What is a Document
Many organizations consider Microsoft 365 and applications like SharePoint and OneDrive as
all they need for document management. However, this approach can leave many corporate
users wanting more. Let’s dig deeper and learn more about document management systems.
Is SharePoint a Document Management System?
SharePoint is a web-based collaboration and document management platform with a broad set of features for organizing, storing, lifecycle managing, and modifying any document.
In addition to the common properties of a Document Management System, SharePoint also includes features enabling an organization to handle documents as corporate records in accordance with legal requirements and corporate guidelines. With SharePoint, you can apply policies to each document, ensuring document-related actions are carried out correctly. This includes audits, storage, deletion, and safe protection of high-value information.
7 Benefits of a Document Management System.
A well-structured DMS offers several benefits, including cost savings, increased employee productivity, better customer satisfaction, and easier compliance with governmental and industry regulations.
- Reduced reliance on paper storage.
- Enhanced team collaboration and employee productivity.
- Easy access to documents on demand.
- Improved compliance with access control and version control (single version of the truth).
- Options for automation to improve workflow.
- Business continuity for peace of mind.
- Better overall data security.
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More Frequently Asked Questions.
What’s the difference between document management and file management?
File management refers to software or manual processes to maintain or manage files and folders. File management software has limited capabilities and is intended to efficiently manage individual or group files.
Document management is about the creation and lifecycle management of documents, leveraging templates and tools to create digital or digitized physical documents, searching for content, collaborating and sharing documents anytime and anywhere, reviewing and approving documents, and more.
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