SharePoint Enterprise Document Management Software
Managing documents at scale can quickly become overwhelming without the right systems. Al Rafay Consulting offers SharePoint Enterprise Document Management Software that helps you bring organization, security, and efficiency to your document workflows. Built on Microsoft’s trusted platform, our solution centralizes document storage, streamlines access, and enforces governance.
Importance of Document Management Software (DMS)
Managing documents manually or across different systems leads to inefficiencies, data loss, and compliance risks. Organizations need a centralized, secure, and scalable solution to manage critical business documents. SharePoint Enterprise DMS offers exactly that. It helps you streamline file storage, version control, and access permissions. Whether you’re dealing with contracts, reports, policies, or operational records, our software ensures your teams can find what they need, collaborate in real-time, and keep sensitive information protected.
Features of SharePoint Enterprise Document Management Software
Our DMS is designed to help organizations centralize, secure, and streamline their entire document lifecycle. Our solutions are built to enhance collaboration, reduce manual workload, and ensure compliance. Explore the features that make our DMS a trusted choice for enterprises.
Document Processing Automation
Our SharePoint DMS automates your document processing tasks, such as scanning, indexing, routing, and archiving. With our solution, you can design and implement automated workflows to streamline document sharing and collaboration, saving time and boosting productivity. In addition to this, users can also use management tools to capture their documents from various sources, such as scanners, email, web, mobile, and cloud.
Storing and Retrieving Documents
Our SharePoint DMS allows you to store and retrieve your documents in a centralized and organized repository, accessible from any device and location. Our DMS also supports multiple data formats like .docx, .pdf, .pptx, .zip, and some rare extensions, like .odt, .ods, .xlsb .ppsx. Our document management system allows you to retrieve your documents using various methods, such as keywords, metadata, filters, and views.
Document Control, Security, Compliance
Users can control your documents with advanced security, compliance, and audit features, ensuring the integrity, confidentiality, and availability of your information. Get full control over your enterprise documents by co-authoring, custom versioning, document approval, content governance, check-ins/checkouts, encryption, access controls, information-managed policies, and audit trails.
Automated Workflows
Streamline document collaboration with pre-built workflows in SharePoint. Our solution enables automation for key processes such as document review, approval, and distribution, ensuring consistency and accountability.
Automated Alerts & Notifications
Our SharePoint-powered system sends real-time alerts and notifications to authorized users whenever changes occur. Whether it’s a document update, feedback submission, or approval completion, this ensures transparency, timely collaboration, and decision-making across your organization.
Versioning
With our document management solution, versioning is built in. Easily track changes, maintain a full history of document edits, and restore previous versions when needed. Our system ensures you always work with the most up-to-date, accurate information.
Document Templates
Al Rafay Consulting’s document management system enables you to create and use document templates to ensure consistency, quality, and efficiency of your document creation. You can also use our SharePoint DMS to customize and personalize your document templates, such as adding your logo, branding, colors, fonts, and more.
Document Validation/Verification
Our SharePoint DMS enables you to validate and verify your documents with intelligent and accurate data extraction, recognition, and validation tools. With our cloud-based document management platform, you can create document validation rules and automatically verify scanned documents for spelling errors, typos, symbols, and missing or incorrect signatures for easier fixing of these errors.
Optical Character Recognition (OCR)
Our solution allows you to convert your paper documents into digital formats with optical character recognition technology, enabling you to edit, search, and reuse your content. You can use our SharePoint DMS to scan and capture your paper documents, such as receipts, invoices, forms, and more. Get the critical data automatically extracted from PDFs and other documents.
Managed Metadata
Develop a common classification of terms to be used across your SharePoint environment. By using managed metadata in SharePoint Server, we enable you to find what you’re looking for and organize documents effectively. You can use our SharePoint DMS to create and manage various metadata fields, such as title, author, date, category, and more. Our SharePoint DMS also allows you to assign and apply various metadata values, such as keywords, tags, labels, and more.
Benefits of Using Our SharePoint DMS
Our enterprise document management software offers a number of benefits that can help you improve your document management across your entire business. Here are some of the main benefits of using our SharePoint DMS:
- Secure Document Sharing
- Improves Data Management
- Consistent User Experience
- Real-Time Collaboration
- Easy Tracking with Document Metadata
Versioning
Tracking different versions to avoid duplication, errant, or unwanted updates in documents.
Document Sharing Limitations
Rule-based robotic detection of confidential documents and prevention of accidental sharing of such documentation.
User Permissions
Permission-based access allows you to select who can edit, create, share, or remove the documents in your enterprise.
Collect Feedback Workflow
Compiles all participant feedback and creates a record for the review procedure.
Schedule Your Free DMS Consultation
Ready to streamline your business documentation with DMS? Book a free consultation with Al Rafay Consulting today and discover how our SharePoint Enterprise Document Management Software can help your organization.
Our FAQs
Have questions about SharePoint Enterprise Document Management Software? We’ve answered some of the most common questions our clients ask. If you need more details, our team is always here to help.
How does a document management solution differ from content management software?
Document management solutions focus specifically on managing and organizing documents and files, while content management software encompasses a broader spectrum, including web content, digital assets, and multimedia. However, both types of software may overlap in some functionalities, depending on the specific vendor offering.
Why do businesses need an enterprise document management system?
Businesses need an enterprise document management system to streamline their document-related processes, enhance collaboration, ensure compliance with regulations, improve document security, and increase overall efficiency in managing their documents and content.
What are the advantages of a cloud-based enterprise document management system?
A cloud-based enterprise document management system offers benefits such as accessibility from anywhere, easier scalability, reduced infrastructure costs, automatic updates, enhanced security measures, and improved collaboration among geographically dispersed teams.
What are the key features of this document control software?
Our document control software typically includes version control, access controls, audit trails, document workflow management, compliance tracking, electronic signatures, and integration with office productivity tools such as Microsoft Office.
Contact Us
Looking to transform your business with smart digital solutions? Contact our experts today and learn how we can boost your productivity, streamline operations, and keep you ahead in a competitive landscape.
Transform Your Business Today
Partner with the our team today to optimize your operations, enhance efficiency, and explore the power of Microsoft solutions and AI for scalable business growth.
