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Document Management System 

 

One Application which has played a huge role in the popularity of Sharepoint Technologies is Document Management System ( DMS) . Whether you are a small Company with 5 Computers or a large Enterprise with hundreds and thousands of Computers , managing Documents is an important task.  Traditionally , the only way Companies managed Documents was to store them in My Documents folder of their PC or on their File Server under Folders. But Sharepoint Technologies allows Companies to do a much better Management of Documents . In fact the features available in Sharepoint make it a better DMS when compared to dedicated Document Management Systems . No wonder Companies are moving to Sharepoint Technologies in order to manage their Documents.

Given below is a summary of some of the features available in Sharepoint Technologies which make it an excellent choice as a Document Management System:

 

   Productivity 

                         

  • Metadata       
  • Metadata Navigation
  • Keyword                                                         Watch a Video on Document Mangement System   
  • Move old /approved files to archive Library
  • Custom Document Template
  • Content Organizer Rule
  • Map SharePoint to Local Drive
  • Content Approval (Draft to Approve/Reject)
  • Document Search
  • Feedback Collection Workflow
  • Signature Collection Workflow
  • Task Using Custom List
  • Look up Columns
  • Alert me
  • Retention Policy
  • Document Library Template
  • Open online Document  in Office Client
  • Group Specific Team site (Using Microsoft Teams)
  • Export to Excel
  • External Sharing

                

   Security

 

  • Restrict user from Deleting file
  • Restrict user from uploading file
  • Restrict user from creating new files and Folder
  • Restrict user from Downloading file
  • Views
  • Hide specific file and folder from any user
  • Audit Logs
  • Declare Record - (block edit and delete)
  • IRM (encrypt file)
  • Hide Sync button
  • Restrict External Sharing
  • Restrict Sharing file to specific domain
  • Major versions and Minor versions
  • Document Check out and Check in
  • Restrict access from different location besides office

 

   Mobility

 

  • SharePoint Mobile App (windows ,android ,iOS)

 

Metadata Navigation –When you set up metadata navigation in large lists and libraries, you make it easier for users to find content. Metadata navigation enables users to filter and find content in lists and libraries. They can also apply Key Filters to refine the list of items that display. For e.g.: a proposal document can have metadata or properties like - #PO No., Date, Client Name, Product etc.  Here the Metadata’s can be mandatory or optional.

 

Keyword- Users add enterprise keywords to items on a SharePoint Document Library to use for tagging. Enterprise keywords can capture some of the knowledge of the people who use the content. For e.g.: user can add keyword like proposal, bills while uploading or creating a new bill or proposal. Later on, user can easily search the document based on keyword that the user has put. We can restrict or allow any keyword to tag a document.

 

Move old/approved files to archive Library By using workflow, we can route the approved or old documents to another Document Library. The destination library can be used as archive library for keeping it as a record. Whereas we can also restrict access to other user such that it can’t be altered by anyone other than admin .

 

Custom document template - If you want to specify additional settings or provide default content that appears in every new file, such as a preferred outline for a marketing campaign proposal or a bill that you need it very frequently , you can also add this information to the template . A common human error can be avoided very easily when a fully built template becomes available in a document library . You just need to click on new button and a new template comes up in your library.

 

Content Organizer Rule -After applying this rule , whenever a document is uploaded in the drop off library , the document will automatically get routed to other document library as per the location specified in the rule . It triggers its routing action when certain rule or condition are satisfied , mostly it is based on content type of a document .

In day to day work , the user sometime forget to upload or store the document at relevant location . So , content organizer rule lets the user store at the most relevant destination.

Map SharePoint to Local Drive We can easily map our SharePoint online to our local drive so that it becomes easier to manage large number of files and folders . It can also be used to transfer large no. of files & folders from local to online. In case a tenant has multiple site collections we can use this feature to migrate data from one to another site collection.

 

Content Approval- Lists and libraries can often contain sensitive information, such as bill and proposals or human resources initiatives. It can be important to have only “official” versions of items or files viewable by users. To do this you can require approval of an item or file before the content becomes visible to most site users. By requiring approval, the organization can apply a significant level of quality and security to the content in the lists and libraries.

During the workflow , the document goes through multiple stages which are –

  • Draft
  • Pending
  • Approve/Reject 

Note : Draft stage can only be seen by creator and approver where as other user can only see this when the documents get approved .

 

 

Feedback collection workflow - You can use a SharePoint Collect Feedback workflow to route documents and other items stored in SharePoint to one or more people for their feedback. And with a SharePoint workflow handling your process for you, you’ve got more time for all the other things you need to get done.  

 

Signature collection workflow - You can use a SharePoint Collect Signatures workflow to route documents created in Microsoft Word, Microsoft Excel to one or more people for their signatures. A Collect Signatures workflow automatically routes the document, assigns signature tasks, and tracks their progress.

 

Task using custom list-A SharePoint task list displays a task that are part of a project. A task is a discrete work item that a single person can be assigned. After you create a SharePoint project task list, you can add tasks, assign resources to tasks, update the progress on tasks, and view the task information on bars that are displayed along a timeline. 

 

Look up columns- You can create relationships between lists by using a combination of unique columns, lookup columns, and relationship enforcement (cascade and restrict delete), all of which enhance your ability to create more sophisticated business solutions and help preserve the integrity of your data. For eg : a client contact column can be used in relationship with PO custom list.

 

Alert Me- To stay updated when your SharePoint documents or items on your site change, you can create alerts. Alerts can be sent to your team via email or text messages (SMS), depending on how your administrator has set up the SharePoint online .

 

Retention Policy -Retention policy is a feature in sharepoint online which can be used to automate one of the process involved in document lifecycle . As we are very much aware that once document is created it should be deleted at some future time and hence ends its lifecycle. But when we consider this as a manual process , it might get hard for a human being to keep a track on every old documents or records .So instead we use retention policy to automate the lifecycle of document in SharePoint online 2016 .

 

For example : In a corporate universe , a document related to rules & regulation , Invoices etc keep on changing every fiscal year . But when these document gets old , it is not a smart move to keep it as a record till the end of human race . So here in this scenario we prefer using retention policy / Timer job to automatically delete such old stuff keep our storage clean and simple.

 

 

Documents Library template- SharePoint allows the end-users to create template from their existing document libraries. Once a template is created, it can be reused multiple times to create similar new document libraries. A template can optionally include content of the document library. This allows the template to have the documents included in the template itself.

 

Recycle bin- When you delete an item from SharePoint document library or list, it isn’t immediately removed from SharePoint. Deleted items go into the recycle bin, where they stay until they’re automatically removed. Within that time, you can restore the files to their original location. If you're using SharePoint Online, you can even restore items that were deleted by someone else. 

   

Open online document in office clientSharePoint online 2016 gives you provision to open the document or edit the document in Office client or office online. You can also set as default to open document either in online or offline .

 

Group specific Team site The integration of Microsoft Team with SharePoint online lets us create group team site such that it can be used for the purpose of discussion , chat , video and audio call across company within a specific team. 

 

Export to Excel- You can synchronize data between an external list and Microsoft Excel, and keep both sets of data up-to-date. For example you may want to maintain a product inventory in a list so that it’s easy to share and update, but also do periodic inventory analysis by using Microsoft Excel.

External Sharing -If your organization performs work that involves sharing documents or collaborating directly with vendors, clients, or customers, then you might want to use the external sharing features of SharePoint Online to share content with people outside your organization who do not have licenses for your Microsoft Office 365 subscription.

 

Restrict user from deleting fileAn admin can easily revoke the delete permission such that any user won’t be able to delete file in a document library or list . When such permission are given to user , user will not get delete option when he/she right click on the file . Also the system will gives a prompt stating unable to perform this action .

 

Restrict user from uploading file- An admin can easily revoke the upload permission such that any user won’t be able to upload a file in a document library  . When such permission are given to user , user will not find the upload option on the top bar of document library . Also the system will gives a prompt stating unable to perform this action . 

 

Restrict user from creating new files & Folder - An admin can easily revoke the create new files and folders permission such that any user won’t be able to add a new item in a document library  . When such permission are given to user , user will not find the New button on the top bar of document library .  

 

Restrict user from downloading file- An admin can easily revoke the download any files and folders permission such that any user won’t be able to download  item from a document library  . When such permission are given to user , user will not find the download option when he/she clicks on file .

 

Views -You can create custom views of libraries and lists to organize and show items that are most important to you (like certain columns), to add filtering or sorting, or to have a more engaging style. You can create a personal view (that only you can see) or, if you have permissions to do so, you can create a public view for everyone who uses the list to see. 

Hide specific file and folder from any userAs we know that when a user is added to a TeamSite , the user gets access to all the content of that site such as document library , folders and files . But if we would like to hide few files and folders without restricting access from remaining content , admin can easily prohibit the user to access the specific file .

 

Audit Logs- You can use the audit log reports provided with SharePoint to view the data in the audit logs for a site collection. You can sort, filter, and analyze this data to determine who has done what with sites, lists, libraries, content types, list items, and library files in the site collection. For example, you can determine who deleted which content.

 

Knowing who is taking what action on which content in your site collection can be critical in helping your organization fulfill its requirements, such as meeting regulatory compliance and records management. You save an audit log report as a Microsoft Excel 2013 Preview workbook to a library in the site collection that you specify.

 

Declare RecordRecord can be used as a security feature in SharePoint online 2016 so as to keep the file safe for the purpose of legal hold or any illegitimate use by any employee . A declaration of record can be done manually , automatically by workflow or by any policy action. Different properties that  record can have are : Block edit , Block Delete and Block both .

 

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