On average, an organization deals with an exorbitant quantity of content, such as emails, documents, images, videos, and more, day in and day out. However, given the amount of data they have to deal with, it is not hard to imagine that they tend to struggle with managing all of their content. And it’s not a simple matter either, for they can’t afford to misplace such content or strive to ensure their safety since they typically contain highly sensitive data. While individually, employees may rely on personal tactics to deal with the challenge, any organization must deliver a tool or method that can help eliminate the need for such inefficient solutions.

The solution is to this particular challenge, then, is found in enterprise content management solutions or only content management systems (CMS). There’s much demand for such tools and, consequently, plenty of offerings in the market as well. However, in the crowd of CMSs in the market, there is one name that has a distinctive following: SharePoint. What makes it so accessible is it is a versatile offering that is adept at not only document management but also tending to virtually every aspect of content management in an enterprise. We have elucidated some of its key capabilities below to help you understand the potential better.

  • Document management: SharePoint enables organizations to store all their documents in a highly streamlined manner in a centralized platform, thus making it easier for all authorized personnel to find, access, and edit them. In addition to that, it also facilitates the use of metadata for better-searching abilities, co-authoring of documents, and audit trail, which refers to monitoring all changes made to a document stored within the system. And let’s not forget the permission-based access control.
  • Web content management: In this context, SharePoint demonstrates its worth by providing templates that make it easier to create and publish content online. Besides that, it also ensures consistency of content via the reusable layouts, distinctive navigation, and more.
  • Records management: Records constitute a critical part of any company. Believe it or not, SharePoint has value to offer when it comes to the management of records as well. First, it ensures the safety of records via provisions such as encryption and two-factor authentication, among other things. Then there’s also the ability to determine precisely how long such documents are to be stored based on applicable regulations and whatnot.
  • Digital asset management: Thanks to SharePoint libraries, companies can effortlessly store and manage a variety of media, including images, video, and audio. Additionally, the integrated player in SharePoint means one can view all their media via all authorized means, no matter where they are.

To conclude, SharePoint as a content management system for an enterprise is a highly valuable resource. It allows the productively to tend to all its content-related requirements. But simple SharePoint web application development won’t suffice, i.e., its implementation is equally important. So chalk out your plans accordingly.

Author's Bio: 

Kaushal Shah manages digital marketing communications for the enterprise technology services provided by Rishabh Software. This article shows how CMS on SharePoint can streamline handling all the components of enterprise content management like documents, digital assets, records, and web content.