SharePoint Document Management System
Boost Productivity and Ensure Compliance with a SharePoint DMS
Empower your organization with a robust SharePoint-based Document Management System (DMS) that makes document creation, storage, and collaboration easier. The customized solutions from PSSPL enhance operational efficiency, ensure compliance, and foster seamless teamwork across departments.
SharePoint Document Management System (DMS)
Over 250,000 organizations today rely on SharePoint for document management, intranet solutions, and a variety of other business needs. By digitizing the complete document lifecycle, from generation to archiving, PSSPL’s SharePoint Document Management System boosts efficiency and lowers operating expenses. Our solutions ensure flexibility and scalability for both cloud-based (SharePoint Online) and on-premises (SharePoint Server) deployments.​
SharePoint DMS Features
Document Creation and Processing Automation
Capture
Transform paper documents into digital format and use optical character recognition (OCR) to transform different electronic file formats (such as TIFF, JPG, and PNG) into a standardized, searchable, and readable format (such as PDF). By using automatic data extraction, this decreases the amount of manual data entry and increases accuracy.
Real-Time Collaboration
Allow multiple users to co-author papers at the same time. For transparency and version control, the Document Management System (DMS) records access times and shows each contributor's changes in different colors.
Validation
Check scanned documents automatically for mistakes like misspellings, missing symbols, incomplete words, or missing signatures. These problems can be flagged for manual inspection or automatically fixed by the system.
Workflows
Automate the routing of documents for electronic signatures, feedback, and approvals to streamline the process.
Templates
Use reusable templates to quickly and reliably create common document types, such as invoices, contracts, policies, and letters.
Alerts and Notifications
Sending relevant individuals or teams automated alerts about important document events, such creation, revisions, or completed approvals, will help to ensure timely updates.
Document Storage and Retrieval
Storage Capacity
Baseline storage for each organization is 1 TB, plus an extra 10 GB for each user license. To accommodate expanding document repositories, storage can be increased as needed.
Support for Multiple Document Types
File formats supported by SharePoint libraries range from widely used ones like.docx,.pdf,.pptx, and.zip to less popular ones like.odt,.ods,.xlsb,.ppsx, and even 3D model files.
Indexing
Indexing Information is more easily categorized, archived, searched, and retrieved when documents are labeled according to content and metadata (e.g., title, author, type, latest changed date).
Enterprise Search
Using document names, metadata, or full-text queries, users can locate material within the document management system (DMS) and associated platforms (such as ERP, HRMS) thanks to robust search capabilities that ranks results according to relevancy.
Document Consistency, Security, and Compliance
Version Control
To prevent duplication, monitor changes, and restore earlier iterations as needed, keep a thorough version history of every document.
Restricted Data Sharing
Unintentional disclosure of private information can be avoided with the use of automated, rule-based sensitive data detection, such as ePHI in medical records.
Data Encryption
BitLocker uses a different key for each file and offers dual-layer encryption for data that is at rest. Industry-standard SSL/TLS protocols are used to protect data while it is in transit.
Check-in and Check-out
By allowing users to check out papers and temporarily locking them to prevent unintentional overwrites during collaboration, you may prevent simultaneous revisions.
Access Control
From view-only rights to complete control, which includes the ability to create, edit, delete, and share documents, granular permission settings enable customized access.
Two-Factor Authentication
Require a second layer of identification verification in addition to a password, like a code given by SMS or email, to increase security.
Recovery and Backup
Reduce the chance of data loss by recovering documents that have been generated or altered in the recent 30 days.
Audit Trail
All document-related actions, including creation, access, editing, sharing, printing, and deletion, are recorded by Audit Trail Comprehensive Activity Tracking.
Retention and Deletion Policies
Automate the document lifecycle by establishing retention and secure disposal standards that adhere to laws like as GDPR, HIPAA, SOX, GLBA, and PCI DSS.
Key Integrations
Enhance your DMS by integrating with essential tools and platforms:
Customization Capabilities
PSSPL offers extensive customization to tailor the DMS to your organization's unique needs:​
Design workflows that align with specific business processes and approval hierarchies.​Â
Develop dashboards that provide real-time insights and analytics pertinent to your operations.​Â
Customize the user interface to reflect your organization's branding and culture.​Â
Ensure seamless access to documents and workflows across various devices.Â
Use Cases
Our SharePoint DMS solutions cater to diverse industries and scenarios:
Manufacturing
Effectively handle standard operating procedures, compliance documentation, and technical documents.
Finance
Simplify the handling of regulatory filings, audits, and financial reporting.
Legal
Use version control and protected access to arrange contracts, case files, and legal papers.
Education
Make it easier to arrange student records, administrative paperwork, and course materials.
Healthcare
Securely manage internal communications, compliance paperwork, and patient records.
Implementation Roadmap
Needs Assessment
Collaborate with stakeholders to understand requirements and objectives.​
Training and Support
Conduct thorough testing to ensure functionality and reliability.​
Design and Planning
Develop a tailored DMS architecture and implementation plan.​
Deployment
Roll out the DMS across the organization with minimal disruption.​
Development and Customization
Configure SharePoint features and integrate necessary tools.​
Testing and Quality Assurance
Provide comprehensive training and ongoing support to ensure user adoption and satisfaction.
Using SharePoint for Document Management: Pros and Cons
Pros of Using SharePoint for Document Management
- Scalable for All Business Sizes:Â
Because of its exceptional scalability, SharePoint Online is a sensible option for small businesses, expanding medium firms, and huge organizations, regardless of the volume of documents they handle. - Highly Customizable:
SharePoint offers flexibility in building workflows, interfaces, and document handling guidelines, allowing it to be adapted to unique industry norms and organizational requirements. - Anytime, Anywhere Access:
Users may view and manage documents from any device, anywhere, at any time, using cloud-based access. Additionally supported is offline access, which automatically synchronizes after reconnecting. - End-to-End Document Lifecycle Automation:
Businesses may increase speed and accuracy by automating document-centric operations of any complexity, from generation and approval to archiving, with SharePoint. - Seamless Microsoft 365 Integration:
SharePoint improves productivity and collaboration by integrating easily with other Microsoft products, including Teams, Outlook, OneDrive, Word, PowerPoint, Exchange, and Power Automate.Â
Cons of Using SharePoint for Document Management
- No Built-In Role-Based Personalization:
Assigning rights based on established user roles (such as viewer or editor) is not supported by SharePoint out of the box. Custom development can be used to accomplish this feature. - User Interface Needs Improvement:
For new users, the default SharePoint UI/UX may feel antiquated or confusing, necessitating careful customization to enhance usability. - Customization Requires Expertise:
Expert SharePoint developers or consultants are needed to customize SharePoint, whether through web parts, master pages, or sophisticated workflows. - Versioning Limitations:
SharePoint does not natively provide side-by-side version comparison and restricts the amount of document versions that can be kept. Microsoft Word is required for users to use that feature. - Steep Learning Curve:
For non-technical users, SharePoint can be complicated. Adoption and efficient use across teams depend on proper training and onboarding.Â
Achievements and Industry Accolades
Case Studies
Financial Impact of Implementing a SharePoint Document Management System
100%
Ensure 100% Regulatory Compliance
Organizations may confidently satisfy industry-specific compliance standards thanks to SharePoint’s strong security features and access controls.Â
20%
Boost Employee Productivity by 20%
Significant increases in workforce efficiency are facilitated by reusable templates, mobile accessibility, real-time co-authoring, quicker document retrieval, and effective search capabilities.Â
60%
Reduce Document Management Costs by Up to 60%Â
Significant operational savings are achieved by reducing human handling, printing, and storage expenses through automated workflows, which also integrate e-signature.Â