In 10 years, everyone will use document management. Then, everybody easily can find the document they are looking for in a simple way. It will be logical for all audiences who will create or consume / read documents.
Thinking document management and introducing a document management system is not difficult, but it can be done easily. Clearly, it depends on the size of your organization, what type of business you have and what legacy you might have from existing file servers.
Below is a list of content that gives you different insights about document management as a topic, but also what to think about and how to do if you want to introduce a document management system.
A multidimensional structure makes it possible to store, search and filter documents, not just in one dimension but in several dimensions, dimensions that are important for your organization.
SharePoint in Office 365 has features for document management but needs to be configured and is not an out-of-the-box solution for document management. When using Office 365, Office Groups, Teams, SharePoint or MetaShare, you need to set up some basic rules for sites and metadata.
SharePoint in Office 365 is a powerful tool, but it is not pre-configured for document management. The outcome when using basic SharePoint is likely that it may be even be more disorganized than it was from the beginning. MetaShare uses SharePoint as engine by using all of SharePoint’s powerful qualities while adding several extra features to enhance and simplify SharePoint’s ponderous interface.
Even though SharePoint is a very flexible and powerful system, it is also infamously known for requiring vast knowledge about its inner mechanisms to work as expected. To make your document management system I SharePoint work as good as possible, you must avoid the worst pitfalls. All present SharePoint problems you struggle with, are maybe already solved.
Metadata is extremely useful but may be tiresome to enter manually. But there are simpler and automated methods to apply it. There are SharePoint add-on features that applies metadata automatically and prefill metadata for the user.