If you are only acquainted with the concept of an enterprise, you would know that there are many documents involved. And when we say lots, we mean far too many to be handled efficiently and effectively without a dedicated tool. It is why these nifty little things called document management systems exist. And in the pursuit of a consummate DMS that can not only automate but also organize and optimize relevant processes, organizations are faced with the task of picking one solution from an ocean of options.

And on their shortlist, SharePoint always figures as the top contenders. Why? Lots of different reasons for that. For starters, its ability to accurately organize the production, storage, search, and sharing of documents is renowned and celebrated by one and all in the market. Then there are also provisions like automation of approval workflow, ability to seamlessly integrate with other systems across the enterprise, and more that makes it such a crowd favorite. But of course, that’s not all the reasons why you should pick SharePoint. So, here’s a list of some of the many ways SharePoint enables efficient document management across enterprises.

1. Rapid sharing: Not only does SharePoint allow documents to be stored in a variety of formats, but it also makes use of OCR capabilities to facilitate conversion of different files into a uniform format that can easily be read and searched via the system. Then there’s also visual validation that ensures that any issues in documents are identified as well as rectified.

2. The abundance of storage space: When you say documents, you know they need to be ample space to store them. And this is especially important for enterprises, considering the massive quantities of materials they deal with in their day to day operations. With SharePoint Online, enterprises gain the ability to store as many as 30 million items under the lists and 30 million documents in the library. While it offers 15GB of storage space when you set out using it, companies also have the option to buy additional storage space following their requirements.

3. 24x7 secure document access: Given the fast paced world we live in today, the ability to access documents anytime and anywhere the need arises is a must. With SharePoint, you not only get the ability to access documents round the clock but also ensures that they are always protected and safe, thanks to measures like encryption, and more.

4. Seamless version management: When one deals with documents as much as enterprises do, being able to track any changes is not a choice; it is a necessity. To that end, SharePoint offers ‘Version Management,’ which helps retain as many as 50,000 big and 511 smaller versions for every document in the system.

SharePoint document management, as evidenced via the above discussion, is an expert tool when it comes to contending with a humongous number of documents. And what makes it even better is the fact that it is highly amenable to customizations, which means enterprises can get so much more done and that too very rapidly.

Author's Bio: 

Kaushal Shah manages digital marketing communications for the enterprise technology services provided by Rishabh Software.