USING Sharepoint AS A document management system (DMS)

Streamline your document workflow seamlessly with a platform trusted by the world's largest businesses - Integrated with Microsoft Teams

Master Your Documents with SharePoint

Today’s rapidly evolving digital landscape demands an efficient document management system. SharePoint emerges as a comprehensive solution that addresses these needs, particularly for growing businesses and public sectors.

Document Management System
  • Digital Transformation – Convert paper documents into searchable formats like PDF, reducing data entry errors and enhancing accessibility.
  • Real-time CollaborationFoster teamwork as multiple users collaboratively author and modify documents..
  • Unparalleled Security - Protect essential files from unauthorized access, backed by Azure Information Protection.
  • Real-time collaboration on documents – Multiple users can simultaneously author a document. The system logs user access time and distinctively marks modifications by co-authors.
  • Single Sign-On - Navigate through apps effortlessly without constant re-login interruptions.
  • Version History - SharePoint’s document handling system allows for easy check-outs and edits, maintaining clarity on the most up-to-date version.
  • Automated Workflows - Let SharePoint's advanced system automate routine tasks, ensuring optimal document access and alterations.
  • Efficient Search - Utilize smart indexing and meta-tags, backed by Azure, to retrieve documents effortlessly.

Why SharePoint Stands Out as a Document Management Solution

SharePoint isn't just a Microsoft DMS; it’s a comprehensive SharePoint content management solution offering:
  • Universal Acceptance – Preferred by major global corporations, ensuring reliability and efficiency.
  • Seamless Integration – Being a Microsoft product, it integrates effortlessly with Office and other Microsoft software.
  • Customization – Over 65% of SharePoint users tailor the platform to address specific organizational needs
  • Top-tier Security – Implement folder-level security, granting or restricting permissions as needed.

Ready to Upgrade Your Document Management?

Considering a SharePoint DMS solution? Let’s discuss how we can make documentation simpler for your company.

Why opt for Communication Square for Document Management System Deployment?

We don't just deploy; we ensure your transition is smooth. We understand the value of your content and fuse it with advanced document management and workflow capabilities. 

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

Proudly recognized as a Microsoft Solutions Partner, we're:

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


SharePoint Document Management System Case Study

Company: Town of Bluffton

Industry:  Public Sector

Employees: 500

Overview: Implemented a SharePoint-based Document Management System fully integrated with Microsoft Teams. Features included automated workflows to scan document contents and approval workflows tailored to business needs. All document metadata was preserved, with capabilities to generate user and security-based alerts.

Solution: SharePoint Document Management System

SharePoint Document Management System FAQs

Do we need a Document Management System?

Almost all companies, especially those with more than ten employees, require a Document Management System. With the increasing volume of documents used daily, it's vital to have a system in place for sharing, collaboration, reviewing, and signing. Hence, a Legal Document Management System is necessary to manage our documents efficiently.

What do I need to know about Document Management?

There's a lot to understand when it comes to Document Management. It's essential to consider the specific needs of your company and its requirements. For a deep dive into the nuances of document management and its integration with other Microsoft 365 Apps, check out SharePoint Governance & Its Integration With Other Microsoft 365 Apps. Additionally, consider consulting Communication Square LLC for tailored advice.

What are the unique benefits of SharePoint 2019?

SharePoint 2019 comes with a host of improvements and unique features. For a comprehensive breakdown, consider reading about the 6 benefits of SharePoint 2019.

Is a DMS all about workflows?

No, a DMS isn't solely about workflows. While you can have a DMS without workflows, implementing them can be immensely beneficial. Workflows eliminate mundane, time-consuming tasks in any process, making an Azure Document Management repository more efficient.

Which Platforms are supported for SharePoint based DMS?

  • Windows
  • MacOS
  • iOS
  • Android
  • How good is SharePoint as Document Management System?

    SharePoint stands out as a premier document management solution. Once implemented, it offers companies significant time savings. To understand its efficacy better, you can read a SharePoint as Document Management System Case Study. Furthermore, it provides efficient sharepoint content management capabilities, enhancing its utility.

    Does Office 365 have a document management system?

    Absolutely! Microsoft Office 365 encompasses several software solutions tailored for document management. This suite includes SharePoint, Microsoft Dynamics, and OneDrive. For a more in-depth comparison, you can check OneDrive vs OneDrive for Business & Competitors

    What is the difference between SharePoint and OneDrive?

    While OneDrive offers an intuitive files experience across devices, SharePoint in Microsoft 365 serves as the backbone, providing content services for all Microsoft 365 files, encompassing Teams, Yammer, and Outlook. If you're curious about how these tools compare, take a look at SharePoint vs OneDrive: Which Is Better for Your Company?

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

    A document management system primarily focuses on managing and controlling documents. In contrast, an enterprise content management (ECM) system encompasses broader capabilities, managing a variety of file types. This can include added capabilities like workflows, business process management, and information governance. Nowadays, content services platforms are replacing ECM.

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

    Cloud-based document management systems offer a plethora of advantages. They alleviate the IT burden related to infrastructure, maintenance, and security. These systems scale seamlessly, provide redundancy, and automatically update. A notable feature of some cloud-based solutions is their cost-effective, long-term archival storage. For insights into how cloud-based solutions can be implemented across different sectors, you might find this Azure Information Protection Solution for Healthcare Case Study beneficial.

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