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SharePoint Document Management Best Practices

Posted by Kevin Booth on Jun, 23, 2021 12:06

With the help of technology innovation, you can now have effective management of your documents. Among the most widely used systems for document management would be SharePoint. If you’re not familiar with SharePoint, read further.              

SharePoint defined 

SharePoint is a web-based collaboration system. It comes with workflow applications, “list” databases, and other security features and web parts for empowering a business team to enhance work collaboration. 

It can also offer your company a platform to control information access and workflow process automation across the business units. SharePoint has a Microsoft Cloud version which is the SharePoint Online. Moreover, it can provide you with integration features with various cloud applications. It can also help you with better document management. 

Do you want to know how to make the best of SharePoint for your business or organization? Then, you should know the SharePoint document management best practices. 

Best practices for SharePoint document management 

Use content types for excellent meta-tagging

One best practice for SharePoint document management is to use the Content-Type feature. With it, you can set meta tags/ dynamic properties according to the document you upload. 

Use data columns or meta tags to tag documents instead of recreating network drive folders

If you want to have better document management with SharePoint, you can use data columns or meta tags for tagging documents. So, you don’t need to recreate network drive folders. 

Set an alert for a document library 

Do you feel unsecured and think that someone can delete your uploaded file on SharePoint? Worry no more because you can get an alert. Also, you can configure alerts at the library and document level. You can get notifications whether the files in the library are changed or deleted by someone else. You can set alerts without admin rights. 

Create views 

As you set the meta tags, you can make more views. Create views and make them public. You may also use the sort/ filter/group function to display. The views can improve manage space on your page. If you have many libraries and lists on your page, you can use the ‘simplified’ view to fit all of it. With the simplified view, you can have few columns that can gather essential data. 

Use check-out or version control features if users only require it 

Document check-in and versioning features are excellent, but do you really need them? The check-out feature can avoid modifying accidentally similar docs by two people at the same time. On the other hand, the versioning function lets you restore previous document versions. But, does your business really need them? 

Similarly, by applying these best practices, you can make the best of your SharePoint document management. 

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Storing your documents in SharePoint 

When it comes to storing documents in SharePoint, you can choose between a SharePoint Library or List. It is not easy to choose since it can depend on security requirements, business processes, document types, and functionality that you want to achieve. To help you understand more about document storage in SharePoint, here is a comparison between a SharePoint List and SharePoint Library. 

SharePoint List – store your documents as items’ attachments 

With it, your various documents will be supported by a single item. Thus, the item is the container of the documents attached to it. It can be the best option, especially if you use SharePoint Foundation to keep incoming documents such as email communication with meeting agendas, business letters or attached protocols, and more. 

With SharePoint List, the fine granted access, and item-level permissions can be easily engage compared to document libraries. It also comes with other settings for lists like Read Access and Create and Edit Access

SharePoint Library – store your documents as items

With it, you can open your documents conveniently and quickly. Ability to support the Open with Windows Explorer function. It can also simplify the copying, document management, and deleting process. 

It can also support simultaneous editing of documents or co-authoring. Moreover, it also includes mail merging procedures and document generation, which are simplified through using auto-filling and file metadata. Also, It is ideal for generating customizable invoices, contracts, presentations, business proposals, and reports with SharePoint. 

SharePoint storage methods 

Are you using SharePoint for your document management needs? Then, you can use the following storage methods in SharePoint. 

Folders 

You can use folders to have a healthy SharePoint environment. You can save your documents in the root location of your library. If the number of your documents approaches the default SharePoint view of 5000 items, you can move a significant part of your documents to a folder. 

You can also use folders content types since it can offer you additional metadata, adjust views in the folders and create better content descriptions. 

Plain views 

It is a default way of storing method. It is ideal for libraries that contain less than 5000 items and those not using fine granted permissions. 

Document sets

It includes hybrid folders with top features. The advantage of using document sets is that it allows you to propagate metadata to inside documents. You can use it to upload bulk, new documents such as storing contracts with employee information or appendixes. 

Managed metadata

This storage method comes with centrally managed terms that can be used as item attributes. The management level can also differ based on the defined set of terms and open sets which enable user contributions. 

Moreover, with central management, you can have consistency in your company and has an easy search. Meanwhile, make sure that everyone in your organization is aware of tags or terms to use them correctly. 

Now that you have learned about the SharePoint storage methods, let us know more about SharePoint. 

SharePoint Knowledge Management

SharePoint Products 

Microsoft SharePoint comes in different products and with different SharePoint Cost and licensing, including the following:

SharePoint Microsoft 365 

It is a service that is cloud-based and hosted by Microsoft. It is ideal for different sizes of business. You can subscribe to SharePoint Microsoft 365 to allow your team to share documents and information and make sites with their colleagues, customers, and partners.

SharePoint Designer 2013 

It is a free program that was launched way back in 2013. You can use it for making powerful, workflow-enable solutions. It is also helpful to edit external content for an external data solution based on Business Connectivity Services. 

SharePoint Server 

You can integrate SharePoint Server with Office 365 Enterprise subscription to access all the new features. It can provide your organization with functional features like modern web parts, modern site pages, modern lists and libraries, authoring, modern search, and integrating SharePoint with Microsoft Teams, Power BI, PowerApps, MS Flow, and SharePoint home page. 

EPCGroup provides SharePoint Consulting with any of the above SharePoint product. We have over 24+ years of experience in IT industry and also recognized as Microsoft Gold Certified Partner

Advantages of using SharePoint to your organization 

Using SharePoint can provide amazing benefits to your organization. 

Enhanced data management

With SharePoint, you can improve data management within your organization. You can store your data and documents in a safe and secure place. It can help you to keep and manage data efficiently. 

Data security and regulatory compliance  

If you want peace of mind for your data security and regulatory compliance, SharePoint is for you. You have assurance that only authorized users can see the confidential data of clients and employees. You can also set auditing and storage policies. With SharePoint, you can also set permission to control folders, sites, documents, lists, and web applications.

Optimization of content delivery 

If you want to improve your organization’s content strategy, the platform can help you. It allows you to submit or make content for approval in just a few seconds. SharePoint also features document library templates that let you navigate between a document and its different translations easily. 

Enhance team collaboration 

It is a fact that teamwork is important for the success of any organization. Well, SharePoint is beneficial to improve team collaboration and communication. The platform comes with version controls that can check single edit made in a document. Your team can also share files and updates in real-time. With it, they can also improve their performance and productivity. 

SharePoint Support new

Centralized administration 

SharePoint can be the best solution to have a centralized administration. Authorized administrators can access this single centralized location by clicking on different pages. 

You can update data, including SharePoint upgrades, application management features, restorations and backups, SharePoint farms, system settings, general application settings, and security settings. 

Customization features 

SharePoint also comes with great customization features. You can establish custom applications easily. With this, your team can easily access the tools to perform their responsibilities. 

Enhance productivity 

Lastly, SharePoint can also help to enhance productivity in your company. You can consolidate your documents on a single platform. It can also help your team to access business data efficiently and collaborate quickly. In return, they can improve their productivity, making your business more profitable. 

Conclusion                       

To sum it up, SharePoint can be an efficient tool for your document management needs. In addition, it is also equipped with additional features that can help improve the processes in your business. It can help to improve team collaboration and data management.  Are you ready to level up the success of your business? Then, you can make SharePoint your essential tool to increase productivity in your business. 

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