Benefits of Document Management in SharePoint

Video Activity

This lesson focuses on the benefits of document management in Sharepoint online. In Sharepoint, users can file share. Information can be stored based on tags and metadata, information about a document. Multiple authors can assign a version to the document and make changes. Users can also check out documents to specific people, so only that person c...

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1 hour 57 minutes
Video Description

This lesson focuses on the benefits of document management in Sharepoint online. In Sharepoint, users can file share. Information can be stored based on tags and metadata, information about a document. Multiple authors can assign a version to the document and make changes. Users can also check out documents to specific people, so only that person can make changes.

Video Transcription
shoddy laser here and in this module, we're going to walk through the benefits of document management
and four
easy to understand examples. But first, it's important to understand the history of where document management WAAS and bring it into the future in terms of SharePoint online and the capabilities that SharePoint online provide. If we look at the far left
quadrant of our diagram are square diagram
on the upper left, we have an example of a folder structure for a file share. Now, within organizations, file shares are the primary way, followed by email that documents are managed now. File shares do not provide an efficient means of storage
and intelligent archiving of your documents.
Within your folders themselves, documents can become buried. There are hard to find and hard to access
going into the second scenario on the upper right. When you have your documents managed within a file share, they become hard to search. So in terms of your folder based structure, if you want it to look for documents based on the department
or the author of the document or when it was updated,
that becomes increasingly difficult as Maura and more documents are piled into the file share structure. So some of the challenges that you have with document management within a file share structure
is that you have,
uh, folder structures that become Maura Maura. Harder to, uh, access and locate. And search ability becomes next to impossible as it becomes very deeper into the file share structure
going into our bottom left quadrant. We have documents editing, and these three, uh, icons indicate office workers or information workers that are attempting to access a single document.
The biggest challenge that you run into
with document management within a traditional organization that does not use SharePoint online is version history. If one individual opens this document and they begin to edit document in order to save those changes,
they basically saved that word document
and either stored in a file share or they e mail it to a team of recipients. Now, if an additional member of the team needs to make an additional change, then they would have to save as and assign a new file name to that document that does not maintain the,
uh, history of the versions
within one consistent document. So you have multiple versions of the document floating around within an organization. And if there's not a central way to manage those documents, then it becomes chaos. It becomes increasingly difficult to manage
that particular document and, more important, the document,
the higher, uh, precedence those mistakes actually take.
And finally, when a document is being edited, you have, ah, various challenges in terms of having the document accessible to multiple people. So the challenge is, if someone is editing, editing a document,
how do you lock those changes down toe one individual?
And those are some of the challenges that you run into with the traditional file share. Now, how SharePoint Online manages or alleviates those paying points and challenges using the same diagram that we just went through. We're going to, ah, walk through the solutions using the same examples
now within the file share structure,
you have various folders and information that could be stored within in terms of, ah, documents. Whether it's a power point file, whether it's a word file, well, it's an express cell spreadsheet within SharePoint online. You have the ability to store information based on,
uh, attributes or tags or metadata, which is information
about that particular document So if it's part of an accounting business unit or mathematics department, you can assign various tags to that particular structure you can also store. Instead of the folder structure. Documents are store within libraries, which
are intelligent ways to access that information.
Now, the question being with our second challenge, if you're able to assign various tags and metadata and attributes to document one will believe that when you're trying to access that information that it would be easy to find.
And that's one of the main benefits that SharePoint online provides. In terms of document management,
you can search based on attributes based on metadata that you assigned to your organization. So if your organization has specific acronyms such as, AH, Department of Defense Deal D or specific, uh, departments if your supply department you may have eight departments s one
US eight.
So for S three documents, which would be supply third division documents, you can assign metadata to make that information available for search. That makes your documents easier to be surfaced and easier to find as a store within your SharePoint online environment.
Going into document management,
you can have multiple individuals able to access the documents, But you have. When you're editing, you have one person who can
access the document via check in and checkout. So that concept essentially works as when one individual is editing and document it is assigned to that person. Everyone else can view the document. They can download the document, but they do not have the ability to actually edit it
now, in terms of this third example, in terms of version history, if there are multiple changes that are made to this single document, each individual's changes are recorded in a sign to that virgin history. And you can set the number of versions that you want to maintain
with that document and view the history
and also assigned different notes and different attributes to alert the other users that those changes have amazed. So it keeps a record of changes for each and every document within your SharePoint online environment. So in review,
when it comes to ah, file shares, there are challenges with various folders within SharePoint online, you can assign various attributes and tags to a document to make it easier to ah surface and easier to ah retrieved via search capabilities
in terms of document management. Multiple authors can assign a version to the document itself, which allows for document record of changes to be maintained and finally,
when documents are being edited within the share work center, SharePoint Online give you the capability
to check out the document to an individual and allow them to make specific changes to those documents without other individuals making those changes as well. When those changes are made, it is submitted back to the library while it is being changed or edited.
Other individuals within the work center can view the document.
They can download the document. They can print the document, but it is locked for changes to one specific individual. So these are the key benefits to using document management within SharePoint online. Please stay tuned for additional content here on Cyber Eri.
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