Why Do You Need SharePoint for Enterprise Document Management?

One of the biggest challenges facing enterprises today is the effective management of the vast number of documents they deal with daily. Anyone who has ever been even tangentially involved with this will tell you just how time-consuming and strenuous this task is. And no matter how much effort you put in, it can still be rife with errors, thus taking a toll on the results and effectiveness of the organization. Nonetheless, the fact remains that companies need to ensure that the documents all organized and in one place in order to operate effectively. It, in turn, drives the need for a capable and robust document management system that will streamline the process.

Now, there are plenty of options in the market that claim to offer the capacity to enable effective document management across the organization. There’s Atlassian's Confluence, Google’s GSuite, HyperOffice, and many others. And yet none of them are near as to as Microsoft Office SharePoint, which is used by more than 80 percent Fortune 500 companies across the world. So, what drives such immense popularity for this document management system despite the competition it faces. There are many things actually; SharePoint enables seamless document sharing, offers high levels of security, provides metadata, and so much more. 

Let’s take a closer look at some of its top benefits to see precisely what makes it such a compelling choice.

1. Security: When it comes to documents, safety is of the utmost importance. And with SharePoint, you get ample of protection; while one can share relevant documents with people both inside and outside the organization, the platform provides a world of security options —till every single file contained within a folder. So, one can choose to allow access to specific data to certain users or prevent unauthorized personnel from accessing it by hiding it from the search results.

2. Versioning: Another vital feature on offer is the ability to store all the history of all the versions of a document and that too in one report. And not just that, it adds all new releases to the list automatically every time the original document is saved. Other provisions include the ability to make comments, keep an eye on significant releases, and more.

3. Metadata: One of SharePoint’s most popular features is the metadata, which refers to the supplementary data that allows people to better track documents. Though it may take some time to wrap one’s head around it, once you do, it becomes staggeringly easy to organize and collate reports from across departments and hierarchies — all in one place.

It is revealed by one such study that a substantial number of employees typically spend more than 20 percent of their time just looking for documents they need. That alone is reason enough for why one needs a SharePoint based document management system. Nonetheless, as discussed above, this nifty platform has a world of other benefits to offer, including, storage, organization, workflows, compliance, and more.

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