Documents Management

With SharePoint Online, you can organize all your business documents online, manage access and search for information. All plans include basic documents management features such as versioning and document templates. Select enterprise plans offer advanced features like placing legal holds and managing documents as records.

Below is an overview of some of the document management features available in SharePoint online.

To find out more about document management capabilities in Office 365 and how they can apply in your organization please contact us

• Document Storage. Different types of sites can be used to store documents, such as team sites, records management or documents center. Within sites documents are stored in document libraries, or folders within libraries.
• Document Templates. Document types can be associated with document templates. For example, proposal documents can be created from a proposal template.
• Document Versioning. Document libraries can be configured to automatically version documents. Minor and major version numbering is supported. You can view version history, restore a specific version, check in and check out documents.
• Document Permissions. User or user group permissions can be set for a site, document library, folder or document.
• Documents Auditing. Audit policies can be set to see which users view, download, edit or delete documents
• Organize Documents. You can route documents automatically to a library or folder based on embedded metadata. This saves time, and helps make sure that documents are managed consistently.
• Retention Policies. Retention policies can have multiple stages, allowing you to specify one policy for entire document lifecycle. For example, you can specify a document type to be reviewed after one year, and deleted after seven.
• Document Workflows. Workflows can be attached to actions on documents, such as create, edit or delete. Workflows allow you to automate documents processing. Out of the box workflows such as Review and Approval can be attached, and custom workflows can be created.
• Document Sets. Document sets let you store, export, and act on multiple documents as a single entity. Policies, tagging and templates can be applied to documents in a set.
• Managed Metadata. Using managed metadata you can manage term stores at organization levels. Metadata fields can be embedded in documents, and participate in document workflows, routing, or navigation of content
• Records Management. Documents can be declared as records by submitting them to a Records Center site, or mark them as records in their library. When a document is declared as record specific security, retention and disposition properties are applied.
• eDiscovery. Electronic discovery allows organizations to identify, place legal holds, and search emails, documents and archived conversations to support case management, preservation and compliance.