Document Organization Strategy in Office 365 & SharePoint Online

Microsoft Office 365 is a collaborative platform that safeguards your business, empowers teams or groups of employees, and simplifies IT management. SharePoint Online is the component of Microsoft Office 365 that equips you to create an organizational strategy and systems for document management.

Microsoft Office 365

Office 365 offers both SharePoint Online and OneDrive for Business services in the Cloud, giving users the full document management package. Periodical updates from Microsoft mean that the two services work seamlessly together and with other tools across Office 365. Unily’s Intranet-as-a-Service makes this process even easier, helping to integrate Office 365’s document capabilities into a full-featured intranet solution, putting the features into context.

SharePoint Online

Document Management in SharePoint Online allows you to control the lifecycle of corporate documents, from creation, review, and distribution. Documents can be stored across various SharePoint Sites, but are security-trimmed to each user’s specific permissions. Metadata and tagging make documents organized across the site and more searchable for others. SharePoint document management also helps protect documents from unauthorized use and ensure consistent business process workflows for how documents are handled.

Document Organization Strategies

The document organization strategies

  1. Scanning and Capturing Documents

On Microsoft Office 365 enables users to capture and upload content from scanners, desktops, and other file sharing sites. Seeing as imaging is web-based, there are no thick applications to install, Office provides users with flexibility regarding where and how they import content. This flexible approach allows users to easily bring in ad hoc or large volumes of content to SharePoint Online.

  1. Index Tagging and Enhancing of Content

Content entered into the system can be automatically categorized and indexed for quick search and easy retrieval. Content tagged properly with metadata means trouble-free assistance during the full life-cycle of the document — from processing through archiving and/or destruction of records.

  1. Centralization of Information

As content is routed, users don’t have to understand the complexities of SharePoint, its structure, or where to place files. Optimizing Office 365 allows content to be sent to any list, library, external repository or system based on type or document properties.

  1. Quick Retrieval of Documents

Data stored in separate business systems lead employees on unwanted scavenger hunts. This results in lost productivity, longer response times and higher operating costs. Quick document searches and efficient retrievals not only result in satisfied users but can help improve customer service, too.

  1. Automated Processes

When important information can be extracted from documents, triggers activate streamlined, automated workflows to further business value. Uncovering bottlenecks and providing real-time information that empowers an organization’s leaders to determine the best course of action for the business.

Office 365 and SharePoint Online provide businesses and organizations with an organizational strategy that provides revolutionary document management. They enable collaboration, digital transformation, and centralization of information, personalization, and creation of delta syncs on documents. What’s more is that these cloud-based document management systems ensure that information is stored securely and works in the benefit of the organization.