I had a requirement of migrating Lotus Notes to SharePoint. The main aspect of requirement was “Document Management”.
Following are the selling points of SharePoint against Lotus Notes.
SharePoint provides an excellent user interface to add/update/delete/tag/search documents.
SharePoint provides document version.
The records centers template provides quick solution to making historical records of documents.
Drag & Drop
Bulk document upload is supported in SharePoint 2013 using the drag & drop feature.
SharePoint supports WebDAV to enable Explorer View. This helps people to operate in a much-known explorer fashion.
If your client document management involves heavy traffic, reduction in bandwidth usage & faster-updating can be achieved through Shredded Storage.
Remote BLOB Storage
SharePoint supports storing document content in database or external file systems. This will relax the site collection size limits.
Content Indexing & Filters
By default SharePoint supports content-indexing of popular Office documents – Word, Excel, PowerPoint etc. For custom filtering we can purchase & install 3rd party filters for PDF etc.
Following are the parameters we need to capture for the document migration.
- Number of documents in store
- Type of documents (word, excel, powerpoint, pdf , etc)
- Average size of documents
- Metadata requirement
- Content Type / Site Column requirement
- Version requirement
- Expected growth in an year
- Search requirement (full-text search, metadata-based)
- Records requirement (making document as a historical evidence)
- Site Template (blank, team site)
- Workflows requirement (approval, signature etc.)
- Document Governance (folders, metadata, mandatory fields)
- Type of user-authentication
- Permission roles, groups
- Preserving of system-values (created by, created date)
- Life cycle of a document (auto-archive, auto-delete, recycle-bin usage etc.)
- Policies around documents
In this post I have highlighted features of SharePoint as a Document Management System.