Are you still living on shared drives that are folders and folders deep? Having trouble organizing, managing and sharing information and files? If you are like many of us who want to assign metadata that classifies and tags documents for easier search and better organize files and information, you’ve come to the right place!
SharePoint 2013 can help prevent duplication of documents, enforce a consistent folder structure and allow for document management plus much much more. Our SharePoint Center of Excellence has worked with different divisions such as Washington Headquarters Services (WHS) and Acquisition Directorate (AD) to provide workable SharePoint solutions that add business value, enable new features and functionalities to documents and provide convenience that shared drives don’t offer. SharePoint COE has supported customers in migrating over 15,000 files from shared drives to SharePoint with metadata tags on files allowing the convenience for refining results through the results refinement filter, whereas shared drives do not. Now that the customers have moved over to SharePoint, they have the ability to do the following:
- Document version control (more automated and controlled than using a manual file management system on a shared drive)
- Document management functions (check-in/check-out capabilities, ability to set alerts to allow users to be notified when certain documents are created, changed or deleted)
- Recording audit trails
- Easily move multiple documents at one time
- Enforce consistent folder structure
- Provide a central location for documents
- Ability for documents to be easily linked and cross referenced to prevent multiple versions circulating
Not only does SharePoint offer document and information management, it is truly a collaboration site. SharePoint allows collaboration in every meaning, especially due to the fact that multiple authors can collaborate on documents in SharePoint where they cannot in shared drives. Users in remote locations can quickly access and update information; team members can share one calendar, and teams can also create and manage workspaces. With the benefits of SharePoint, there doesn’t have to be anymore documents attached to an e-mail – you can easily send the link where the document is located for the user to view, edit, or download.