Overview of SharePoint Document Management System

December 27, 2011 | In: Sharepoint

To effectively manage the flow of information with in an organization, a reliable information management tool should be set in place. Microsoft Office SharePoint Server 2010 (MOSS) is designed to handle complex requirements for document management. SharePoint document management offers fast, secured, and collaborative working environment for everyone with access to the documents.

MOSS helps organizations maximize their output while lowering the bottom line. With shared documents available in any point at any given time, virtual teams can continue to collaborate with their work abolishing hindrances such as location, time difference, and weather conditions. SharePoint document management secures a working environment available for members with access to the documents. A sound collaborative working environment can also help managers in decision making.

SharePoint document management boasts its strict implementation of securing stored information. Though the documents are accessible from the SharePoint server these documents are not made available for all who have access to the site. Administrators can either implement directory wide security by imposing Information Rights Management (IRM), locking the entire set of contents stored within the directory from unauthorized individuals. Other options of securing stored information include, setting permissions to a specified group of individuals or by setting permissions within the folder level of the document.

The use of metadata in every document added to the library helps SharePoint document management to perform better. Through metadata, SharePoint can create index of files tagged with the metadata in queue. SharePoint users separated geographically can still locate files and folders created by other users quickly.

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