SharePoint as Document Management System

Most of the offices, large or small, want to go paper-free but managing digital docs is as complicated as dealing with hard files. Document Management System is the answer to the challenge of efficiently sharing and collaborating, storing and archiving, and ultimately eliminating outdated records. SharePoint document management system stands among the top spots if we talk about document management, as a lot of organizations are already using Microsoft products for other tasks. But is it right for you? In this article, we cover seven key features to look for in a document management system, and what is SharePoint Document Management System.

Key Features to Look for in Document Management Systems

Different businesses have different needs, but still, there are some basic requirements that your document management system must possess. We are here with a checklist to ensure you invest in the right Document Management System:

Costing: Your choice must offer a quick and meaningful return on investment (ROI). You can expect lower licensing costs from cloud-based solutions.  

Search capabilities: Your purchase should be able to satisfy your need to quickly find files. The system must allow you to search by the name and content of the file.

User-Friendly: How can you expect a system to flourish when it is not even easy to use? The difficulty of a document management software is inversely proportional to the efficiency of the system.

Mobile accessibility: Your adoption must be easily accessible on smartphones and tablets.

Better integration: A good document management system easily integrates with the programs the users are already using.

Collaboration and social networking: It must allow multiple users to view and add their contributions to a document, that too in real-time, based on permission.

Security: The system must be fully secured in terms of restricting who can see specific documents, assign a user ID; password management; role-based security; automatic logoff settings etc.

What is SharePoint?

SharePoint is a collaboration and intranet building tool intended to provide a secure place to store, organize, share, and access information. Launched in 2001, the browser-based platform has seen the release of six versions and is presently offered in on-premise, cloud, and hybrid versions. 

Why SharePoint Document Management System?

Document management has never been a smooth task to do. The market is equipped with many common software which can make this task easy for you. But SharePoint document management system can easily provide support with its intranet solutions for management, organizing, sharing, download-upload, storage of organization’s internal documents.

If you are running a huge organization, but managing all your documents without a document management system like SharePoint, chances are your documents are highly unorganized, and difficult to be found instantly for use. 

Think about making things easy, and work documents organized to save your time, energy, and increase the efficiency of your employees. Get SharePoint document management system now. Still not convinced, here we are with the reasons why this system makes the perfect pick for all kinds of your document management needs:

  • Security: If you manage by email, the probability is you’re blasting your company with sensitive information. Email management is not just cumbersome and ineffective, but also unsafe. If you consider security perspective, it’s highly recommended to keep important documents behind a firewall where they are easily accessible by the employees, and you don’t need to send it through email.
  • Single Sign-in: SharePoint lets you access all the apps with a single sign in. Stay miles away from the hassle of signing-in again and again.
  • Automation: If we talk about the makers of SharePoint, they say that SharePoint’s workflow is similar to an automated flowchart, as it erases a lot of labor, guesswork, and randomness out of the usual work processes.
  • Version History Ease: There is a better way to manage things if you use email, SharePoint understands it well. It allows you to easily check the version history of an email, like at times in corporate environments, a document is sent back and forth many times and in the process, it gets difficult to find out which is the updated version of the document. But, with SharePoint by your side, you can seamlessly check documents, have employees edit them, and repeat the process anytime in the system.

 

De Facto can help you with ‘SharePoint as a Document Management System’

Are you planning to streamline your working with SharePoint Document Management System? De Facto Infotech can assist you at every stage, fulfilling all your needs related to SharePoint as Document Mangement System. Consult our SharePoint experts, we are right here. 

Migration to SharePoint made easy!!

What is SharePoint?

SharePoint is a web-based, collaborative platform that integrates with Microsoft Office.  SharePoint is used to create websites, but that’s not all.  Launched in 2001, SharePoint is mainly used as a document management and storage system, but being highly configurable, organizations use it for more multiple purposes. This platform can be used as a safe place to store, organize, share, and access information from almost any device. All you need is a web browser, like Microsoft Edge, Internet Explorer, Chrome, or Firefox. A lot of companies out there are getting SharePoint migration done. 

Migration to SharePoint

SharePoint migrations are complex and you are required to assess the state of the content you have, depending on various business factors like size, relevance, and sensitivity, to decide what to take forward into your new system. SharePoint migration gives businesses a chance to restructure content for optimal management and discoverability. But the deadline pressure exists, putting the potential feature and configuration incompatibilities between the source and destination systems.

SharePoint has currently 4 active versions: SharePoint 2007, 2010, 2013, 2016, and Office 365.

SharePoint Migration Approaches

SharePoint migration is gaining momentum, as more and more companies hurry to upgrade their solutions due to the upcoming end of support for SharePoint 2007 and 2010, while others want to move to the cloud and adopt SharePoint Online and Office 365 suite.

Whatever the case is, the organizations need to decide a good method of moving their solution to a new environment. They can either use the traditional upgrade and migration techniques or can rely on a third-party migration tool.

If you have made up your mind to move to SharePoint, we are here with the methods you can use:

Traditional Method of SharePoint Migration

SharePoint upgrade should be done using Microsoft’s recommended tools and techniques, like the in-place upgrade or the database, attach method, but companies are also relying on the traditional SharePoint Migration method. This approach to migration is all about applying custom tools to automate the migration process, and perform a manual migration, when you copy, paste, or recreate SharePoint’s components in the new environment.

Benefits of Traditional Migration Methods:

  • Full control over the migration process
  • Migration of custom features
  • Solution Optimization
  • Powerful Integration

Every coin has two sides, and similarly, traditional SharePoint migration methods have their weak points too:

  • Direct upgrade is impossible
  • Time and labor expense
  • Metadata issues during manual migration

Third-Party Migration Tools

The market is packed with specialized migration solutions, promising seamless, easy, and quick migration. Many SharePoint owners rely on such solutions as they allow:

  • Migrate and restructuring large volumes of content easily
  • Perform direct migration easily
  • Monitoring the SharePoint environment
  • Rich reporting

Cons of using Third-Party Solutions:

  • Additional costing
  • No migration of customer solutions and features
  • Demand professional skills

Migrating to SharePoint Online or Office 365? No Worries!

For migration to SharePoint Online or Office 365, you can use any of the two above described SharePoint migration options. You can move to cloud directly, choosing traditional migration or by using a third-party tool.

But, SharePoint Online and Office 365 work on a different logic as compared to on-premises solutions, you need to put a lot of SharePoint development efforts to make the refreshed solution work properly.

Want to speed up your cloud migration? Here you go:

Cloud migration takes time, but time is money, and who doesn’t want to speed up the process? Everybody does. So, we are here with some options you can consider to speed up your cloud migration:

SharePoint Online or Office 365 Migration APIs:

Microsoft has enabled both APIs to speed up migration to SharePoint Online or Office 365.  The procedure isn’t easy to perform and has limitations too, but it sends bulks of content to the cloud much quicker.

Windows PowerShell cmdlets:

Windows PowerShell cmdlets is another commonly used way to fasten the migration process for SharePoint Online and OneDrive migration, letting you move content to SharePoint Online or Office 365. This method demands a number of requirements, that you need to meet beforehand.

SharePoint Migration Tool from Microsoft:

Microsoft’s SharePoint Migration Tool helps organizations to migrate their files from SharePoint on-premises document libraries or third-party file shares directly to SharePoint Online or OneDrive in Office 365. It is said to be a perfect fit for many complex migrations, therefore, it’s definitely worth trying.

In addition to this tool, SharePoint 2013 owners can also use the SharePoint Migration Assessment Tool (SMAT). SMAT is a highly useful tool, being a simple command line executable that scans SharePoint farm content and detects issues that can hinder the migration outcomes. Thus, you can easily check the health of your content before initiating the migration process.

Microsoft FastTrack:

Last but not the least, organizations can choose the Microsoft FastTrack migration program. The program provides best practices, tools, resources, and the assistance of Microsoft experts who help their customers in cloud migrations. Microsoft announces new FastTrack offers regularly.

There are various approaches to perform SharePoint migration, giving organizations the opportunity to choose optimal SharePoint migration approach.  But, let’s be clear about the fact that it’s nearly impossible to perform a complete migration using only third-party tools or services, like Microsoft FastTrack. You need the assistance of professional SharePoint consultants and developers to accomplish SharePoint migration project.

De Facto can help you with SharePoint Migration

SharePoint migrators at DeFacto are there to support you at all the stages of your migration projects. We assess, plan, and report capabilities to our clients for efficient migration of their legacy collaboration system to the latest versions of SharePoint, with minimal business disruption.