Structure Your Files with SharePoint Document Management

What do tangled earphones and business documents have in common? Both can drive you crazy unless you know how to keep them organized! Managing your earphones is still easier, but how would you manage your business documents? 
 
Enter SharePoint document management. Your ultimate tool to keep your important files organized and access them without the constant back-and-forth emails. It helps you create a structured respiratory that integrates with your workflow. 
 
It’s a remarkable tool that can help your business stay organized and save you your precious time. If you’re struggling with scattered files, this blog is for you. 
 
How can SharePoint Document Management Benefit your Business? 
 
Here are 5 ways this tool makes a difference - 
 
i) Centralized Document Storage: 
 
Why scatter your files across different locations when you can save them all in one place? Ensure your team has access to these files when they need them, swiftly. 
 
ii) Smoother Collaboration: 
 
One of the SharePoint features is that different teams can collaborate effortlessly when they have all the documents in one place. They can make changes simultaneously and reduce unnecessary delays. 
 
iii) Enhanced Security: 
 
With advanced security features such as compliance-friendly encryption and user permissions, you can rest assured that your confidential data is secure. 
 
iv) Automated Workflows: 
 
Why scatter your files across different locations when you can save them all in one place? Ensure your team has access to these files when they need them, swiftly. 
 
v) Integration with Microsoft Ecosystem: 
 
SharePoint works smoothly with Microsoft tools such as Teams and Outlook, which creates a connected document management system across your workspace. 

Related Blog: Things You Need to Know About SharePoint for the Right Move
 
How to Set up your SharePoint Document Management System? 
 
This requires careful planning to ensure that it aligns with your business requirements. Here’s a 5-step process to help you get started - 
 
i) Understand your Workflow 
 
Map out how documents are created and accessed within your workspace. You might want to write down answers to specific questions like - 
 
a) How are these documents reviewed? 
b) Who would require access to these documents? 
c) Who is going to create these documents? 
 
By writing down the process of workflow and identifying which teams would require access, it’ll be easier for you to set it up. 
 
ii) Create a Logical Structure 
 
It’s ideal that you create a logical structure of your projects, that mirrors your organization’s hierarchy.  
 
All policies related to HR should be separate. Each project should have a proper heading so that it’s easier for your team to access. 
 
iii) Use Metadata Tags 
 
To prevent your system from crashing, you should avoid creating deep folder structures. Instead use metadata such as - 
 
i) Project creation 
ii) Document type 
iii) Creation date 
iv) Project description 
 
This helps in better search and sorting your files becomes easier. 
 
iv) Set Permissions Strategically 

Thanks to the security features SharePoint has to offer, you can restrict access to certain documents and customize permissions accordingly. 
 
v) Automated Workflows 
 
Use SharePoint features such as Power Automate to create workflows for approvals or document archiving. 
 
Best Practices to Follow for an Effective SharePoint Document Management System 
 
To make the best use of all the SharePoint features, here are 5 best practices you should follow - 
 
i) Clear Project Titles 
 
It’s ideal to follow a consistent and clear naming system for all your documents. Consider including the document type and date to make it easier to locate and understand at first glance. 
 
ii) Customize Views for Different Roles 
 
Creating a customizable view for different departments will make it easier for them to access files.  
 
For example, the HR department would need access to files for onboarding or managing finances. The marketing team would need access to manage their marketing campaigns for different sets of audiences.  
 
iii) Encourage Feedback 
 
Regularly conducting feedback sessions from your employees will help you identify the loopholes you might have overlooked.  
 
Be open to making the necessary iterations so that SharePoint document management platform doesn’t face any glitches, and the platform functions smoothly. 
 
iv) Educate Your Team 
 
You’d want your team to be aware of the SharePoint features and make it easier for them to navigate the platform effectively.  
 
By conducting training sessions, they’ll be familiar with the features such as search functionalities, storage, and workflow automation.  
 
v) Regularly Conduct Audits 
 
Go through all the files to ensure there are no duplicate and outdated files. Removing all the unnecessary documents will help you improve your search functionalities and help you keep your platform organized. 
 
Wrapping Up 
 
To conclude everything that we just read, investing in SharePoint Document Management will save you time and help you find all your files in one place. 
 
If you require professional help with this platform, then consider partnering with SharePoint Company. With 23 years of work experience, they can help you set up your SharePoint document management system by following the best practices. 
 
Are you ready to unclutter your documents? Get in touch with SharePoint India today and untangle the stress today!