SharePoint Document Management System: features and best practices

SharePoint Document Management System: an introduction

If your company's archives are not collaborative and are still based on a folder system, it means you have a big problem. Without the support of an intelligent document management platform, you will inevitably end up fighting against business procedures. And lose. But with SharePoint, it's possible to change music.

Microsoft SharePoint has become a pillar of document management for companies around the world, and for a number of good reasons. SharePoint is in fact a versatile platform that revolutionizes the way companies manage their digital assets. It's not just a place to store files; it's a complete document management system that brings order to the chaos of information overload.

A digital workspace where all your company's important documents are not only securely stored, but also easily accessible and manageable. This is what SharePoint offers. It's like having a highly organized archive that your entire team can access from anywhere and at any time. This accessibility is one of the main reasons SharePoint has gained so much popularity. Let's see specifically how in the next sections.

SharePoint Document Management System: key features

As a document management system (DMS), SharePoint offers a robust solution for companies that want to optimize workflows, improve collaboration, and ensure data security.

Whether it's contracts, reports, or internal memos, SharePoint provides the tools to organize, find, and share information with ease.

But what sets SharePoint apart in the competitive document management solutions landscape? SharePoint Document Management offers a wide range of features to help organizations manage their files effectively. Among the main features are:

• Centralized document archive: SharePoint allows you to store all your documents in a single central location, ensuring easier access and better organization. This centralized approach eliminates the need for multiple storage solutions and reduces information silos.
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• Document version control: SharePoint allows you to keep track of all versions of every single file in the archive, making it easier to collaborate and manage document history.
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• Check-in/check-out of documents: this function ensures that only one person at a time can modify a document, preventing conflicts and ensuring data integrity.
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• Document approval workflow: SharePoint allows you to configure customized workflows for document approval, ensuring that they go through the necessary review processes.
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• Document metadata: users can add metadata to documents, making it easier to search, categorize, and filter based on specific criteria.
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• Research: SharePoint offers advanced search capabilities, allowing users to quickly find the documents they need based on criteria such as keywords and metadata.
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• Permission management: SharePoint provides advanced permission management capabilities, allowing administrators to control access to documents based on user roles and responsibilities.
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These features, along with many others, make SharePoint a complete solution for organizations looking to manage their documents efficiently.

By delving into the best practices for using SharePoint (which we will talk about in a later section), we will see how to take advantage of these features to create a document management system that not only meets current needs, but that grows with the company.

How to set up SharePoint for document management

Now that we have a better understanding of the characteristics of SharePoint as a document management system, let's now see what are the concrete steps to create your own Document Management System.

1. Creating a SharePoint site

The first step is to create a SharePoint site where you can configure the document management system. Here's how:

1. Let's log in to our Office 365 account, click on the button”App launcher“in the upper left corner and select”SharePoint” to go to the SharePoint homepage.
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2. Let's click on the button”Create site”.
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3. Let's choose the type of site”Team Site”. We enter the required details such as the name and description.
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4. Finally, let's click on the button”Create” to create the site.

2. Setting up document libraries

After creating the SharePoint site, the next step is to configure collections to organize and store your documents:

1. Let's go to the site we created and access the page”Site Contents”.
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2. Let's click on the 'New' button and select”Document Library” from the drop-down menu.
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3. Enter a name for the document library and click on the button”Create”.
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4. Let's customize the collection by adding columns relevant to file storage. For example, you can add columns for the document type, department, or author.

Also worth noting is the possibility of configuring navigation based on metadata, making it even easier for users to find documents.

3. Defining content types

Content types are essential for organizing and categorizing documents, as they allow you to standardize the metadata and properties associated with specific types of files. By following these steps, you can define content types:

1. On the page”Site Contents“, let's go to the page”Site Settings” of the SharePoint site.
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2. Under the section”Web Designer Galleries“, let's click on”Site content types”.
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3. Let's click on the button”Create” to create a new type of content.
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4. A dialog box will open. For example, for a type of content that represents a generic contract, you could do the following:
   • In the box”Name“let's enter 'Contract'.
   • In the box”Description“let's insert a short description (optional).
   • In the box”Parent Content Type'Let's select'Document content types”.
   • In the box”Parent Content Type from'Let's select'Document”.
   • In the box”Group”, let's specify a group to which to add this type of content, or let's create a new one.

After filling in the details, click 'OK' to save.

After creating the content type, you can add columns that reflect the characteristic details of the document. For example, for the “Contract” content type, you could add columns such as Start Date, End Date, Vendor Name, Contract Manager, etc. To do this, you just need to:

• Click on the 'Contract' content type.
• Click on”Add from new site column”, then provide name, type, and group for each column.
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Let's save the content type and repeat these steps to create additional content types as needed.

4. Configuring templates

SharePoint allows you to create and configure ready-to-use templates for different types of content, and to do so, you just need to:

1. Go to the document library where you want to configure the document template.
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2. Click on the button”Settings“in the upper right toolbar and select”Library settings” from the menu. Then click on”More Library Settings” under the description field.

If you are using an older version of SharePoint, you need to click on the 'Library' tab in the ribbon and select 'Library Settings' from the menu.

1. Under the section”General Settings” let's click on”Advanced Settings”.
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2. Let's enable the option”Allow management of content types”.
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3. Let's go back to the document library settings page and, under the section”Content Types”, we click on the content type if we want to add additional columns or modify it.
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4. Let's click on the link”Add content types from existing site“if we can't find the type of content set in the collection.

Let's save the settings and now, every time a user creates a new document of that type of content, the configured template will be used.

5. Configuring workflows

Workflows help automate document management processes, such as reviewing and approving, or sending notifications. SharePoint once provided its own tool for configuring flows according to the needs of its organization. Now, these automated workflows are developed through Power Automate, which natively integrates with SharePoint Online.

So let's see how you could set up an automation for SharePoint starting with Power Automate:

1. Sign in to Power Automate: Let's enter the platform and we log in with our Microsoft 365 account.
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2. Create a new flow: Let's click on “Create” in the menu on the left and choose the most suitable type of flow:
   • ‍Automated flow (with an event-based trigger, e.g. new entry in a SharePoint list).‍
   • Instantaneous flow (started manually).
   • ‍Planned flow (performed at predefined time intervals).
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3. Select the SharePoint trigger: Let's search for 'SharePoint' and select the appropriate trigger. Let's configure the trigger by specifying the SharePoint site And the List or bookstore to which automation will have to be linked.
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4. Add actions: After setting the trigger, let's add the actions that the flow must perform, such as:
   • ‍Send an email (e.g. to notify a user).
   • ‍Update an item in SharePoint.
   • ‍Create a new file or a new entry.
   • ‍Integrate other applications (e.g. Microsoft Teams, Excel, Planner).
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5. ‍Test the flow: after saving the flow, we select the command “Head” to verify that it is working properly.

As always, we save the settings and the workflow will be activated for the document library.

6. Managing permissions

To ensure the security of your document management system, it is essential to properly configure permissions and access controls. SharePoint allows you to define permissions at the site, library, folder and document level and to do so we just have to follow the following steps:

1. Let's go to the document library or site for which we want to configure permissions.
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2. Let's click on the button”Settings“in the upper right toolbar and select”Library Settings” from the menu. Then we click on”More library settings” under the description field.
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3. Under the section”Permissions and Management“, let's click on”Permissions for this library“or”Site permissions”.
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4. Let's click on the button”Grant Permissions” to add users or groups and assign appropriate permissions. We specify whether users have read-only access, access to contribute, or complete control over documents.

Save the set permissions and users will now have their respective access rights within the document management system.

SharePoint Document Management System: tips and best practices

The steps listed above are all in all quite simple but the devil, as always, is in the details and using SharePoint as a document management system is much more complex than it seems. In this section, we will therefore give space to a series of suggestions for making the best use of SharePoint to manage your documents.

Configure the document management system

Setting up a document management system in SharePoint is like designing the plan for your digital office. The goal is to create an intuitive and scalable structure that aligns with business processes. Here are a few suggestions:

• Plan the structure: Before you begin, map your organization's workflow. Consider how departments, types of documents managed, and business hierarchy interact.
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• Create sites and subsites: You have to think of SharePoint sites as digital departments. Create a main company site, department-specific subsites, and project-based sites for cross-functional teams.
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• Set up document libraries: Within each site, configure document collections that act as cabinets for digital documents. For example, the HR department might have collections such as' Policies', 'Employee Files', and 'Recruitment'.
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• Define metadata: Set metadata fields such as document type, department, project name, and customer name. This allows for powerful filtering and searching capabilities.
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• Create visualizations: Configure different types of views in collections to see documents based on metadata, making it easier for users to find the information they need.
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• Implement version control: Activate version control for document libraries to track changes and maintain document integrity.
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• Develop a governance plan: Establish rules for the use and maintenance of the SharePoint system, including naming conventions and guidelines for creating new sites or collections.

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Create a logical folder structure

A well-organized folder structure is essential for efficient document management. Here are some best practices:

1. Mirror your organization's workflow: Design the folder structure to reflect how the company works. For example:
   • In a 'Contracts' collection: folders for 'Suppliers', 'Customers', 'Employees'.
   • In a 'Projects' collection: folders organized by year, then by project name.
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2. Keep it simple: Avoid creating too many levels of subfolders. A good rule of thumb is to limit the depth of folders to 3-4 levels.
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3. Use consistent naming conventions: Establish clear rules for folder names. For example:
   • Project folders: “YYYY-MM-DD_ProjectName”.
   • Department folders: “DepartmentName_DocumentType”.
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4. Balance folders and metadata: Although folders provide visual organization, don't rely solely on them. Use metadata to improve search and reduce the need for complex folder structures.
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5. Thinking about future growth: Design the folder structure with scalability in mind. Will it still be effective if the volume of documents doubles?
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6. Review and adapt regularly: As the organization evolves, so should the folder structure. Schedule regular reviews to ensure it remains effective.
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It must be remembered that consistency is essential. A logical folder structure significantly improves document retrieval and encourages user adoption of the system.

Define permissions and roles

Proper permission management is critical to maintaining security and control in your SharePoint document management system (DMS). Let's see how we can proceed to achieve this goal:

1. Identify user groups: Start by classifying users based on their roles and responsibilities. Common groups might include:
   • Trustees
   • Department managers
   • Team members
   • External collaborators
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2. Apply the principle of least privilege: This concept of security involves granting users only the minimum levels of access necessary to carry out their work. It helps prevent unauthorized access to sensitive information.
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3. Configure permission levels: SharePoint offers several predefined permission levels, such as:
   • Full control
   • Edit
   • Contribute
   • Reading
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4. Assign permissions: Permissions can be assigned at different levels:
   • ‍Site level: for extensive access control.
   • ‍Collection level: to manage access to specific document libraries.
   • ‍Folder level: for more granular control.
   • ‍Element level: for highly sensitive documents.
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5. Use SharePoint groups or Enter ID groups: Instead of assigning permissions to individual users, create SharePoint groups (for example, 'Marketing Team', 'Project Managers') or Enter ID groups and assign permissions to these groups to simplify their management.
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6. Implement approval flows: For sensitive documents or important processes, configure approval flows to ensure adequate oversight before making changes.
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7. Regularly audit for permissions: Schedule periodic reviews of the authorization structure to ensure that it is aligned with security needs and organizational changes.
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8. Train users: Make sure that all users understand their access levels and the importance of maintaining document security.
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By carefully defining roles and permissions, you'll maintain strict control over your documents, while ensuring that team members can access the information they need to work effectively.

Please note, however, that configuring your SharePoint DMS is an ongoing process. As your organization grows and evolves, be prepared to adapt your structure, folder organization, and permission settings to keep your system efficient and secure.

Use metadata for greater organization

While naming conventions are important, metadata takes document organization to a higher level. Metadata provides additional context and classification for documents, improving the search compared to what file names alone can do.

1. Identify key fields for your organization
2. Create custom columns in SharePoint
3. Use managed metadata to ensure consistency
4. Make important fields mandatory
5. Configure default values where possible
6. Create views based on metadata
7. Train users on the correct use of tags

By using this combination of clear naming conventions and well-structured metadata, you can significantly improve the organization and search of documents in SharePoint. This approach makes it easier for users to quickly find the information they need, increasing overall productivity and encouraging collaboration.

Ensure that your documents are safe and compliant with regulations

Maintaining document security and ensuring compliance with industry regulations are crucial aspects of document management. SharePoint offers robust functionality to help organizations protect sensitive information and meet regulatory requirements. Let's see how to take advantage of them:

1. Use SharePoint's built-in encryption: Guarantee SSL/TLS encryption for data in transit and encryption at rest for sensitive content.
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2. Implement strict access controls: Take advantage of SharePoint permission levels and groups to control who can view, edit, or share documents.
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3. Enable multi-factor authentication: Add an extra layer of security to access SharePoint, especially for sensitive document collections.
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4. Use Information Rights Management (IRM): Restrict actions such as printing or copying for highly sensitive documents.
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5. Implement data classification schemes: Identify and protect information subject to regulation.
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6. Use SharePoint compliance features, such as retention policies and eDiscovery functionality.
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7. Train employees regularly: Provide training on compliance requirements and best practices.
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8. Conduct periodic compliance audits: Regularly review user access rights to prevent unauthorized access and promptly identify and address any gaps.

These measures not only protect sensitive data, but they also help your organization remain compliant with regulations, improving overall security and reducing operational risks.

Take advantage of version control features

Version control is critical for both security and compliance. SharePoint's version control capabilities allow you to:

• Keep track of changes made to documents over time.
• Restore previous versions, if necessary.
• Keep an audit trail of document changes.
• Meet regulations that require the preservation of document history.
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Enable version control on all important document libraries and consider setting major and minor versions for critical documents.

Implement content governance policies

Content governance is critical to maintaining document integrity, ensuring easy access, and enforcing security and compliance standards. A well-implemented governance policy helps create a structured, secure and efficient document management environment. Among the key elements that determine an effective policy, we can consider:

• Document lifecycle management: Define policies for creating, reviewing, publishing, archiving, and deleting documents.
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• Metadata standards: Establish consistent use of metadata across your organization to improve search and classification.
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• Access and permissions: Create clear guidelines about who can access certain types of documents and under what circumstances.
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• Content quality standards: Set standards for document formatting, naming conventions, and mandatory metadata.
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• Storage and disposal: Define how long the different types of documents should be kept and how they should be disposed of.
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Apply effective governance policies and create a secure, compliant, and well-organized SharePoint document management system. This not only protects your organization's sensitive information, but also improves efficiency and reduces legal risks. But how to do it? Here are some helpful tips:

1. Automate where possible: Use SharePoint functionality to automatically apply policies (for example, mandatory metadata, retention periods).
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2. Offer training: Make sure that all users understand the governance policies and how to comply with them.
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3. Regular audits: Conduct regular reviews to verify that policies are being followed and are still relevant.
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4. Create a feedback loop: Establish a process for collecting feedback from users on governance policies and suggesting improvements.
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5. Set an example: Ensure that management respects and promotes governance policies.

Conclusions

The potential of SharePoint is manifold and there's a reason why, after even more than twenty years, the Microsoft platform for business collaboration continues to meet the needs of more than 200,000 companies around the world.

SharePoint used as a Document Management System can give organizations that decide to adapt it enormous advantages in terms of managing and administering their business documents and provide a solid and secure structure that, if used correctly, can seriously make a difference in the organizational structure of their business.

For business leaders, these benefits translate into tangible results: greater efficiency, reduced operating costs, and better decisions thanks to easy access to crucial information. SharePoint's document management capabilities can transform the way your organization manages information, turning a challenge into a significant strategic advantage.

FAQ on SharePoint Document Management System

What is a SharePoint-based document management system?

‍A SharePoint-based DMS is a platform that centralizes document storage, organization, and management, facilitating collaboration and improving business productivity. It allows organizations to securely access documents and share information in real time.

What are the document management capabilities offered by SharePoint?

‍SharePoint offers essential features such as centralized document storage, version control, check-in and check-out management to avoid conflicts, approval workflows, the use of metadata to easily organize and find documents, and advanced search tools. In addition, it guarantees detailed permission management to protect sensitive data.

How to configure SharePoint to optimize business document management?

‍To optimize the use of SharePoint as a DMS, it is necessary to design a well-organized structure of libraries and folders that reflects the business hierarchy. It's useful to set up clear and consistent metadata to make it easier to search and classify documents. In addition, you should define access permissions based on user roles, enable version control to track changes, and configure workflows to automate approvals and review processes.

What are the best practices for using SharePoint as a document management system?

‍Best practices include training users to ensure effective use of the platform, maintaining a clear and consistent organizational structure, and adopting standardized metadata to improve document categorization. It is important to regularly monitor access permissions, updating them when necessary, and implement archiving and retention policies to manage the entire lifecycle of documents. Finally, making the most of advanced search capabilities and integrating SharePoint with other Microsoft 365 applications allows you to maximize the benefits of the platform.