USING Sharepoint AS A document management system (DMS)

Simple Document Management built into Microsoft Teams

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SharePoint Document Management System Features

  • Capture – Digitalizing paper documents and converting electronic documents in different formats (e.g., TIFF, JPG, PNG) into a uniform readable and searchable format (e.g., PDF) using OCR software to reduce data entry errors via automated data extracting.
  • Validation – Automated check of scanned documents for misspelling, missing symbols, words, and signatures for subsequent automatic fixing of these issues or highlighting questionable words for manual fixing by user.
  • Metadata - Manage metadata for documents.
  • Real-time collaboration on documents – Authoring a document by several users simultaneously. DMS tracks the time of access to the document by users and marks modifications made by co-authors in distinct colors.
  • Document Protection - Help protect documents from unauthorized access or use with Information Rights Management.
  • Security - Management by email is not only cumbersome and ineffective, but also not secure. From a security perspective, it’s a lot safer to leave important documents behind a firewall in SharePoint where employees can get it when they need it, instead of sending it through email.
  • Single Sign-On - SharePoint is also great at giving you access to all the apps you need with one sign-on. Instead of continuously signing into different systems and software, SharePoint is your single sign-on.
  • Version History - Another thing that SharePoint can really help with is version history. Sometimes in corporate environments, a document will be emailed back and forth, and it gets difficult to determine which is the most up-to-date version. With SharePoint, you can check out documents, have employees edit them, and then check them back into SharePoint.
  • Workflow Automation - A SharePoint workflow is like an automated flowchart that takes a lot of labor, guesswork, and randomness out of standard work processes. SharePoint can ensure employees have the appropriate approval to access and edit the document, removing the guesswork from employees.
  • Indexing – Tagging documents based on their content and filled-in metadata (e.g., a document’s title, author, type, modification date) to facilitate their categorizing, archiving, search, and retrieval.
  • Alerts and notifications – Automated sending of notifications about any document-related changes (e.g., creation of a new document, update of a document, end of an approval workflow) to required or authorized users.

Benefits of Having SharePoint as a Document Management System

We understand you might have multiple options to choose from. We'll make it easy for you by telling you why SharePoint Document Management System is your best bet.

  • SharePoint is Everywhere – SharePoint is being used by some of the world’s largest businesses and organizations. It is implemented by most businesses and has greatly helped them manage their documentation and to share information. It has proven itself to be a state-of-the-art management system and taken over the market, becoming a $2+ billion business.
  • SharePoint is a Highly Compatible Software – SharePoint is owned by Microsoft, and it is also available as part of the Office suite. This means that SharePoint is compatible with the other software owned by Microsoft. Thus, it opens the door to an expansive number of possibilities regarding ways to work.
  • SharePoint is Customizable – Approximately 65% of all organizations using SharePoint add custom functionality to the software.
  • SharePoint is Reliable – SharePoint is a very reliable software that keeps your data safe. Minimum issues within the server, such as syncing progress and files getting accidentally overwritten.
  • SharePoint Offers a Big Storage Capacity – SharePoint’s storage capacity is enough for large organizations; the limits are determined by the plan or subscription.
  • SharePoint Features Advanced Searching – SharePoint makes it very easy for the users to find their documents. Based on file names, metadata, content and phrases, the software makes search extremely precise and easy.
  • SharePoint Features a Healthy Workflow – SharePoint features standard built-in workflows which allows you to collect approvals, feedbacks, and signatures.
  • SharePoint is Constantly Improving – SharePoint was created by Microsoft in 2001 and has been successfully in growth since. It started off as a simple server management tool, and over time has grown to be a highly successful file document management and file sharing software.
  • SharePoint is Secure – SharePoint is a very secure software that keeps your documentation secure. Featuring strict folder-level security, which means every folder and file can be customized in terms of permissions. SharePoint lets you keep your sensitive information safe.

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Why Choose Communication Square for Document Management System Deployment?

Communication Square helps you maximize the value of your content with a powerful combination of enterprise document management and workflow capabilities, and opens up endless opportunities to make your business flow better. Information gets to the right person, at the right time, in the applications and devices people are already using to get their jobs done.

Through our done-for-you services, we ensure that your data is moved with minimal downtime!

We're a Gold Microsoft Collaboration & Content Partner!

  • Microsoft Co-Sell Ready Partner
  • Microsoft Direct CSP (Cloud Solutions Provider)
  • 7 Million+ Cloud Seats Sold
  • Fast-Track Enabled Microsoft Partner

CASE STUDY

SharePoint Document Management System Case Study

Company: Town of Bluffton

Industry:  Public Sector

Employees: 500

Overview: Rolled out SharePoint based Document Management System for the Town. The Document Management System was fully integrated with Microsoft Teams. This included automated workflows to read text inside Scanned Documents and approval workflows based on business requirements. All meta data of the documents was preserved. The system was fully capable of generating user based as well as security-based alerts.

Solution: SharePoint Document Management System

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SharePoint Document Management System FAQs

Do we need a Document Management System?

Almost all companies with more than ten employees need a Document Management System. The number of documents that we use daily is increasing tremendously, we share and collaborate with colleagues, we review, sign etc. So yes, we need some kind of way to manage our documents.

What do I need to know about Document Management?

There is quite a lot to know about Document Management. It all depends on your company situation and requirements of course. Consult Communication Square LLC today.

How long does it take to implement a Document Management System?

This depends on the solution that needs to be implemented. How much customizations need to be done? Are specific workflows required. does a migration need to be from a current system to a new DMS? A project could take from a minimum of 2 months depending on the requirements.

Is a DMS all about workflows?

No, it’s not. You could have a DMS without workflows. Workflows take time to implement but are well worth the effort. Workflows remove the mundane and time-consuming tasks in any process. So, it depends on your requirements.

Supported Platforms?

  • Windows
  • MacOS
  • iOS
  • Android

    • How good is SharePoint as document management system?

    SharePoint is one of the fastest document management systems available. Once it is successfully implemented, it saves a lot of time for the companies using them. As a Document Management System, it makes it easier to share, manage, change, and find documentation.

    Does Office 365 have a document management system?

    Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.

    What is the difference between SharePoint and OneDrive?

    OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.

    What is a document management system (DMS) vs. enterprise content management (ECM)?

    While a document management system allows you to manage and control documents across your organization, an enterprise content management (ECM) system offers much broader capabilities for managing and controlling access to a variety of file types — not just documents — and may include additional capabilities including workflows, business process management, and information governance. Today, content services platforms are replacing ECM.

    What are the benefits of cloud-based document management system?

    The advantages of a cloud-based document management system include reducing the burden on IT for system infrastructure, maintenance, scalability, redundancy, and security. Updates are automatic. Some cloud-based document management systems offer the benefit of very low-cost, long-term archival storage.

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