SharePoint Document Management System

SharePoint document management system allows enterprises to simplify document creation, storage and document-driven collaboration, which helps accelerate business operations and improve productivity.

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    SharePoint DMS Features

    Document creation and document processing automation

    Capture

    Digitalizing paper documents and converting electronic documents in different formats (e.g., TIFF, JPG, PNG) into a uniform readable and searchable format (e.g., PDF) using OCR software to reduce data entry errors via automated data extracting.

    Validation

    Automatically checks scanned documents for misspellings, missing symbols, words, and signatures. Issues are either automatically corrected or flagged for manual review, ensuring accuracy and reducing the need for user intervention.

    Templates

    Reusable templates streamline the creation of common documents such as letters, contracts, policies, and invoices, enabling fast and easy drafting. These templates save time and ensure consistency, making document creation more efficient for users.

    Collaboration

    Authoring a document by several users simultaneously. DMS tracks the time of access to the document by users and marks modifications made by co-authors in different colors.

    Workflows

    Automatically routes documents for approvals, feedback, or signatures, streamlining the process and ensuring timely collaboration. This automation enhances efficiency by tracking.

    Notifications

    Automated sending of notifications about any document-related changes (e.g., creation of a new document, update of a document, end of an approval workflow) to users.

    Document consistency, security and compliance

    Versioning

    Tracking multiple versions of a document to prevent duplication of the same document, accidental or unwanted changes in documents, and enable restoring.

    Check-in/out

    Locking a document for editing by other users when a user edits it during co-authoring, which helps protect documents from accidental changes or overwriting.

    Backup

    Easily restore documents created within the last 30 days, providing quick access to recent versions. This feature helps recover lost or edited files, ensuring important content.

    Data sharing

    Rule-based automated identification of sensitive data in documentation (e.g., ePHI in health records) and blocking.

    Access control

    permissions ranging from only viewing a document to full control: a user can create, upload, modify, delete.

    Data encryption

    BitLocker offers two-level encryption of data at rest: it encrypts all data on a disk and provides a unique key for each file.

    Two-factor authentication

    Additional protection layer (apart from a password) that consists of entering a code from an email or a text message.

    Audit trail

    Tracking all document-related activities performed by users: creation, accessing, modification, sharing, printing out, deleting, and more.

    Retention and deletion policies

    Scheduling document retention and automatic elimination of unnecessary files after a certain period.

    Examples of SharePoint DMS Capabilities

    SharePoint Document Management Demo
    With our interactive demo, you’ll learn how to use SharePoint DMS to create, store, approve and share your company’s documentation.
    SharePoint DMS Demo

    SharePoint DMS Customization: Success Stories

    Oil & Gas

    Document Management System with AI-Powered Handwriting Recognition

    ScienceSoft has evolved a SharePoint DMS and built an RFI submission vendor portal for a Gulf-based drilling company. The portal is powered with an AI algorithm for extracting data and digitizing handwritten notes

    See project details

    Manufacturing

    SharePoint Document Management System Enabling Fast and Secure Document Lifecycle

    ScienceSoft developed SharePoint DMS, which helped a manufacturing company streamline document approval due to custom workflows and was quickly adopted by the company’s employees due to diverse social

    See project details

    Consumer Goods

    Document Workflow Automation for a 6,000-Employee Consumer Company

    ScienceSoft upgraded the Client’s SharePoint-based document management solution with automated approval features. The new functionality streamlines multi-department document processing and enables

    See project details
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    Neosoft Technologies- Vendors Manager

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    Common SharePoint Document Management Use Cases

    Enterprise document management

    Document capture and validation
    Indexing and metadata.
    Centralized document search
    Customizable document templates.
    Real-time collaboration on documents.
    Integration with e-signature software.
    Versioning and audit trail.
    Learn More

    Contract management

    Customizable contract templates.
    Clause libraries and saved fields.
    Guided contract creation.
    Contract co-authoring.
    E-signature software integration.
    Versioning and audit trail.
    Hierarchical approval workflows.
    Learn More

    By industry specifics

    Healthcare
    Capture and validation
    Structured repository
    Customizable templates
    Full-text and metadata
    Automated workflows
    Request
    Legal services
    Capture and validation
    Structured repository
    Customizable templates
    Full-text and metadata
    Automated workflows
    Request
    More Industries

    SharePoint DMS: Typical Implementation Roadmap

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    Pricing for Everyone.

    Get Document Management System in Lowest Price

    Entreprise

    $10 user/month

    1 TB per user.
    Cloud storage
    Enterprise search
    Content protection
    Advanced performance
    Contact Us
    Basic

    $5 user/month

    1 TB per user
    Communication sites
    content search.
    Secure file
    Document co-authoring
    Contact Us
    Entreprise

    $10 user/month

    1 TB per user.
    Cloud storage
    Enterprise search
    Content protection
    Advanced performance
    Create your account
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