Document Management with SharePoint
The solution for managing your documents is SharePoint. With SharePoint as an enterprise information management system, all phases of a document lifecycle are supported, starting with document creation through administration and archiving.
Creating documents in the SharePoint document library there are several ways to create a document in SharePoint. A variant is the creation of a document directly in the browser in the respective SharePoint document library. Selecting the document type creates a new document based on the document type template. Uploading
Documents to the SharePoint Document Library
Another option is the classic uploading of various documents to the SharePoint document library. Here, the drag-and-drop function or the Windows Explorer view allows not only the uploading of individual, but of several documents at the same time.
All document types can contain further valuable document properties, which facilitate the tagging of information and thus the faster retrieval.
On- and offline processing of the documents
The document can be edited as desired in the browser or in an Office client application and subsequently saved.
Creating documents from templates
If you work with templates such as invoices, offers, etc., these can be offered depending on the document type.
All functionalities, such as versioning, check-in and check-out, adding metadata or the implementation of workflows, can be used in Office Client applications. This saves a lot of clicks and thus valuable time.
Setting Modular Permissions for Documents
Depending on your requirements and compliance policies, you can specify different authorization levels, except for the document level. Access to content is efficiently managed.
Unique Document IDs
The document ID is used to associate a document with a unique ID, which is retained even when the document is moved.
Taxonomy and Metadata Management
SharePoint as a document management system provides the ability to manage metadata centrally for multiple documents using document folders to help you organize your documents. Again, the metadata for multiple documents can be edited at the same time.
Minor and Major Versioning
Versioning in SharePoint provides an uncomplicated and practical solution for viewing the change history of a document. This makes it possible to easily inspect and restore previous workstations.
Document processing with workflows
Another point for a best organization in SharePoint is working with workflows. Workflows not only drive human workflows, but also create new alternatives for collaborating and editing documents, lists, and libraries.
Integration of Office and OnDrive for Business
By integrating with Office and OneDrive for Business, offline processing of your documents and information is possible. The changes are automatically updated in the background the next time you connect to the SharePoint OneDrive environment.
Wide search With the SharePoint search you have the possibility to search company-wide for information or documents. The search algorithms can be adapted specifically and can be structured and optimized across departments.
By customizing notifications, RSS feeds, or viewing documents, you are always up-to-date and up-to-date.
Secure document archiving
When archiving documents and information, enterprise security is paramount. SharePoint offers a central document storage, which can also be implemented in a revision-proof manner. Documents that can be kept can be described as a data record.
Archiving the documents according to information management
Guidelines Information management guidelines can be used to determine individual retention periods. For example, it can be defined that a document is automatically identified as a record six months after it was created and is automatically deleted ten years later.
The most important advantages at a glance
- Parallel and simultaneous editing or protection against simultaneous editing
- Support of the document life cycle through workflows
- Minor and major conversion
- Unique document ID
- Document folders for content grouping
- Document templates
- Ideal integration into the Office & Windows environment (import, export)
- Offline processing and automatic synchronization
- Enriching the documents with metadata
- Metadata and / or full-text-based search
- Taxonomy and metadata management
- Editing document metadata directly in an Office application
- Adaptive rights management
- Revision-secure archiving
- Connection of external business data
- Always informed by automatic notifications
- Office Web Apps
- Views and filtering