SharePoint Documentation: Everything You Need to Know document-management-jainya-tele-enterprises

SharePoint is a system for managing documents

The SharePoint document management system makes it easier for businesses to create, store, and work together on documents. This speeds up business processes and boosts productivity.

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Document Management System (DMS) for SharePoint: Overview

The SharePoint document management system digitizes the whole lifecycle of a document, from creation to storage. This increases employee productivity by 20% and lowers running costs by 55%. With SharePoint 2013 DMS and SharePoint 2016, you can set up SharePoint DMS on-premises. With SharePoint Online DMS, you can set up SharePoint DMS in the cloud.

More than 250,000 businesses use SharePoint today as a website, a system for managing documents, or for other reasons.

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Automation of document generation and processing

Using OCR software to digitalize paper documents and transform electronic documents in various formats (such as TIFF, JPG, and PNG) into a standard, searchable, and readable format (like PDF) can help eliminate data entry errors by automatically extracting data.

The Validation

Automated detection of typos, missing letters, words, and signatures in scanned documents, with the option to automatically correct these errors later on or to mark suspicious words for human correction by the user.

The Templates

Reusable templates make it quick and simple to create common documents like invoices, contracts, policies, and letters.

Many people coauthoring a document at the same time. DMS keeps track of when users access the document and colors-designates changes made by co-authors.

Workflows

automated document routing for gathering signatures, comments, or approvals.

Alerts and notifications

Notifying needed or authorized users automatically of any changes to documents (such as the creation of a new document, an update to an existing document, or the conclusion of an approval workflow).

Document storage and retrieval

Storage capacity

1 TB per organization, plus an extra 10 GB for each license acquired; if necessary, this capacity can be further increased.

Documents Support Multiple Types

The SharePoint library can contain several document types in different formats, ranging from popular ones (.docx,.pdf,.pptx, and.zip) to uncommon ones (.odt,.ods,.xlsb,.ppsx, and 3D models).

Indexing

tagging documents to make organizing, archiving, searching, and retrieval easier based on its content and completed information (such as a document's title, author, type, and modification date).

Enterprise search

Search through personnel records, documents, news, events, and more by name, metadata, and full text across DMS and integrated systems (such ERP and HRMS), as well as the order of search results.

Consistency, security, and compliance of documents

Versioning

Monitoring several iterations of a document to avoid copying it, stop unintentional or undesirable modifications, and make it possible to roll back to an earlier version when necessary.

Arrival and departure

One way to prevent unintentional changes or overwriting of documents during co-authoring is to lock down a document so that other users cannot modify it.

Backup and recovery

retrieval of papers produced in the previous thirty days.

Restricted data sharing

Rule-based automatic detection of sensitive information in documents (e.g., electronic patient health information in medical records) and prevention of unintentional dissemination of that information.

The access control system

Users have the ability to create, upload, edit, remove, and share documents with permission-based access, which offers levels of access from simply reading a document to complete control.

The use of data encryption

BitLocker delivers two-level data encryption when it's at rest. It encrypts every file on a drive and gives each file its own key. Additionally, SSL/TLS protocols safeguard data while it is in transit.

Two-way verification

An extra layer of security that involves inputting a code from an email or text message in addition to a password.

The Audit Trail

Keeping track of every action a user takes in relation to a document, including creating, accessing, editing, sharing, printing, deleting, and more.

Retention and deletion policies

Government and industry-specific legislation (e.g., GDPR, GLBA, SOX, HIPAA, PCI DSS) requiring the scheduling of document retention and the automatic removal of superfluous data after a predetermined period of time.

Important Integrations for SharePoint DMS Copy link to this session: Important Integrations for SharePoint DMS Copy link Link copied!

Data consistency within the organization can be improved by the integration of third-party enterprise systems with a Microsoft document management solution built on SharePoint. These linkages minimize software expenses (e.g., by saving on storage space in CRM) and assist prevent data re-entry and document duplication in several systems.

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  • SharePoint DMS + ERP: due to centralized storage of all business paperwork, document co-authoring and approval workflows allowed by SharePoint DMS, this combination will promote cross-departmental collaboration (e.g., Finance, Production, Procurement, and Legal departments).
  • SharePoint DMS + OCR: enables the conversion of paper documents into electronic documents that are searchable and readable or electronic documents in different forms into a single format like PDF, facilitating document storage and retrieval throughout a repository.
  • SharePoint DMS + e-signature software: thanks to an automated e-signature procedure, SharePoint DMS + e-signature software can speed up document-driven business operations.
  • SharePoint DMS + LMS: to make it simple to create e-learning materials, store them in a centralized, organized manner, and search through them efficiently using SharePoint DMS. To plan training sessions based on these materials using LMS.

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Small, medium-sized, and large enterprises from a variety of industries can use SharePoint as a DMS since it is a platform that is easy to customize. One way to address users' document control demands is by developing more customized solutions. The addition of a tool for document organization and search based on more than 12,000 rules to a chemical manufacturer's DMS is one instance of this. Custom document management workflows needed by a major Gulf perfume company with stores in Oman, the United Arab Emirates, and other countries are another example.

What is more, the SharePoint platform has extensive branding capabilities, so SharePoint DMS can offer a unique look and feel to users.

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Additionally, SharePoint DMS may give customers a distinctive appearance and feel because of the vast branding options of the SharePoint platform.

What Makes Jainya Tele Enterprises

We achieve project success no matter what

The bad news is that a lot of companies on the market call project administration
"project management." Jainya Tele Enterprises does not do that.
We do real project management, and no matter what, we always
make sure that our clients' projects are successful.

Need Help with Optimal Configuration of SharePoint DMS?

ScienceSoft’s team is ready to advise you on an optimal configuration of a SharePoint document management solution tailored to your needs and provide an estimation of implementation costs based on this configuration.

Typical Use Cases for SharePoint Document Management Copy link to this session: Typical Use Cases for SharePoint Document Management Copy link Link copied!

By fundamental features

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Enterprise document management system

  • Capturing and validating documents in various forms.
  • Indexing and metadata.
  • Centralized full text, partial text, and metadata-based document search across all corporate platforms.
  • Adaptable templates for documents.
  • Real-time document collaboration.
  • Intricate, multi-step, non-linear document approval workflows.
  • Combining with electronic signature programs.
  • Versioning and the audit trail.
Request
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The Contract Management

  • Adaptable templates for contracts.
  • Include saved fields and clause libraries.
  • Supervised contract drafting.
  • Coauthoring under contract.
  • Integrating e-signature software.
  • Comprehensive text search.
  • Alerts and notifications, such as those regarding achievements, deadlines, and renewals of contracts.
  • Versioning and the audit trail.
  • Procedures for hierarchical approval.
  • Child-parent contractual hierarchy.
  • Verify compliance.
Request
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Policy management

  • Adaptable templates for policies.
  • Co-authoring a policy.
  • Workflows for policy management (review, approval, and acknowledgment).
  • Dashboards for policies are instantly and automatically updated.
  • Perform a full text, partial text, and metadata search.
  • Alerts and notifications, such as the approval, modification, or expiration of a policy.
  • Assessment of policy knowledge via tests and quizzes.
Request
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The Records Management

  • Recognizing and registering documents that provide proof of business operations and transactions, such as personal, correspondence, accounting, legal, and other kinds of records.
  • Records are categorized and stored using metadata and indexing.
  • Searching and retrieving records.
  • The access control.
  • Monitoring of records (access, alteration, removal).
  • Retention and disposal of records.
Request

By industry specifics

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The Healthcare Industry

  • Capture and verification of prescriptions, X-rays, and doctor's notes.
  • Structured database containing results from lab tests, MRIs, PET and ultrasound scans, payer and patient contracts, and other medical records.
  • Adaptable templates for documents (such as patient permission forms and hospital admittance forms).
  • Search for documents in full text and metadata across integrated systems and the healthcare DMS.
  • Automated workflows for documents (such as approving a patient's discharge).
  • Robust security features, such as versioning, audit trails, and access control.
  • HIPAA adherence.
Request
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Legal Assistance

  • Capturing and validating documents (copyright papers, affidavits, court orders, and minutes, etc.).
  • Templates for documents (such as a will, power of attorney, or leasing agreement).
  • Real-time document collaboration.
  • Tagging documents.
  • Advanced search and eDiscovery features, such as search suggestions, enterprise search, search filters and refiners, user-targeted search based on a lawyer's profile and search history.
  • Alerts and notifications about deadlines, meetings, and case milestones, for example.
  • Automation of document process.
  • Integration of electronic signatures.
  • Security and adherence to national and international laws (such as the GDPR).
Request
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Science

  • Capturing documents (such as lab report forms, experiment proposals, and proposals for scientific projects).
  • Organized archiving of scientific data (such as research articles and patents).
  • Templates for documents (such as scientific articles and experiment reports).
  • Real-time document collaboration.
  • Advanced search on the entire text, selected passages, and metadata in the repository.
  • Archiving documents.
  • Document security includes features like data encryption, audit trails, permission-based access, and multifactor authentication.
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SharePoint DMS:Typical Roadmap for Implementation

  1. Analyzing business processes that rely on documents, translating requirements for document management into technical specifications, and developing SharePoint DMS solution specifications.
  2. Analyzing and designing document workflows (such as approval and e-signature workflows).
  3. Custom workflow development or SharePoint workflow customization.
  4. Customizing the UI and UX of SharePoint DMS.
  5. SharePoint DMS integration with necessary applications (e.g., ERP, LMS, HRMS).
  6. Implementing the solution, which includes moving data from the old document management system to SharePoint DMS and mapping it.
  7. User acceptability testing and quality assurance.
  8. Support and evolution following implementation.

A SharePoint DMS Project's Sample Duration and Costs Copy link to this session: A SharePoint DMS Project's Sample Duration and Costs Copy link Link copied!

The Duration

Managing a large number of documents, the quantity and complexity of interfaces and modifications, compliance requirements, and other factors all affect how long a SharePoint DMS implementation project takes.

Description

DMS implementation project duration

Example #1

Description

A 40-person small retail enterprise

  • Word, Excel, and PDF files.
  • straightforward linear workflows.

DMS implementation project duration

1-1.5 months

(The solution's foundation is SharePoint's built-in capability.)

Example #2

Description

200-person, mid-sized pharmaceutical company

  • workflows for approval.
  • comprehensive text search over saved documents.
  • ERP incorporation.

DMS implementation project duration

For up to 5 months

(Custom development is necessary.)

Example #3

Description

An engineering firm with 8,000 workers

  • construction plans, drawings, and 3D models in the following formats: DXF, DWG, STL, OBJ, and others.
  • intricate non-linear processes.
  • 4 integrations—HR, BI, CRM, and ERP.
  • enhanced DMS and integrated system search capabilities.

DMS implementation project duration

6-12 months

(custom development is required)

Prices Costs

Here are some approximate cost estimates for SharePoint DMS based on the scope of its capability. The estimate covers services like customisation, testing, development, and discovery; however, it does not include ongoing support, which can cost between $10,000 and $15,000 per year.

Description

Costs

Example #1

Description

  • Record workflows.
  • Email notifications are used.
  • Management of taxonomies.
  • Access dependent on permissions.
  • Real-time document collaboration.
  • Distinct SharePoint sites for each department within a firm.
  • Many interfaces with external platforms.

Costs

$40,000–60,000

Example #2

Description

Example #1 +'s feature set

  • Extra security measures, such as audit trails.
  • Management of compliance.
  • Policies to prevent data loss.

Costs

$60,000–80,000

Example #3

Description

Example #2 +'s feature set

  • Rules on data retention.
  • Advanced analytics on the creation, access, modification, and use of documents, including who generated them, when, how, and security (like permissions) and more.
  • Recognition of images.

Costs

$80,000–100,000

Pros and Cons of Using SharePoint for Document Management Copy link to this session: Pros and Cons of Using SharePoint for Document Management Copy link Link copied!

Pros

  • The scalability of SharePoint Online DMS allows it to support a growing volume of documents, making it a feasible option for small, medium, and big businesses.
  • SharePoint's adaptability to satisfy company- and industry-specific document management needs.
  • Access to documents around-the-clock from any internet-connected device and location, as well as offline access that is then synced to the cloud.
  • The ability to construct processes of any complexity and structure allows for complete automation of the document lifecycle.
  • Integration out of the box with document processing tools (like Word and PowerPoint) and other Office 365 services (including Teams, Outlook, Exchange, OneDrive, and Power Automate).

Cons

  • No pre-built role-based customization; instead, users can customize their rights to give different roles to themselves based on the actions they perform (for example, users with the ability to see and amend contracts are awarded the position of Editor).
  • UI and UX that require crucial customization because they are not intuitive out of the box.
  • Customizing SharePoint, such as implementing web parts or bespoke master pages, calls for the expertise of SharePoint specialists.
  • SharePoint DMS allows for a limited number of saved document versions. Additionally, you cannot compare two document versions in SharePoint at the same time; Microsoft Word is required for this function.
  • Steep learning curve that necessitates user training for non-technical people.

Results of SharePoint DMS's Finances

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100% adherence to regulations because of robust security measures.

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+20% increase in worker productivity as a result of mobile SharePoint DMS usage, co-authoring, document templates, and easy access to and efficient searching across documents.

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e-signature workflows produce a 60% reduction in document management expenses.

Pricing Plans for SharePoint Online

Office applications

Services

Features

Price (annual commitment)

Plan 1

Description

Not included

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1 TB per user.

There are communication sites and team sites.

Search for People and Content.

Safely handle and share files.

Document co-authoring.

Versioning.

SharePoint/OneDrive mobile apps.

cost

$5 user/month

Plan 2

Description

Not included

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Plan 1 features.

Unlimited personal cloud storage.

The enterprise searches.

Finding content for a lawsuit or an audit.

Advanced protection against data loss.

Protecting content from being deleted or changed.

cost

$10 user/month

Office 365 E3

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Plan 2 features.

Description

Hosting for email with an endless mailbox.

1 license covers 5 PCs/Macs, 5 phones, and 5 tablets per user.

Business process automation with built-in PowerApps and Power Automate.

cost

$20 user/month

SharePoint DMS Alternatives Copy link to this session: SharePoint DMS Alternatives Copy link Link copied!

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eFileCabinet

DESCRIPTION
Strengths:

  • Mobile-friendliness.
  • Intuitive UI.
  • One-click access with a desktop icon created by the Sidekick widget.
  • Integration-friendliness due to open API.
  • E-signature.
  • Built-in OCR tool.
Weaknesses:
  • There aren't any training resources other than articles on the vendor's website.
  • You can't use it right away to handle documents for a big business.

BEST FOR

Healthcare, industrial, financial, and insurance groups.

Pricing

Starting from $1,200/year.
Free trial is available.

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Dokmee

DESCRIPTION
Strengths:

  • Support for multiple languages.
  • Integration with Workday, SAP, PeopleSoft, Salesforce, QuickBooks, Oracle and more.
  • E-signature.
  • Reporting tool built-in.
Weaknesses:
  • No working together on papers in real time.

BEST FOR

Legal, educational, financial, real estate, and health care groups.

Pricing

You can ask a seller directly for it.
You can try it for free.

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Laserfiche

DESCRIPTION
Strengths:

  • User-friendliness.
  • Customizability.
  • Electronic form templates for things like trip requests, purchase orders, expense records, and more.
Weaknesses:
  • For more complicated forms, you may need to know how to code in JavaScript.
  • Not easy to search for documents.
  • Expensive implementation.

BEST FOR

organizations in government, education, finance, and health care.

Pricing

You can ask a seller directly for it.
You can try it for free.

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Document Locator

DESCRIPTION
Strengths:

  • Web access from afar.
  • Keeping old emails.
  • Email signature.
  • It works with eCopy, Adobe, Dynamics 365, SharePoint, AutoCAD, and more.
Weaknesses:
  • No working together on papers in real time.
  • There is no way to share files from mobile devices.

BEST FOR

organizations in government, education, finance, engineering, and health care.

Pricing

From $249 per user per year on up.
You can try it for free.

Do You Need Help Selecting the Best DMS Tool?

The staff at Jainya Tele Enterprises is prepared to assess your document management requirements and assist you in locating an appropriate DMS solution.