Maintain your files easily and efficiently

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.

Think of SharePoint as a central hub for all your content. You can fill it up with documents, organize them how you want, and easily share them with other people. There’s only one document you have to deal with—and it’s always in the same place and it’s always up to date. Instead of lots of people creating multiple versions in different places, you can get everyone to work on the same document—even at the same time—and SharePoint will keep track of everyone’s changes in one place. You don’t even need to be at your desk to get work done together. You can keep reviewing and tweaking your content while on the go, even offline and from virtually any device.

An effective document management solution specifies:

Guidelines for document types and other content

How to move documents within the organization

Allows team members contribute to the document’s creation, review, approval, publication, and disposition.

Provides easy access to up-to-date templates and forms

Guidelines for 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

The document management planning process consists of:

Identify document management roles

Analyze document usage

Plan the organization of documents

Plan how content moves between locations

Plan content types

Plan workflows

Plan content governance

Plan policies

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