Australian business owners need to handle data efficiently and securely. In today’s age, it’s the best way to ensure your business is organised and efficient. It also prevents you from potentially violating data regulations, too. And one of the best ways you can improve your business’s efficiency is to implement SharePoint document libraries.
SharePoint is an industry favourite for storing and managing data. Keep reading to learn why and how SharePoint can benefit your business!
Understanding SharePoint Document Libraries
A SharePoint library is a central platform for storing, managing, and collaborating on files. It’s one of Microsoft SharePoint’s core features. SharePoint library boasts features including version tracking and metadata tagging.
So you can use SharePoint Library to upload, share, and edit files with others. SharePoint Library also maintains records of the edits you make, which maintains your data security.
You can also integrate SharePoint Library with Microsoft’s suite of productivity tools. Doing so improves cross-tool utilisation and streamlines processes in your organisation.
Using SharePoint Library prevents unnecessarily spending time and resources on recreating documents and organising databases. So you’ll drastically improve data storage and management.
Overall, SharePoint Library will massively improve your organisation’s productivity.
Types of Sharepoint Libraries
SharePoint Library provides specialised features for different content management and collaboration needs.
1. Document Library:
SharePoint’s document library lets you store a massive amount of different files, including documents, spreadsheets, and images. Your team members can easily collaborate on these different files online.
SharePoint library also has a version control feature. So your team can track changes to documents over time and revert changes if needed.
You can also improve how you categorise and search for documents with metadata tagging.
Overall, these features improve how your team manages and collaborates on work.
2. Picture Library
The Picture Library tool lets you organise images better. It has features like thumbnail previews, which lets team members quickly identify and select images. You can also add metadata to images, which improves searchability for your images.
SharePoint’s Picture Library feature is excellent for teams that regularly handle graphics. So it’d be perfect for your graphic design and marketing teams.
3. Form Library
You can use the Form Library to collect data, such as from custom forms. Form Library’s main focus is on structured data collection from InfoPath forms. You can use this feature to create and distribute custom forms to collect data.
The Form Library is also useful for processing and analysing the data you collect. The Form Library is especially beneficial for surveys and standardised data entry.
4. Wiki Library
Wiki Library lets you share information among team members by sharing wiki-style pages. Team members can create, edit, and share these documents with each other.
The Wiki Library promotes dynamic content creation and improves information sharing in your organisation. The result is that you’re able to systematically organise your business’s collective knowledge and wisdom.
5. Asset Library
The SharePoint Asset Library stores and manages multimedia assets like videos, images, and audio clips. You also get advanced media features like thumbnail previews, metadata, and multimedia playback.
The asset library feature is excellent for teams that handle visual content, like marketing and media production teams.
6. Slide Library
The Slide Library helps you promote your brand by improving how you store and manage your PowerPoint slides. Your team can maintain a Slide Library to ensure your presentations align with your business guidelines.
The Slide Library feature is most useful for your marketing team. They can use it to maintain consistent branding for your business.
7. Data Connection Library
The Data Connection Library stores XML data files. This library simplifies external data source integration into your SharePoint processes. The benefit of using this library includes improving data-driven decision-making in your organisation.
You can also use this library to improve automation in your organisation.
8. Report Library
The report library centralises the storage and management of business reports. Specifically, this service was designed for businesses that use SQL Server Reporting Services.
This feature makes sharing reports among team members easier. The Report Library ensures your reports are easily accessed by relevant stakeholders.
9. Record Library
The Record Library improves how your organisation complies with government regulations. You can use the Record Library to improve your retention policies, track your document histories, and ensure your organisation meets its regulatory requirements.
This way you’ll minimise potential legal liabilities.
10. Site Pages Library
Your site pages library contains all web pages related to your business, including your wiki pages and publishing pages. The purpose of the Site Pages library is to let you create and present content.
You can use the Site Pages Library to build engaging web experiences.
11. Content Type Hub
The Content Type Hub maintains data structures and metadata across your site. This feature centralises the management and distribution of content. So it’ll ensure your data is uniformly organised.
Benefits of Organising SharePoint Document Libraries
These are the 6 major benefits of organising SharePoint libraries.
1. Enhanced Document Management:
SharePoint’s document library provides a structured approach to organise files. You can easily upload, categorise, and tag documents with relevant metadata.
Document management’s categorisation feature improves your document’s discoverability. That way you’re able to locate your files more easily. Improved searchability reduces the time and effort required for employees to find files.
That way, your employees have more time to spend on value-adding activities instead. You’ll also improve your employees’ productivity by reducing errors caused by misplacing files.
2. Improved Collaboration and Workflow:
SharePoint improves collaboration by allowing real-time editing among your team members. The benefits of real-time editing are that you eliminate needing multiple copies of a file. Instead, all team members share a single file that they edit simultaneously.
This way you’ll minimise delays and ensure your projects finish on time. A further benefit of minimising delays is that you’ll build a positive work culture.
SharePoint’s collaboration features also accelerate processes like document approval and task management. So you’ll also benefit from improved transparency and a smooth project lifecycle.
3. Secure Access and Control:
SharePoint has excellent security features. Administrators on the platform decide who gets access to view and edit which files. That way, administrators prevent unwanted access to files on both an individual and library level.
This feature improves your file security and builds a safe collaborative work environment. Your team members are able to work with each other under secure regulatory conditions.
4. Version Control:
SharePoint’s version control features lets you maintain data integrity by tracking document changes. SharePoint creates and stores a new version of each document after it’s modified. This way you get historical tracking of your documents.
The benefits of version control are that you’re able to quickly compare versions and reverse changes if needed. You also prevent accidental data loss and improve collaboration among teams.
For example, your team can collaborate on a file and use version control to prevent overwriting each other’s work.
5. Integration with Microsoft Ecosystem:
You can seamlessly integrate SharePoint with Microsoft’s productivity apps. For example, you can share documents stored in your SharePoint libraries in applications like Word, Excel, and PowerPoint.
Integrating SharePoint with your Microsoft applications removes the need to transfer data. You also ensure only the latest versions of your documents are used. As a result, your workflows are streamlined.
6. Metadata and Search Features:
Adding metadata to files lets you better organise your documents and improve their searchability. You can search for files using content keywords and other metadata attributes to efficiently find files.
Implementing SharePoint Document Libraries
SharePoint libraries have excellent features, but you need the right implementation strategy to get the most out of it. You have to consider which features matter the most for your organisation. You also have to decide which of your teams need which libraries. And you need to figure out what permissions you want to give each team member.
Naturally, this isn’t an easy task, but thankfully there is a potential solution. You can implement SharePoint in your organisation through an IT service provider. They help your business recognise how to best configure SharePoint for your business.
The benefits of hiring an IT service provider also extend to technical aspects. For instance, they can help with data migration and ensure integration with existing systems. Overall, IT service providers streamline the entire process of introducing SharePoint to your business.
Beginner Tips for Sharepoint Libraries
1. Build a plan
Create a document outline structure that details which teams access which files.
2. Use descriptive names
Name your files and folders separately. Use clear names that describe each file.
3. Use metadata
Add metadata to your files to improve searchability.
4. Enable version history
Understand how to use version history to track changes and compare versions.
5. Use document templates
Create document templates to standardise content.
6. Assign permissions
Assign the appropriate permissions to team members.
7. Leverage views
Customise how you see library contents using views.
8. Automate workflows
Automate tasks like task approval and notification.
9. Introduce retention policies
Configure your retention policies to manage your document’s lifecycle and compliance.
10. Introduce backups
Configure SharePoint to regularly backup your files and libraries.
11. Use alerts
Set up to receive alerts for notifications like changes in your library.
12. Encourage collaboration
Allow real-time editing for documents.
13. Test permissions
Test different permission levels to ensure appropriate permissions are assigned.
SharePoint is one of the best ways to organise your business files. You can use it to organise files and entire document libraries. It’ll also improve workplace efficiency and productivity for you. But implementing SharePoint can be complicated.
The best way to simplify the entire process is to hire an IT service provider to help. You can contact PowerbITs today for a free consultation to learn how to implement SharePoint in your business.