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SharePoint Document Management System(DMS)

Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term "management" implies that information is controlled from the top of the organization, an effective document management system should reflect the culture of the organization that uses it. The tools that you use for document management should be flexible enough to enable you to tightly control a document's life cycle, if that fits your enterprise's culture and goals, but also to let you implement a more loosely structured system, if that better suits your enterprise.

Document lifecycle management

The elements of a document management system

An effective document management solution specifies the following:

  • What kinds of documents and other content can be created in an organization.

  • What template to use for each kind of document.

  • What metadata to provide for each kind of document.

  • Where to store a document at each stage of its life cycle.

  • How to control access to a document at each stage of its life cycle.

  • How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition.

SharePoint Document Management Features

  • Document Center is a collaborative repository for authoring documents within a team, or a knowledge base for documents across multiple teams. It helps authors to create, work on, and store documents. Single & Multiple Upload Find Document by ID Search / Index documents Rate Documents Versioning Customized filterable Views.
  • Metadata allows author to store additional data with documents. These metadata properties can also be used with searching and indexing additional data. Metadata Properties
  • SharePoint 2013 supports security for user access at the site, list, list or folder, and item levels.
  • Search in SharePoint 2013 enables users to find relevant information more quickly and easily
  • Workflows in SharePoint provide great ways to save time, effort, and cost by automating existing business processes. Many business needs can be addressed through SharePoint out of the box workflows.
        1. Review / Approval 

        2. Collect Feedback

        3. Collect Signatures

        4. Disposition Approval 

  • Versioning stores, tracks, and restore items in a document library whenever they change. Versioning, combined with other settings, such as required check-out, gives you a lot of control of the content that is posted on your site and can provide real value if you ever have a need to look at or restore an old version of an item or file.

  • Content type is a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a SharePoint list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way
  • Metadata navigation makes it easier for users to find content in large lists and libraries. It enables users to dynamically filter and find content in lists and libraries by using a navigation hierarchy tree control to apply different metadata-based filters to the view. Metadata Navigation
  • Document libraries offer collaborative functionality in the SharePoint Web interface, but SharePoint- compatible applications such as Microsoft Office 2010, 2013 integrate closely with document libraries, and expose SharePoint functionality directly within the Office UI. Microsoft Office Integration
  • Retention policy is a set of rules that defines if the content is eligible for continuation at the existing location. If not then it should be marked for deletion after a certain period of time or transferred from one that location to another Retention Policy -- Move to Recycle Bin or Permanent Delete or Transfer to another location
  • SharePoint provides a capability to record in an archive, or you can manage records in the same document repository as active documents Record Archival
  • SharePoint allows administrators to set default file template for document library. This way, when someone creates a new file in the library, the default template opens in the appropriate program.

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