Administer and Archive Documents in SharePoint

Margie D. Moore

This article will provide you with a simple guide on how to create a custom document library. This can be used to archive any type of document for example word, excel, PowerPoint etc. Introduction the SharePoint document library provides a lot of functionalities. One of the most important ones is the ability to create and manage documents. However, once you have created a document and uploaded it into a document library, you may need to archive it before you delete it.

 Set modular permissions for documents

Depending on your requirements and compliance guidelines, you can individually determine different authorization levels down to the document level. Access to content is managed efficiently in this way.

Unique document IDs

The document identification number is used to assign a unique ID to a document, which is retained even if the document is moved.

Taxonomy and Metadata Management

For an optimal organization of your documents, SharePoint as a document management system offers the possibility to centrally manage metadata for several documents with the help of document folders. Here, too, the metadata for several documents can be edited at the same time.

Solutions that use artificial intelligence can help you work with metadata. For more information, simply contact Al Rafay Consulting. A SharePoint Consulting firm is always helpful to make your data secure and well managed and consequently making you work error-free with enhanced work productivity. 

Minor and major versioning

Versioning in SharePoint provides a straightforward and convenient solution for viewing a document’s change history. In this way, previous work statuses can be easily checked and restored.

Document processing with workflows

For the best possible organization in SharePoint, it is advisable to work with workflows. Workflows not only drive human work processes but also create new alternatives for collaborating and editing documents, lists and libraries.

Office and OneDrive for Business integration

Thanks to the integration into Office and OneDrive for Business, you can edit your documents and information offline from any location. The changes are automatically updated in the background the next time you connect to the SharePoint OneDrive environment.

SharePoint libraries can be integrated directly into the file explorer via OneDrive. Without media discontinuity, the user can continue to use his file system in the familiar Windows environment in the future. In addition, libraries can always be opened with Internet Explorer directly via the ribbon in the Explorer view. This is particularly useful when data is to be moved to another library.

Enterprise Search

With the SharePoint search, you have the possibility to search company-wide for information or documents. The search algorithms can be specifically adapted and structured and optimized across departments.

Other IT systems such as SAP, CRM, etc. can also be connected if they have the right interface.

Smart and automated notifications

With the help of individual and automated notifications, such as RSS feeds or the monitoring of documents, you are always up to date everywhere.

Safe working without fear of losses

SharePoint and Office 365 provide many ways to securely manage your company information. When it comes to safety, there are always two sides to consider. On the one hand the technical side, on the other hand, the human side, because often the biggest security gap is the employees themselves, completely unconsciously.

On the technical side, Office 365 and SharePoint offer a wide range of options for closing security gaps, avoiding data loss and preventing information from falling into the wrong hands. These include the following measures:

  • Use of backup systems
  • Physical protection of the servers if they are not already hosted by Microsoft
  • Setting rules for data sharing (only within the organization, expiration date for sharing, etc.)
  • Automated logging of release and read receipts
  • Data Loss Prevention Policies
  • Provide options such as OneDrive so that employees do not use shadow IT (e.g. Dropbox).

ARCHIVE

Secure archiving of documents

When it comes to archiving documents and information, security is the top priority for companies. SharePoint offers a central document repository, which can also be implemented in an audit-proof manner if required. Documents that must be retained can be described as data records.

Also Read About: Revamp Traditional Business Processes with Innovative Custom SharePoint Development Services

Archiving of documents according to information management guidelines

Information management policies can be used to determine individual retention periods. For example, it can be defined that a document is automatically identified as a data record six months after it was created and is automatically deleted ten years later.

The most important advantages of document management with SharePoint and Office 365 at a glance

  • Edit documents in parallel and at the same time or protect against simultaneous editing
  • Support the document lifecycle through workflows
  • Minor and major versioning
  • unique document ID
  • Document folders for content grouping
  • document templates
  • Ideal integration into the Office & Windows world (import, export)
  • Offline editing and automatic synchronization
  • Enrichment of the documents with metadata
  • Metadata and/or full text-based search
  • Taxonomy and Metadata Management
  • Auditing
  • Editing of document metadata directly in an Office application
  • adaptable rights management
  • audit-proof archiving
  • Connection of external business data
  • informed at all times through automatic notifications
  • Office Web Apps
  • Views and Filtering

The Microsoft consulting firm, Al Rafay Consulting, is always prepared to help you set up your document management system. They have an experienced team of professional developers who are well versed in all the SharePoint versions and help you get more productivity out of all of its features.

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