Businesses have become more agile to support arising customer demands with changing technologies. Constant communication and collaboration between employees result in successful business outcomes and help organizations achieve on-time project deliverables of high standard and quality. However, communication between team members and managers result in real-time data that are crucial in making informed business decisions. Moreover, businesses generate a huge volume of data, files, documents, images, and more on a day-to-day basis for business, internal activities, marketing, and sales purposes. But failing to consolidate and store all the files and documents in a single repository can lead to
- Data or document loss when employees leave the organization
- Lack of visibility over who handles what
- Lack of transparency within the team/organization
- Lack of access to required information at the right time
- Multiple members working on different versions of the document
Hence, SharePoint cloud-based document management system (DMS) that can store, manage and track all electronic documents throughout an organization can be ideal. It incorporates document and content capture, document repositories, workflow, employee relationship management, and information retrieval systems. SharePoint DMS being a digital platform, allows employees to share files and collaboratively work together in a shared workspace. Moreover, it provides storage, version control, metadata, indexing, review and approval process, role-based permissions, and more.
SharePoint Online DMS provides numerous feature
Metadata
SharePoint stores metadata information for each document. It applies OCR on scanned images and performs text extraction on electronic documents.
Capture
SharePoint online DMS uses third-party OCR tools to convert paper documents into digital assets.
Integration
SharePoint online DMS can be easily integrated with CRM, ERP, HR systems, etc. and other Microsoft products.
Validation
SharePoint Online DMS offers real-time correction options to examine data during capture and ensures they are free from errors such as misspelled names, missing symbols, and more.
Storage
SharePoint online DMS allows storing all the electronic documents in the Document Library.
Indexing
Tracking digital assets is based on word indexes extracted from content or metadata in SharePoint DMS. Indexing mainly exists to support quick retrieval.
Searching
Documents can be searched using various attributes such as document title, metadata or parts of the content in SharePoint DMS.
Distribution
SharePoint Online DMS supports to distribute documents in a format that cannot be altered.
Collaboration
SharePoint online DMS allows multiple users to edit the document at the same time and makes changes visible to other viewers.
Retrieval
Documents can be retrieved even without internet connection, on all devices including smartphones and tablets in SharePoint online DMS.
Workflow
SharePoint online DMS has many in-built workflow modules that can route documents for approval, review, feedback, etc.
Versioning
SharePoint DMS allows storing multiple versions of the documents that can be used later for reference.
Security
SharePoint online DMS supports role-based permissions for users. It offers data encryption, anti-malware protection, and warnings for sharing sensitive information.
Thus, with many advanced features and capabilities, SharePoint cloud-based document management system can be used to store, manage and track electronic documents and digital assets. It enables employees to collaboratively work on documents across cross-functional teams and departments and improves productivity multi-fold.
