Document management with SharePoint

Although SharePoint is widely used for document management, organisations often encounter several challenges as usage grows. One of the main problems is the limited search functionality within large volumes of documents. Users often struggle to find the right files quickly and accurately, especially if metadata and tags are not used consistently.

In addition, the way SharePoint applies version control regularly causes confusion: who updated the last version, what exactly has been changed and how can you retrieve previous versions?

Another common problem is access rights management. It is often difficult to set up detailed access controls, leading to problems with the security of confidential documents. This can create risks especially in larger organisations or departments with strict compliance requirements.

Finally, SharePoint lacks automated workflows for document management, meaning manual processes remain time-consuming and error-prone.

Smart document management with SharePoint DMS

SharePoint DMS provides an all-in-one document management solution, solving many of the limitations of traditional SharePoint. One of the key improvements is the robust search function, which allows users to search not only by file name, but also by metadata and even by content within documents. This reduces the likelihood of documents getting lost in the crowd and increases efficiency.

Version management is greatly enhanced with SharePoint DMS: users can easily view previous versions of a document, see who has made changes and even restore previous versions. The system also automates many of the manual tasks that are time-consuming in SharePoint. For example, approval workflows and document reminders can be set up, ensuring consistent and timely document processes.

SharePoint DMS also makes access rights much more flexible and easy to manage. Users can set access control at the document level, providing assurance that confidential documents can only be accessed by authorised people. This improves both security and compliance.