SharePoint is one of the most popular platforms recommended by top data management consulting companies. Some of the world’s most prestigious organizations use SharePoint for data management. The web-based architecture of this Microsoft product allows them to store and access a vast amount of information efficiently and improves the collaborative efforts of their workforce. Primarily used as a framework for handling data, it can also be used for building new applications. It is an ideal solution for enterprises which are generating large volumes of data at a great speed. They can improve their productivity immensely by implementing the solution. Following is a list of the benefits that businesses can enjoy on using this versatile platform:
1. Simplifies Day To Day Activities
One of the biggest advantages of using this powerful solution is that it eases daily business activities. It’s powerful out of the box workflow allows organizations to easily initiate, track, and report tasks. People across various departments can review documents and approve them quickly. They can also monitor the files and collect user signatures. The best thing about using the product is there is no need for coding to perform all tasks. Anyone who has received proper training to use the solution can handle it easily. This has a positive impact on the daily and the overall productivity of the organization.
2. Allows Users To Manage Content Effortlessly
As mentioned earlier, the primary objective of using this tool is to manage documents and files efficiently. Whether an enterprise uses the cloud-based SharePoint Online or installs the on-premises SharePoint Server, they can easily store, search, and share their files. Business users, as well as content creators, can generate new material and send it approval. They can then schedule it for uploading on local intranet applications or websites on the internet. Managing the content also becomes effortless with the platform. For instance, you want to locate a file but have forgotten its file name. You can find it easily as the solution is full-text searchable. This means that you only need to use a keyword, tag, or a line from the content to search it successfully.
3. Provides Easy Access To Business Data
The chief goal of information management is to facilitate the availability of consistent data across the organization. This Microsoft-owned service plays a vital role in meeting this objective. First of all, it eliminates duplication of data and ensures only a single, true version of each element exists in the digital ecosystem. Let’s say, you want to prepare a document which needs input from multiple users. Normally you will send the file to each concerned person who will then resend the document with his/ her input. This results in the creation of multiple versions of the same document. Unless you physically delete all unnecessary copies, the presence of numerous versions can create confusion. When you switch to this application, it eliminates the need for emailing files. Users can simply share documents with each other on the platform and make relevant changes. This helps the organization is making accurate information available to all stakeholders easily. This is one of the biggest advantages of using SharePoint for data management.
4.Enables Secure Sharing Of Information
It is not only information management but the data governance strategy also gets enriched with the implementation of the platform. The data governance approach of any organization how the stakeholders must use and process the various assets. The main objective of the entire plan is to ensure the elements do not get corrupted or exposed to unauthorized entities. SharePoint is an immensely secure solution. Enterprises can define access permissions to users for sites, documents, lists, folders, and other applications. Settings can be configured to allow users to only view the file or see all the modifications made to one. Business organizations have the option to enable extra security features at the document as well as the item level.
5.Improves The Quality Of Decision-making
Improving the quality of decision-making is a data management goal which the software solution helps to achieve. The platform can be used to build interactive business intelligence portals that can be deployed in a live environment. Stakeholders can access information on such platforms in real time and efficiently collaborate on tasks. They can monitor the key performance indicators to make assessments. The assurance of error-free information elements will increase their confidence in using the assets for different kinds of evaluations. The final decisions taken on the basis of accurate assessments will always be precise and more productive.
6.Helps In Fulfilling Compliance Requirements
Modern-day organizations treat data as an asset which holds the key to improving their performance and speeding their growth. However, this has also made information assets an attractive target for unethical elements. They are on the lookout for opportunities to steal sensitive information from enterprises. This not only affects companies financially but also has serious legal consequences. The increasing cases of data thefts forced jurisdictions around the world to enforce strict privacy laws. These regulations dictate that the organization accessing the personal data of individuals is responsible for its protection. SharePoint helps in fulfilling these compliance requirements by allowing corporations to define storage policies and security settings. They can also specify how the assets must be audited and how redundant elements will be removed from the digital environment. This will reduce the legal risks for any business.
Enterprises using SharePoint for data management are assured of the presence of consistent data assets in a sanitized and secure environment. The platform helps them meet their information management as well as governance objectives successfully.