrity of content store on team sites or shared with a distributed team.
Easy to Build a Collaborative Environment
The IT department of an organization can deploy a collaborative environment through Windows SharePoint Services without putting any additional time and effort. Despite being easy to manage and scale the environment is still simple and flexible. The single-server setting and flexible deployment settings further make it easier to reconfigure the document management system according to the latest governance or compliance policies. Thus, all documents can be created, reviews and shared quickly to facilitate decision making.
Effectuate Document Security Management
While allowing teammates to access the resources and information from diverse locations, each enterprise has to put some amount of effort. But the security features provided by SharePoint enable them to effectuate document security management without putting any extra effort. The system allows users to nominate individual users or group, and set permission simply with two clicks. Also, the traceable access of requests to a site makes it easier to find out who has accessed the resources or information.
Smoothly Change the Location of a Document
Often users have to move or copy documents from one library or site to another. SharePoint allows them to move or copy the document at various stages of its lifestyle without any hassle. They can simply create a custom workflow to guide the document through a business process. Once the document life cycle is activates, tasks can be further assigned to the participants according to their individual roles and responsibilities. The authors with required authoring permission can further copy a particular document, while maintaining the relationship between the source and the destination document intact.
While switching to the updated version of SharePoint, an organization is not required to discard the tools that are already being used for day-to-day operations. Some of the most popular tools and applications in Microsoft Office system like Word and Outlook can still be used seamlessly with SharePoint 2013 to optimize the control over a document’s life cycle. Custom Sharepoint development teams can help build sharepoint applications for you within allocated budgets and time schedules.
We provide SharePoint webparts development services. If you would like to speak to one of our expert SharePoint developers, please contact us at Mindfire Solutions.