SharePoint Document Management (DMS) Consulting & Integration

Building a Document Management System using SharePoint

The Challenges with Legacy Document Management Systems

Navigating the digital landscape requires a robust Document Management System (DMS). Legacy systems often fall short, facing challenges such as:

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Enhancing Security and Permission Management with SharePoint

Many document management systems don’t offer a way for users to set restrictions on who can see documents, give out edit permissions, and access documents through read-only.

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Advanced Search and Filter Capabilities in SharePoint Intranets

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.

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Streamlined Notification and Approval Workflows in SharePoint

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.

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Leveraging Document History and Version Control in SharePoint

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.

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Optimizing Team Collaboration with SharePoint Intranets

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.

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Maintaining Folder Structure and Namings with SharePoint

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.

Microsoft Solutions for Document Management: SharePoint Integration

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. At Hingepoint, our experts will help you design and implement Document Management Solutions tailored to the unique needs of your organization.

A Man With A Tablet At A Construction Site Utilizing Microsoft Office 365 Software Solutions For Document Management Thanks To Hingepoint'S Implementing Tailored Document Management Solutions For His Company.

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.

A Screenshot Of Sharepoint, A Document Management System That Gives Your Team A Collaborative Workspace
A Screenshot Of Onedrive, A Versatile Online Storage Platform Used By Companies For Centralized File Storage And Access.

OneDrive

OneDrive is a versatile online storage platform by Microsoft, widely utilized by individuals and business teams for centralized file storage and access. It goes beyond a conventional filing cabinet with collaborative features like versioning and sharing. Microsoft distinguishes between personal and business versions, with the latter encompassing SharePoint’s capabilities such as workflows, auditing, templates, and version control. Each user receives a personal account under the business’s ownership. While OneDrive facilitates internal document creation and sharing within a company, it lacks the capability to publish content directly to the web.

A Screenshot Of Microsoft Azure'S Dashboard, A Cloud File Sharing System That Utilizes Server Message Block (Smb) Protocol

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

A Screenshot Of The Microsoft Dynamics 365 Dashboard, A Cloud-Based Solution That Offers Everything From Customer Relation Management (Crm) To Enterprise Resource Planning (Erp) In A Single Package.

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.

A Screenshot Of The Microsoft Teams Dashboard, Where Employees Are Able To Track Instant Messaging, Emails, Calendars, Projects And More.

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.

A Screenshot Of Microsoft Planner, A Collaborative Hub Used For Team Members To Create Plans, Assign Tasks, And Monitor Progress Via Dashboards.

Microsoft Planner

Comes with Office 365. It’s used for personal and teamwork planning, with a simple card-based interface. Microsoft Planner is a to-do app

Microsoft Planner serves as a collaborative hub within the Office 365 ecosystem, enabling team members to create plans, assign tasks, and monitor progress via dashboards. It functions seamlessly with other Office 365 applications, providing efficiency in task management. Planner allows easy integration of tasks into Outlook, linking task documentation to SharePoint, facilitating project discussions within Teams, and supporting video calls through Teams (formerly Skype for Business). This centralized platform enhances team coordination by offering a shared space for file sharing and visibility across the entire team. You can conveniently access Planner within your Office 365 home.

Unlocking SharePoint's Potential for Document Management

When you choose HingePoint as your document management partner, you get a wealth of benefits, from seamlessly integrating Microsoft solutions into your organization’s workflows to ongoing training and support.

Tailored Document Management Solutions

Document Types and Templates

Define and streamline the creation process for various document types with meticulously designed templates.

Metadata Mastery

Enhance document organization and searchability by meticulously defining metadata for each document type.

Lifecycle Optimization

Optimize document storage at every stage of its life cycle, ensuring secure and efficient progression from creation to disposition.

Granular Access Control

Control access at each stage of a document’s life cycle, bolstering security by granting permissions where needed.

Collaboration Excellence

Train users on secure practices, ensure regular updates, and maintain robust backup and recovery procedures.

Microsoft Solutions Customized by HingePoint

Why choose HingePoint for your Document Management System (DMS)? Here are the key features and benefits tailored for your success:

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Effortless Information Retrieval

Define and streamline the creation process for various document types with meticulously designed templates.

Mobile-Friendly Collaboration

Create, edit, and collaborate anytime, anywhere, ensuring flexibility and productivity on the go.

Top-Notch Security Measures

Guarantee security surpassing on-premises servers, safeguarding your valuable data.

Granular Folder and File-Level Security

Grant access only to those who need it, ensuring sensitive information remains in trusted hands.

Compliance-Ready Solutions

Navigate compliance effortlessly with Microsoft’s built-in features, allowing you to focus on core business functions.

Version Control and File History

Ensure robust version control and a clear file history, eliminating confusion and enhancing accountability.

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Effortless Collaboration

Collaborate seamlessly with coworkers, contractors, and clients, fostering a culture of teamwork.

Quick and Secure Sharing

Facilitate quick and secure sharing of documents, ensuring efficient information flow within your organization.

Integration & Compatibility

Seamlessly integrate Microsoft’s solutions, effortlessly aligning with various systems for enhanced compatibility.

Document Imaging/Scanning

Seamlessly integrate Microsoft’s solutions, effortlessly aligning with various systems for enhanced compatibility.

Scalability

Grow your document management solution effortlessly with your organization’s expansion.

Cloud-Based Advantage

Access your files anytime, anywhere with an internet connection, ensuring the physical security of your data in the cloud.

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Offline Editing Ease

Take your files with you, ensuring uninterrupted productivity during travels.

Human Resource Efficiency

Save on human resources with streamlined processes, reducing the need for extensive IT staff compared to legacy, on-site servers.

Effortless Migration

Transition from legacy servers or other solutions seamlessly with HingePoint’s expertise.

How HingePoint Helps Our Clients Leverage Microsoft Solutions for Their Document Management Needs

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.

Example Of A Project Using Sharepoint: Documents In Left Navigation With Tasks Dashboard

Documents in left navigation with Tasks dashboard

Organize your files into logical categories to help you stay organized.

Documents In The Sharepoint Dashboard Divided Into Library Categories For Easy Filtering And Access A Sharepoint Integration Features For Office 365

Documents Divided into Categories

We take care of creating libraries with predefined metadata to ensure you find the content you’re looking for every time you search and filter.

A Screenshot Of Someone Using Metadata From Sharepoint'S Centralized Platform To Filter Stored Documents.

Find documents easily using metadata in the search and filter

We specialize in integrating Microsoft Teams, enabling efficient management and easy retrieval of documents pertaining to discussions in a centralized platform.

A Screenshot Showing How Employees Can Use Microsoft Teams And Sharepoint To Collaborate On Documents.

Using Microsoft Teams to Collaborate on Documents

Managing documents that relate to project tasks? We can help you add Microsoft Planner to the equation to track the progress tasks. You can easily associate documents from SharePoint with your tasks and tie-in into conversations with Microsoft Teams.

A Screenshot Of A Company Dashboard That Uses Custom Forms To Handle Team Requests And Custom Report Tabs To Monitor Task Progress.

Tracking Team Tasks Using Microsoft Planner

Use custom forms to handle team requests and create tabs with custom reports to monitor the overall progress.

A Screenshot Of The Task Tracking Dashboard In Microsoft Planner

Tracking Task Status Using Microsoft Planner

By integrating Microsoft Teams, you can filter and track task statuses in a centralized platform.

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Proven SharePoint Deployment Process

Step 1

Analyze & Scope

We scope the solution to your specific requirements, budget and timeline. Tailored to you.

Step 2

Design & Develop

We’ll work with your key stakeholders to create and/or integrate solutions that achieve your business goals.

Step 3

Test & Deploy

We fully test, secure, and deploy your solution. Training users to maximize adoption and enjoy the benefits.

Step 4

Train & Support

We’ll create a custom user guide tailored to your role and solution. We’ll work with your team through every step of the process.

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!

Frequently Asked Questions

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.

Get Started With HingePoint’s Document Management Solutions Today

Microsoft Office 365 provides various software solutions such as SharePoint, Microsoft Dynamics and OneDrive for document management that have unique perks based on their application and your needs. However, each offers you;

  • Easy access to the information you want
  • Ideal for mobile devices: You create, edit, collaborate anytime anywhere
  • Overall security: More secure than an internal server
  • File and folder level security: Give access to only the people who really need it
  • Compliant
  • Version control so that there aren’t multiple copies of an item floating around

SharePoint is a great way to store documents online, but maintaining it takes a lot of time and effort. Especially if you’re working at a larger company where there are lots of different departments using it.

See How Our Data Management Solution Experts Have Previously Helped Companies Integrate Data

Microsoft OneDrive is an Online file-sharing service. A file server stores and provides access to shared documents for multiple people within an organization. With OneDrive’s Version History feature, you can easily collaborate with others by keeping track of changes made to files at any time. It makes collaboration easier for everyone involved.

Learn About Recently Added Features to OneDrive