Discover Microsoft SharePoint's capabilities and features as a document management system.

A SharePoint document management system provides smarter solutions for storing, sharing and collaborating on documents, saving organisations time and money.

With the right Microsoft 365 licences, your organisation can access 1TB of SharePoint Online storage at no additional cost. And we can show you how to make the best use of it.

We develop SharePoint file management solutions to meet the specific needs of major organisations, whether it be secure collaboration, flexibility of access or use at scale across multi-national organisations.

To discuss a SharePoint file or document management solution, please get in touch:

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What is a document management system?

A document management system is a software solution for storing, managing and tracking files.

SMEs will typically use a file management solution (such as that found in Windows) for storing their documents and files. But as organisations grow, file managers can soon become overly complex. Important documents get lost in nests of folders and are undiscoverable with the basic search functionality available.

There’s often no fixed architecture to a file manager either, meaning any user can move (or delete) files as they please. And sharing information outside of an organisation can become difficult, particularly if data is sensitive. This is where SharePoint Online can be of benefit.

SharePoint Document Management System

Microsoft SharePoint Online operates as a multi-functional software solution for document management and collaboration. It allows businesses to store files in a more intelligent and structured way, with access to documents based on role and requirement.

SharePoint also makes use of advanced search options to find documents. Alongside a powerful search bar, meta-tagging of documents allows users to cut through folders and filter for documents by type or association (e.g. all documents relating to a particular company, or all documents marked as contracts).

Watch the video below for more of the benefits of a SharePoint Document Management System:

Always Available, Everywhere

SharePoint Online is cloud-based, hosted from Microsoft’s advanced infrastructure. Hosting files in a SharePoint Document Management System means an organisation can collaborate on documents live in the cloud, supporting remote working practices and working on the go.

It also means individuals in that organisation can access any required templates, sales collateral, presentations or images as they need them, and share them in and outside of an organisation securely and with ease.

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an effective replacement for file servers, SharePoint Online has specific design elements developed to support business

Microsoft SharePoint As A File Server

Included with Office 365 licences, SharePoint Online entitles organisations to 1TB of cloud storage at no extra charge, making it ideal to replace existing file servers

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Improved Document Control & Security

SharePoint’s features make it excellent as a document control system. It allows for files and documents to be tracked by access and changes. This is important not only for viewing any user changes but also for security: documents containing personal data that get lost are technically a GDPR breach.

As per other Microsoft products, SharePoint is intuitive to use and manage. Tasks such as uploading and sharing documents can be performed simply, while administrators can make changes and updates to your document management system with ease.

Read more about SharePoint as a file manager and document control system in our case study:

Case Study

Document Systems With Akita

Akita is a leading UK SharePoint developer and Microsoft Gold Partner. We provide end-to-end services for the creation of professional and scalable SharePoint document manager and document library solutions.

As part of our process, we’ll undertake all scoping and necessary consultancy, then develop and structure your SharePoint instance based on your requirements. We’ll even take time to design and style your document management system in line with your company’s website or branding.

We can then train staff on how to use it and ensure it’s properly rolled out and adopted across your organisation.