Each
organization has to include customized document management controls as
part of its key strategies. In addition to deciding how to create,
review and publish documents, it also needs to decide the most
appropriate way to retain or dispose these after certain period of time.
Therefore, most enterprises look for innovative a document management
system that allows them to store, update, share, find, archive, restore
and trace all types of documents. Microsoft has released SharePoint 2013
with a set of features to help users in managing all types of documents
efficiently, while complying with the relevance governance or
compliance policies. If you are looking for effective and flexible tools
to control a document's life cycle, it is a great idea to switch to
SharePoint 2013.
What Makes SharePoint 2013 a Powerful Document Management System?
Hassle-Free Sharing of Information and Resources
Similar
to other innovative document management systems, SharePoint also enable
people to access the required resources and information. But it also
allows users to organize documents and coordinate calendars effectively,
along with creating team workspaces. At the same time, the user also
has option to create blogs and wikis simply by using templates. The
users on the do can further avail the offline synchronization
capabilities to access the documents regardless of his current location.
Tight Control over Document Life Cycle
SharePoint
Server 2013 comes with all the capabilities required to control a
document’s life cycle efficiently. At the same time, it also enables
users to implement the policies applicable to each document. Along with
auditing the document-related actions, the system further ensures that
the documents are disposed or retained in the most appropriate way.
These features further make it easier for an organization to manage
documents as corporate records, while adhering to both corporate
guidelines and legal requirements.
Maintain Integrity of Content
The
latest version of SharePoint comes with document management
capabilities. Before editing a particular document, the reviewer has
option to activate document checkout. Thus, he can see the revisions
made to the document and restore the document to the previous version.
Also, the feature can be used to set security at both document and
content level. These capabilities make it easier to maintain the
integrity of content store on team sites or shared with a distributed
team.
Easy to Build a Collaborative Environment
The
IT department of an organization can deploy a collaborative environment
through Windows SharePoint Services without putting any additional time
and effort. Despite being easy to manage and scale the environment is
still simple and flexible. The single-server setting and flexible
deployment settings further make it easier to reconfigure the document
management system according to the latest governance or compliance
policies. Thus, all documents can be created, reviews and shared quickly
to facilitate decision making.
Effectuate Document Security Management
While
allowing teammates to access the resources and information from diverse
locations, each enterprise has to put some amount of effort. But the
security features provided by SharePoint enable them to effectuate
document security management without putting any extra effort. The
system allows users to nominate individual users or group, and set
permission simply with two clicks. Also, the traceable access of
requests to a site makes it easier to find out who has accessed the
resources or information.
Smoothly Change the Location of a Document
Often
users have to move or copy documents from one library or site to
another. SharePoint allows them to move or copy the document at various
stages of its lifestyle without any hassle. They can simply create a
custom workflow to guide the document through a business process. Once
the document life cycle is activates, tasks can be further assigned to
the participants according to their individual roles and
responsibilities. The authors with required authoring permission can
further copy a particular document, while maintaining the relationship
between the source and the destination document intact.
While
switching to the updated version of SharePoint, an organization is not
required to discard the tools that are already being used for day-to-day
operations. Some of the most popular tools and applications in
Microsoft Office system like Word and Outlook can still be used
seamlessly with SharePoint 2013 to optimize the control over a
document's life cycle. Custom Sharepoint development teams can help build sharepoint applications for you within allocated budgets and time schedules.
We provide SharePoint webparts development services. If you would like to speak to one of our expert SharePoint developers, please contact us at Mindfire Solutions.
