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:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 Microsoft 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:
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.
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.
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.
Documents in left navigation with Tasks dashboard
Organize your files into logical categories to help you stay organized.
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.
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.
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.
Tracking Team Tasks Using Microsoft Planner
Use custom forms to handle team requests and create tabs with custom reports to monitor the overall progress.
Tracking Task Status Using Microsoft Planner
By integrating Microsoft Teams, you can filter and track task statuses in a centralized platform.
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.
SharePoint workflows are pre-programmed mini-applications that streamline and automate a wide variety of business processes. If your team isn’t already implementing Microsoft Power Automations (formerly Microsoft Flow), we highly recommend you explore the benefits it can bring to your workflow.
Contact HingePoint today to learn more about how Microsoft Power Automate can work for you.
Microsoft Power Automate, previously Microsoft Flow, allows you to automate complicated business processes, reduce manual work, and ensure consistency. By integrating with various applications and services, Power Automate increases productivity and reduces operational costs.