Benefits of Automated Document Management in SharePoint

Benefits of Automated Document Management in SharePoint

Using Microsoft SharePoint  for business has countless benefits, and there’s a reason it’s one of our specialties here at Valto. Our team of Microsoft-trained experts and SharePoint Developers build custom solutions for company intranets and hub sites, and also provide a full suite of training, problem-solving, upgrade and migration services so you’re fully taken care of.

So, getting started with SharePoint is easy (when you work with Valto). But what are the benefits for your business in the long-term, and how can you make Microsoft’s management, collaboration and integration tools work for you?

One of the major use cases of SharePoint is as a platform for document management, streamlining your processes and freeing up your team’s time. Read on for our team’s view on how this function will revolutionise the way you work.

Increased Efficiency

• Reduce Time Spent on Manual Tasks: Automation eliminates repetitive manual processes such as document filing, approvals, and notifications, saving time and reducing human error.
• Faster Document Handling: Automated workflows handle document routing (e.g., for approval or review) much faster than manual processes, ensuring quick access and action on documents.

Better Compliance and Security

• Automated Permissions Management: SharePoint automates the application of access permissions based on document type, project, or department, ensuring that sensitive information is only accessible to authorised users.
• Regulatory Compliance: Automated retention policies ensure that documents are archived or deleted according to legal and regulatory requirements such as GDPR, reducing compliance risks.

Improved Workflow and Task Management

• Automated Approval Processes: Workflows can automatically route documents for approval to the correct individuals, set deadlines, and send reminders, streamlining the review process.
• Pre-Defined Templates: SharePoint allows users to create templates for frequently used documents, ensuring consistency and saving time on document creation.

Seamless Integration with Other Tools

• Microsoft 365 Integration: SharePoint integrates seamlessly with other Microsoft 365 tools like Teams, Outlook, and Power Automate, enabling smooth communication, document sharing, and collaboration across platforms.
• Third-Party Integrations: SharePoint can also integrate with other enterprise tools, such as CRMs, ERPs, and business intelligence platforms, to automate document generation and data-sharing processes.

Enhanced Data Backup and Recovery

• Automated Backups: SharePoint ensures that documents are regularly backed up in the cloud, reducing the risk of data loss in the event of hardware failure or other disruptions.
• Easy Recovery: In case of accidental deletion or errors, automated version control and backup systems make it easy to recover lost or damaged documents.

Automated Document Management – Our Expert Says

Storing your documents in SharePoint Online is the first step in the journey to properly adopting a modern workplace. 

However, once you have your documents in SharePoint then you have unlocked the door to so many possibilities. 

From automating your version control, seeking approval on key documents or even just receiving periodic reminders to make sure your documents are still valid. 

If you are only storing your documents in SharePoint and not using any of the other features mentioned, you are missing out on 90% of the real benefits of the system you are already paying for. To really make the most of your investment, seek to leverage these features to get the most value from your Microsoft 365 subscription. 

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