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Building a Document Management System using Microsoft

Finding the right system to manage your documents is crucial to the success of any business. Using a Microsoft document management system can help solve the typical challenges businesses face when trying to create a scalable workflow. 

What is a document management system?

A document management system is for managing digital files such as Word, Excel, PowerPoints and more. In this era, we need secure, robust and customizable software that gives a great user experience. Switching from a legacy document management system to a newer system has the potential to improve performance and cut costs.

Typical Challenges with Legacy Document Management Systems

Does Microsoft have a Document Management System?

Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management. Any of the above can be used depending on the needs of each organization. This system helps us to store, collaborate, and share the documents around different platforms. There are also different ways we can analyze the performance of the system.
  1. Security and Permission Management Many document management systems don’t offer a way for users to set restrictions on who can see certain documents. Some documents should only be able to be viewed by specific users. Members from one department may not want another department to be able to access their files. Or, one department or group of users should be able to have add/edit permission while another group has read-only permission.
  2. Search and Filter When there are a lot of folders and documents, it can be difficult to find the specific document you’re looking for. Many document management search systems aren’t configured to solve this problem.
  3. Notification and Approval Some documents, like HR policy or invoices, need approval before they can be viewed by all users. Unfortunately, most document management systems do not offer this feature.
  4. Document History Ever make changes to a document, only to need to restore the last version but were unable to? Many users cite the inability to keep the document history and restore past versions a pain point with legacy document management systems.
  5. Team Collaboration There typically isn’t a way for teams to maintain project-specific documents. Projects should be able to be assigned a team that is able to manage the documents among the team members.
  6. Maintain the Folder Structure and Naming Most document management systems will keep the same folder structure and naming conventions across the entire space. This means users aren’t able to organize or name folders in a way that makes sense to them, as those changes are reflected to every other user.

Document-Management-Office365-Hinge-Point

How Core Microsoft Applications Work Together to Support Document Management

SharePoint 

SharePoint gives your team a collaborative workspace with dashboards, calendars, tasks, notifications and updates. The SharePoint platform keeps these located in a central portal associated with company sites. You can set up a SharePoint site for each of your teams to access, with dashboards that give team and company notifications. You can also set up a corporate portal where searchable company-wide libraries and notifications live. Assign each employee a security level to allow access. 10 years ago, businesses used SharePoint for document consolidation, Skype for instant communication, and Outlook for messaging and planning. SharePoint has evolved into a robust document sharing center, with shared workspaces, storage, and presentation.

Document-Management-Sharepoint-Hinge-Point

OneDrive 

  OneDrive is an online document/file storage platform. It’s typically used by individuals and business teams who need a central location to store and access files. OneDrive’s versioning and sharing features make it easy to work together, so it’s more than just an online filing cabinet. Microsoft distinguishes between personal and business versions of the tool. OneDrive (for Business) now contains all of the original SharePoint document offerings, including workflows, auditing, templates and version control. What it does not include are your marketing resources, such as website and social media connections. The business owns the account, and each user is assigned a personal account under the business’s account. This is where individual documents can be produced and stored before they are shared with the wider company audience. OneDrive doesn’t offer the ability to publish your content on the web. While you can email links to documents, you cannot publish those documents directly to a web page from the OneDrive platform. You can make documents discoverable to your team, but you’ll need Office 365 or another CMS/website platform to publish your work publicly.

Document-Management-Onedrive-Hinge-Point  

Azure

Take advantage of fully managed file shares in the cloud that are accessible via the industry-standard Server Message Block (SMB) protocol. Mount file shares concurrently in the cloud or on-premises on Windows, Linux, and macOS. Plus, cache Azure file shares on Windows Servers with Azure File Sync for local access performance. Use premium shares for performance-sensitive, IO-intensive workloads and standard shares for reliable, general-purpose file storage  

Dynamics 365

Dynamics 365 is a cloud-based solution that offers everything you need for CRM and ERP in a single package See business and customer data in one place—across hundreds of sources—for a single, 360-degree view of your organization. Document-Management-Dynamics-Hinge-Point

Microsoft Teams 

Microsoft Teams is designed to consolidate every aspect of collaboration -- not just document management and sharing. Through Microsoft Teams, employees are able to track their instant messaging, email, calendars, projects and more.   Document-Management-Teams-Hinge-Point

Microsoft Planner

Microsoft Planner is a to-do app that comes with Office 365. It’s used for personal and teamwork planning, with a simple card-based interface. Microsoft Planner provides a hub for team members to create plans, organize and assign tasks to different users, and to check updates on progress through dashboards. It also provides a centralized place where files can be shared and visible to the whole team. As an Office 365 app, you can find Planner within your Office 365 home. Planner natively integrates with all of the other Office 365 applications, and using a tool within the Microsoft ‘ecosystem’ is very efficient. Microsoft has created a suite of apps that all complement one another and work beautifully together. Using Planner means you can easily integrate your tasks into Outlook, attach and view task documentation by linking to SharePoint, discuss a project within Teams while having your Planner open, hop onto a video call (with Teams, formerly Skype for Business), and much more  

Benefits of Using Microsoft Software for Document Management

An effective document management solution specifies the following:

  1. What kinds of documents and other content can be created in an organization
  2. What template to use for each kind of document
  3. What metadata to provide for each kind of document
  4. Where to store a document at each stage of its life cycle
  5. How to control access to a document at each stage of its life cycle
  6. How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition
Microsoft provides the best solutions for all of the above. The following are the features and benefits of using Microsoft as your DMS partner. It has provided these solutions for many years and is one of the leading companies in this field. With cloud, on-premise, or hybrid, any structure you choose, Microsoft provides a better solution. These solutions and benefits include:
  • Ability to easily find/search for the info you need
  • Mobile-friendly: Create/edit/collaborate any time, any place
  • Overall Security: More secure than an on-premises server
  • Folder and file-level security: Grant access to only the people that need it
  • Compliance-friendly
  • Version control so that there are not different iterations of a file floating around
  • File history so you can see who made what change, when
  • Easy collaboration with coworkers, contractors, and clients
  • Quick and secure sharing inside or outside of the organization
  • Integration & Compatibility: Microsoft’s solutions easily integrate into many other systems
  • Document imaging/scanning lets you save physical space by storing your files online
  • Scalable: It easily grows with your organization. You won’t be able to outgrow it as a document management solution
  • Cloud-based: You don’t have to worry about the physical security of the servers or losing all of your data when everything is in the cloud. Access the files you need anytime, anywhere you have an internet connection
  • Offline editing: if you’re going somewhere without an internet connection, you can easily take your files with you
  • Save on human resources: You won’t need as many IT staff as you would for a legacy, on-site server
  Plus, migration from legacy servers or other solutions is easy. We can help you implement SharePoint as your document storage solution. We’ll design the Information Architecture (IA) based on your unique business requirements. IA covers the required site collections, subsites, document library, metadata, fields and more. We’ll take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter. We can implement a workflow that makes it possible to set approval and notifications on certain documents. If you need a team site for collaboration, we can create that. We can also turn that site into a template that allows you to easily create separate spaces for each client or project that keep the same basic structure.  

What Would a Better Document Management System Look Like For You?

Does your organization still use a dated legacy document management system to manage your records? Get in touch with Hingepoint today, and see our experienced consultants can make your job easier with a system your users will love!    [post_title] => Building a Document Management System using Microsoft [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => building-a-document-management-system-using-microsoft [to_ping] => [pinged] => [post_modified] => 2020-09-28 13:23:15 [post_modified_gmt] => 2020-09-28 18:23:15 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=15197 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [1] => WP_Post Object ( [ID] => 12808 [post_author] => 3 [post_date] => 2017-05-16 13:31:30 [post_date_gmt] => 2017-05-16 18:31:30 [post_content] => SharePoint and OneDrive continue to receive more features to better collaborate and govern sharing with teams inside and outside a company. Microsoft has positioned itself to be the tool to transform business processes by automating work, making it easy to harness collective knowledge by finding info and expertise more quickly and by informing engaged employees, corporate vice president for OneDrive, SharePoint and Office Jeff Teper said today during the SharePoint Virtual Summit. “You can share with confidence,” Teper said. “Gives you anywhere access to all your files on any device.” Microsoft is hoping the new features will help achieve their mission: Empower every person in every organization to achieve more. Microsoft announced that it will be easier to share files with a simple sharing experience even with people outside of the organization. OneDrive is Microsoft's service for hosting files and is available to anyone who has a Microsoft account. Its deep Office integration, which powers rich co-authoring, allows you to collaborate on these shared files with others in real-time. It lets you access all your Office 365 files, including your individual work files and files shared with you by individuals, teams and the organization—regardless of whether you’re on a PC, Mac, an iOS or Android device or a Windows phone.

Microsoft On Demand OneDrive

OneDrive, SharePoint, HingePoint Building upon last week’s announcement of OneDrive Files On-Demand—which lets you work with all your files within File Explorer on Windows 10—Microsoft announced that starting this summer, users will be able to share Office 365 files directly from File Explorer on PC and Finder on Mac. The cool thing is that users can choose what files will be saved to what device. So if you’re working offline, you can save a file to your device to work on it while off the grid. The sharing experience has been simplified, so you can share a file or folder with specific people or send a link that enables anyone who needs access, inside or outside your organization. In addition, you can now control how long a link provides access, and you can easily view and modify the permissions you have granted. The new sharing experience is the same, whether you share on the web, in Explorer on Windows 10 and Windows 7, or in Finder on Mac.

SharePoint Continues to Grow 

Office365, OneDrive, SharePoint, HingePoint With more than 100 million monthly active users, Office 365 provides the most complete, intelligent and secure service for communications and collaboration. SharePoint plays an important role in Office 365, empowering customers to share and manage content, knowledge and apps to create a more connected workplace. As customers transition to the cloud, Microsoft is seeing more adoption of SharePoint:
  • More than 250,000 organizations and over 85 percent of Fortune 500 companies now have SharePoint as part of Office 365.
  • In the last year, usage of SharePoint has grown 90 percent, content stored has grown 300 percent and more than 10 million new SharePoint sites have been created.
  • More than 60 percent of SharePoint seats are now online, reflecting the value customers see with SharePoint in Office 365.
About HingePoint HingePoint covers the AEC Industry and is the author of The AEC Industry 4.0 Report and the Autodesk Industry Report 2017. HingePoint helps construction and real estate development companies take control of their company’s information. We combine systems, software, and data so all company information can be seen and accessed from one screen, like a smartphone or computer. HingePoint provides Procore, SharePoint and Salesforce consulting for Commercial Real Estate and Construction companies. HingePoint also helps the AEC industry with development & integration of AutoDesk and Procore products with enterprise systems. We are a trusted partner with over 25 years experience of systems development and integration work in the AEC industry. Our clients range from top hotel brands and restaurant chains to AEC firms and real estate developers and Facilities Management. We provide BIM with ROI. Results Guaranteed…Literally Guaranteed. [post_title] => SharePoint Virtual Summit Showcases SharePoint, OneDrive New Features [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => sharepoint-to-get_new-features [to_ping] => [pinged] => [post_modified] => 2018-02-21 00:21:27 [post_modified_gmt] => 2018-02-21 06:21:27 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=12808 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) ) [post_count] => 2 [current_post] => -1 [in_the_loop] => [post] => WP_Post Object ( [ID] => 15197 [post_author] => 3 [post_date] => 2020-09-24 19:25:49 [post_date_gmt] => 2020-09-25 00:25:49 [post_content] =>

Building a Document Management System using Microsoft

Finding the right system to manage your documents is crucial to the success of any business. Using a Microsoft document management system can help solve the typical challenges businesses face when trying to create a scalable workflow. 

What is a document management system?

A document management system is for managing digital files such as Word, Excel, PowerPoints and more. In this era, we need secure, robust and customizable software that gives a great user experience. Switching from a legacy document management system to a newer system has the potential to improve performance and cut costs.

Typical Challenges with Legacy Document Management Systems

Does Microsoft have a Document Management System?

Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management. Any of the above can be used depending on the needs of each organization. This system helps us to store, collaborate, and share the documents around different platforms. There are also different ways we can analyze the performance of the system.
  1. Security and Permission Management Many document management systems don’t offer a way for users to set restrictions on who can see certain documents. Some documents should only be able to be viewed by specific users. Members from one department may not want another department to be able to access their files. Or, one department or group of users should be able to have add/edit permission while another group has read-only permission.
  2. Search and Filter When there are a lot of folders and documents, it can be difficult to find the specific document you’re looking for. Many document management search systems aren’t configured to solve this problem.
  3. Notification and Approval Some documents, like HR policy or invoices, need approval before they can be viewed by all users. Unfortunately, most document management systems do not offer this feature.
  4. Document History Ever make changes to a document, only to need to restore the last version but were unable to? Many users cite the inability to keep the document history and restore past versions a pain point with legacy document management systems.
  5. Team Collaboration There typically isn’t a way for teams to maintain project-specific documents. Projects should be able to be assigned a team that is able to manage the documents among the team members.
  6. Maintain the Folder Structure and Naming Most document management systems will keep the same folder structure and naming conventions across the entire space. This means users aren’t able to organize or name folders in a way that makes sense to them, as those changes are reflected to every other user.

Document-Management-Office365-Hinge-Point

How Core Microsoft Applications Work Together to Support Document Management

SharePoint 

SharePoint gives your team a collaborative workspace with dashboards, calendars, tasks, notifications and updates. The SharePoint platform keeps these located in a central portal associated with company sites. You can set up a SharePoint site for each of your teams to access, with dashboards that give team and company notifications. You can also set up a corporate portal where searchable company-wide libraries and notifications live. Assign each employee a security level to allow access. 10 years ago, businesses used SharePoint for document consolidation, Skype for instant communication, and Outlook for messaging and planning. SharePoint has evolved into a robust document sharing center, with shared workspaces, storage, and presentation.

Document-Management-Sharepoint-Hinge-Point

OneDrive 

  OneDrive is an online document/file storage platform. It’s typically used by individuals and business teams who need a central location to store and access files. OneDrive’s versioning and sharing features make it easy to work together, so it’s more than just an online filing cabinet. Microsoft distinguishes between personal and business versions of the tool. OneDrive (for Business) now contains all of the original SharePoint document offerings, including workflows, auditing, templates and version control. What it does not include are your marketing resources, such as website and social media connections. The business owns the account, and each user is assigned a personal account under the business’s account. This is where individual documents can be produced and stored before they are shared with the wider company audience. OneDrive doesn’t offer the ability to publish your content on the web. While you can email links to documents, you cannot publish those documents directly to a web page from the OneDrive platform. You can make documents discoverable to your team, but you’ll need Office 365 or another CMS/website platform to publish your work publicly.

Document-Management-Onedrive-Hinge-Point  

Azure

Take advantage of fully managed file shares in the cloud that are accessible via the industry-standard Server Message Block (SMB) protocol. Mount file shares concurrently in the cloud or on-premises on Windows, Linux, and macOS. Plus, cache Azure file shares on Windows Servers with Azure File Sync for local access performance. Use premium shares for performance-sensitive, IO-intensive workloads and standard shares for reliable, general-purpose file storage  

Dynamics 365

Dynamics 365 is a cloud-based solution that offers everything you need for CRM and ERP in a single package See business and customer data in one place—across hundreds of sources—for a single, 360-degree view of your organization. Document-Management-Dynamics-Hinge-Point

Microsoft Teams 

Microsoft Teams is designed to consolidate every aspect of collaboration -- not just document management and sharing. Through Microsoft Teams, employees are able to track their instant messaging, email, calendars, projects and more.   Document-Management-Teams-Hinge-Point

Microsoft Planner

Microsoft Planner is a to-do app that comes with Office 365. It’s used for personal and teamwork planning, with a simple card-based interface. Microsoft Planner provides a hub for team members to create plans, organize and assign tasks to different users, and to check updates on progress through dashboards. It also provides a centralized place where files can be shared and visible to the whole team. As an Office 365 app, you can find Planner within your Office 365 home. Planner natively integrates with all of the other Office 365 applications, and using a tool within the Microsoft ‘ecosystem’ is very efficient. Microsoft has created a suite of apps that all complement one another and work beautifully together. Using Planner means you can easily integrate your tasks into Outlook, attach and view task documentation by linking to SharePoint, discuss a project within Teams while having your Planner open, hop onto a video call (with Teams, formerly Skype for Business), and much more  

Benefits of Using Microsoft Software for Document Management

An effective document management solution specifies the following:

  1. What kinds of documents and other content can be created in an organization
  2. What template to use for each kind of document
  3. What metadata to provide for each kind of document
  4. Where to store a document at each stage of its life cycle
  5. How to control access to a document at each stage of its life cycle
  6. How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition
Microsoft provides the best solutions for all of the above. The following are the features and benefits of using Microsoft as your DMS partner. It has provided these solutions for many years and is one of the leading companies in this field. With cloud, on-premise, or hybrid, any structure you choose, Microsoft provides a better solution. These solutions and benefits include:
  • Ability to easily find/search for the info you need
  • Mobile-friendly: Create/edit/collaborate any time, any place
  • Overall Security: More secure than an on-premises server
  • Folder and file-level security: Grant access to only the people that need it
  • Compliance-friendly
  • Version control so that there are not different iterations of a file floating around
  • File history so you can see who made what change, when
  • Easy collaboration with coworkers, contractors, and clients
  • Quick and secure sharing inside or outside of the organization
  • Integration & Compatibility: Microsoft’s solutions easily integrate into many other systems
  • Document imaging/scanning lets you save physical space by storing your files online
  • Scalable: It easily grows with your organization. You won’t be able to outgrow it as a document management solution
  • Cloud-based: You don’t have to worry about the physical security of the servers or losing all of your data when everything is in the cloud. Access the files you need anytime, anywhere you have an internet connection
  • Offline editing: if you’re going somewhere without an internet connection, you can easily take your files with you
  • Save on human resources: You won’t need as many IT staff as you would for a legacy, on-site server
  Plus, migration from legacy servers or other solutions is easy. We can help you implement SharePoint as your document storage solution. We’ll design the Information Architecture (IA) based on your unique business requirements. IA covers the required site collections, subsites, document library, metadata, fields and more. We’ll take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter. We can implement a workflow that makes it possible to set approval and notifications on certain documents. If you need a team site for collaboration, we can create that. We can also turn that site into a template that allows you to easily create separate spaces for each client or project that keep the same basic structure.  

What Would a Better Document Management System Look Like For You?

Does your organization still use a dated legacy document management system to manage your records? Get in touch with Hingepoint today, and see our experienced consultants can make your job easier with a system your users will love!    [post_title] => Building a Document Management System using Microsoft [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => building-a-document-management-system-using-microsoft [to_ping] => [pinged] => [post_modified] => 2020-09-28 13:23:15 [post_modified_gmt] => 2020-09-28 18:23:15 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=15197 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw ) [comment_count] => 0 [current_comment] => -1 [found_posts] => 2 [max_num_pages] => 1 [max_num_comment_pages] => 0 [is_single] => [is_preview] => [is_page] => [is_archive] => 1 [is_date] => [is_year] => [is_month] => [is_day] => [is_time] => [is_author] => [is_category] => [is_tag] => 1 [is_tax] => [is_search] => [is_feed] => [is_comment_feed] => [is_trackback] => [is_home] => [is_privacy_policy] => [is_404] => [is_embed] => [is_paged] => [is_admin] => [is_attachment] => [is_singular] => [is_robots] => [is_favicon] => [is_posts_page] => [is_post_type_archive] => [query_vars_hash:WP_Query:private] => 86995949a223409b122e40ae23e82d0d [query_vars_changed:WP_Query:private] => [thumbnails_cached] => [stopwords:WP_Query:private] => [compat_fields:WP_Query:private] => Array ( [0] => query_vars_hash [1] => query_vars_changed ) [compat_methods:WP_Query:private] => Array ( [0] => init_query_flags [1] => parse_tax_query ) )