Why SharePoint Content Management?
Well, solutions are making it easy for companies to generate lot of content and various types of content too. It’s all about Knowledge Management and it’s vital for industries such as Banking and Credit Union. Users need details and they follow different of ways for capturing information such as emails, documents, worksheets, presentations, videos, flowcharts, webpages etc.
It’s 2017 and like any other industry, IT is already saturated with abbreviations and acronyms that gives us some understanding as to what it means. Heard about CMS? Yeah you guessed it right, it’s Content Management System. What does it do? It helps users to publish their content and edit/alter them if needed. These applications help in managing workflows for a collaborative organization.
Now what happens if your content isn’t managed properly? Something like your desktop (Mine used to look shabby 2 years back) which can be difficult to track or find on the information you are looking for. SharePoint Content Management systems comes to the rescue for any organization to effectively manage information through a content life cycle, right from content creation to content archiving. SharePoint Content Management helps in integrating with our MS Office Apps or Office 365 with collaboration and central management features of SharePoint technology.
It mainly focuses on three areas: Document Management, Records Management, Web Content Management and Digital Media.
SharePoint Content Management helps in boosting your company’s productivity and follows the below features to effectively manage your pile of documents:
- Control the access to your information – You can define permissions to the desired users at any level – right from a document to the whole site itself.
- Work seamlessly with Document Properties – The Document Info Panel helps you for browsing and changing metadata (document properties) straight in the document.
- Manage Diverse Content centrally – You can store the content in the main repository which helps your users for finding, using and sharing the information as soon as possible,
- Collaborative document processing – With SharePoint, you can build document workflows that helps you to collaborate and track – document-oriented processes directly from your desktop programs.
- Document IDs will help you to differentiate each asset in the content collection.
- Managing Metadata as whole – You can create groups or term sets for making it simpler to find and organize content effectively.
It is very important to define terms and other specifications when working on a content management system. Functions like eDiscovery in SharePoint helps the users to search for information that have specific tags and saves time. Well, there’s more to talk about Records Management:
- Improving regulatory and legal compliance – Implementing policies for data protection, retention and auditing business records for guaranteeing that records are properly maintained. The audit trails give proof for the internal and external auditors regarding the records being retained properly.
- Your business records are secure – SharePoint ensures a full-secure repository which guarantees the records are stored safely.
- Legal Discovery made easier – It ensures that you can get information which is required for litigation discovery in the best way by saving time and cost. You can place special hold on desired records for preventing data loss.
- SharePoint’s Integrated Records Management – It helps companies for storing and protecting business records in the final state. Companies can apply information management policies to their business records which helps to reduce legal risks ensuring that the information matches with the corporate business regulations/policies.
Web Content Management
It’s not all about defining policies and regulations for content management systems; it must be user-friendly or useable. The features for Web Content Management are:
- Maintaining consistency throughout your portals – The good practice is by creating final master pages and layouts which contacts company branding and easy site navigation where the content authors can reuse them in no time without affecting the site consistency.
- Quickly create/publish site contents – You can achieve this by using common tools for creating and publishing site content in a periodic manner.
- Low cost in terms of deployment and management – You just need to implement a single infrastructure for enabling content publishing on extranets, intranet and of course, Internet sites.
I’m sure that you have come across the videos and audio features in SharePoint sites. It is true that SharePoint has integrated features for playing/viewing digital content like Video and Audio files. What other benefits can you achieve?
- Usage of optimized media libraries – SharePoint’s Media Asset Libraries are optimized for digital content. The management features of the document library are also available (metadata, unique IDs and content types). Also, with SharePoint, you get to view thumbnail versions of the images and video files and upon clicking, a pop-up appears playing the video straight from the Document Folder.
- Playing Digital Files Directly – As mentioned earlier, SharePoint has built-in features for playing video and audio files. This helps us to play these files from any portals, publishing sites or teams. A perfect feature when creating Training Portals for Organizations!
Well, there’s more to speak about SharePoint Content Management, but I guess the above features are good enough to start with. It all started with the SharePoint 2010 version and still growing with advanced features and updates today.
The features that we talked about in this blog helps you to build a perfect SharePoint Content Management solution. Microsoft SharePoint is helping the users to automate features (For example, workflows when information is moved and routed) and to define search requirements and file types saving lot of time of the end users – which is a plus for the growth of an organization.