We all know about SharePoint but do you know what all it has to offer? With SharePoint’s amazing collaboration tools, you can create a document management environment that is laced with extraordinary capabilities. Here we bring you some SharePoint practices that you should start implementing right away for better document management.
Tag Documents
Even though SharePoint offers advanced searching options, finding documents becomes difficult. This is where tagging your documents can come in handy. You must be wondering now what is tagging? How do you do it? You can tag your document in a category that will make searching for a document easy. You can do this by adding a new category in a library and adding related data in the document that will work as a tag. Now SharePoint will fetch more accurate results when you search for documents.
Secure Documents
Security is the one feature that makes SharePoint a must-have. But it is important to understand that you as a user must do your part in securing your documents too. Any document with sensitive information can be locked at your end with permission granted only to authorized members. By creating a workflow for the same you can let other users know the status of the document as well.
Maintain Consistency
On a platform like SharePoint, there are thousands of documents that will be shared. Finding one from such a huge lot can be cumbersome. This is why maintaining consistency when saving documents is necessary. Every member should be given instructions on following a set pattern when naming documents so that everyone is familiar with it and aware of what to search when looking for a particular file.
Restore Lost Data
A feature that has increased the fan following of SharePoint greatly is the feature to restore lost data. Many times, we end up deleting crucial files that can prove to be catastrophic. With SharePoint, rectifying such mistakes is easy. This will take a little effort from your side too. You must learn how to create data restoration policies and apply them to be able to use this feature.
Customize Views
SharePoint also allows you to create your own customized view as per your requirement. Based on what you need, you can create personalized views with filters and conditions. This will make document management easy for you. Since it is a personalized view, it will only be visible to you. However, you can always create a public view if you want to share the same display with other members.
Restrict Library Permission
Permission to everyone to access libraries can prove to be harmful since there is always sensitive data at risk. Documents that are related to a department should only be accessible to the members of that department. You can make this happen by restricting permission to libraries.
SharePoint is an extraordinary tool for those who can explore its full potential.
With SharePoint, you can make content management easy and reduce unproductive tasks effectively. But make sure that you get your SharePoint app development done by experts who know how to create a system that suits your needs.
