SharePoint Content Management (CMS)
A shared drive is all well and good, but requires the skill and inclination to create and structure logical folders, which no one born after 1985 seems to be able to do. Shared folders breed duplication and versioning issues with limited permissions management often requiring multiple copies of the same document in different team folders. And forget about remote access. Even progressive organisations with mobile working capabilities often fall over at the document access hurdle, with desperate sales people struggling with VPN connections or asking colleagues to email them files, using personal technologies and giving IT managers headaches.
Struggle no more with this Shadow IT nightmare.
With SharePoint Online you can enjoy a centralised content management system where users can create, securely store, share and collaborate on their own information, with refined content sharing and document version management preventing the old “Wait. Which version were you using?” conversation.
End users can add documents, videos, images, site activities and Yammer feeds to SharePoint Online pages using a toolbox. Engage your team members with a client slide show, videos embedded from the Office 365 video portal or add a Team OneNote for storing meeting minutes, sharing ideas and collecting data. Correctly implemented and maintained, SharePoint helps you discover information with powerful search focused by filters and enhanced with tags.
The new SharePoint Online document library experience has delivered a number of end-user improvements, resembling OneDrive with an intuitive interface that makes it easier to navigate, the ability to Drag & Drop folders to upload and the option to Pin an important file to the top without calling it “AAA Team Contacts”. For documents that require an extra level of security, you can create a new SharePoint Library within a Team Site with information rights management, preventing users from editing or sharing, with alerts to let you know of activity on these files.
When it comes to larger divisions of data, Site Collections cluster similar SharePoint sites together around a common theme such as “Development proposals” or “Events Planning”. Site Collections have a parent site, related to smaller sub-sites so that any groups or features made in the parent can trickle down within the collection for easy maintenance.