SharePoint as a Document Management System

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.

User Interface

SharePoint provides an excellent user interface to add/update/delete/tag/search documents.

Versioning

SharePoint provides document version.

Records Center

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.

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Explorer View

SharePoint supports WebDAV to enable Explorer View.  This helps people to operate in a much-known explorer fashion.

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Shredded Storage

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.

Queries

Following are the parameters we need to capture for the document migration.

  1. Number of documents in store
  2. Type of documents (word, excel, powerpoint, pdf , etc)
  3. Average size of documents
  4. Metadata requirement
  5. Content Type / Site Column requirement
  6. Version requirement
  7. Expected growth in an year
  8. Search requirement (full-text search, metadata-based)
  9. Records requirement (making document as a historical evidence)
  10. Site Template (blank, team site)
  11. Workflows requirement (approval, signature etc.)
  12. Document Governance (folders, metadata, mandatory fields)
  13. Type of user-authentication
  14. Permission roles, groups
  15. Preserving of system-values (created by, created date)
  16. Life cycle of a document (auto-archive, auto-delete, recycle-bin usage etc.)
  17. Policies around documents

References

http://technet.microsoft.com/en-us/library/cc261933(v=office.15).aspx

Summary

In this post I have highlighted features of SharePoint as a Document Management System.

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