SharePoint Corporate Intranets and Document Management
Successful intranets and document management systems connect the modern workplace and increase employee engagement, to deliver effective communication and collaboration
What is SharePoint?
SharePoint is a very secure, intuitive and highly customizable web-based application used for document sharing, content collaboration, advanced search, and a great deal more. It provides a central online repository in which business information can be organized in a very accessible manner.
Permissions can be controlled so as to restrict access to parts of a SharePoint site to only certain users or groups of users; and may be further applied to limit access to a particular list or document library, or certain subfolders, or even to individual documents.
SharePoint also has a very powerful search engine which can be customized to ensure safeguarding of confidential information.
Other useful features which are unique to SharePoint include built-in document versioning as well as tagging/metadata capabilities and customizable document sets. A SharePoint “document set” is a special content type that allows users to group related documents together for better organization, management, and collaborative work.
Who can benefit from autodocs' SharePoint assistance?
Any small, medium or large corporate entity that requires a corporate Intranet for the purposes of secure, centralized internal knowledge sharing and collaboration.
Many businesses today subscribe to a Microsoft 365 business package that includes SharePoint in its paid-for suite of applications, but they either aren’t using SharePoint at all or they are only scratching the surface of its limitless features not really sure how to go about integrating SharePoint into their organization as a useful tool for streamlining and managing of information and business processes.
Anyone who has worked with SharePoint set-ups, however, will appreciate that SharePoint is not a ready-to-use product; it is a customizable platform which contains countless advanced features and hidden adjustment requirements that even most SharePoint developers or site administrators have required a fair bit of a learning curve to master.
The reality is that if a site structure isn’t correctly planned out initially, once multiple users begin diving in and collaborating and causing SharePoint sites to grow and expand, crucial information can often get lost, misplaced or duplicated (or even worse, deleted or overridden!), so there is benefit to be gained from investing in professional assistance to formalize the basic site structure, permissions, layout and branding prior to encouraging collaboration.
Autodocs specializes in the creation of customized SharePoint intranet sites as well as secure document management systems.
Autodocs is an accomplished SharePoint specialist with several years of development experience using SharePoint in Microsoft 365 (formerly called “SharePoint Online”), Classic vs Modern SharePoint structures, as well as older versions going back to Windows SharePoint Services (WSS) 3.0.
Organizations are often unsure whether to structure their document management systems in SharePoint, OneDrive or MS-Teams. Autodocs offers guidance in this regard as well as providing specialist assistance with the following:
1) SharePoint intranet development
- Setting up of new SharePoint intranet sites, personalized to organizational culture and corporate branding;
- Migration of outdated corporate intranets to a fresh, sleek and modern-looking new SharePoint intranet;
- Site maintenance and continual updates of existing SharePoint sites.
2) Data detox and document management
- Setting up well-structured, organized document management systems with an intuitive user interface, secure access permissions, version control, and implementing metadata/tagging as a best practice solution rather than the outdated concept of folder-based structures;
- Data detox: Logical sorting, assessment, reorganizing and re-categorization of existing cloud-based filing systems and content, including clearing of clutter (duplicate files, old files etc) and removal of personal data from public folders in line with the Protection of Personal Information Act (POPIA), renaming of long file names, and restructuring folders to a metadata based system, all executed in accordance with client requirements as well as ICT standard practice.
