Document Management Systems have developed a long way over the last 10 years, and maybe it is time to consider if your DMS is still serving your requirements.
Microsoft 365 has a DMS as part of the core products. If you are paying a Microsoft 365 subscription, then you almost certainly have a DMS. This uses SharePoint Libraries and is flexible to meet any need.
The following is summary of the core features of this solution
| Already Paid For | You are already paying for this solution if you are using Microsoft 365. |
| Single Sign On | No additional username and password management. |
| Version Control | Document history and versions are retained. See who, changed what, when. Revert to previous versions. Also applies to Excel where you can see the details of each individual cell change. |
| Co-Authoring | This allows multiple people to work on the same file at the same time. – See where others are in the file. – Watch changes being made by others. – Chat to others in the document. |
| Integrates With Automation | SharePoint is not a “closed vendor product” and supports a wide range of automation. Creation of new client record in a CRM leads to creation of folders, and files, which can then be automatically emailed or shared to the client. |
| Built In Microsoft’s Environment | All the benefits of Microsoft’s environment including: – Backup – Security – Encryption – Multi Factor Authentication – High Availability |
| Cloud Based | No longer bound to a physical server requiring, licenses, service and maintenance. |
| Accessible By Mobile Devices | See files on your phone, tablet or laptop. |
| Share With Clients And Suppliers | Share folder or files with your clients and suppliers. This includes permissions which provides control on creating, updating, uploading and downloading of files. Email attachment limits no longer impact communications with your clients. |
| Integrates With Teams | For those who have taken up Microsoft Teams. |
| Not Locked Into A Provider | Being a Microsoft solution, you are not locked into service and support by single vendor. |
[…] Are you using third party document management software. SharePoint provides a wide range of benefits from co-authoring to version control. Read More HERE. […]