Why Use SharePoint? Top 3 Reasons Why Enterprises Use This Platform as Their ECM

If there’s one thing we’ve been hearing about during the last decade or so, it’s the crucial importance of digital transformation, especially for big companies. One of the key components of the digital transformation is definitely an ECM (enterprise content management) solution of some kind.

However, going paperless doesn’t mean things get instantly easier. On the contrary, there are new elements such as security and administrative roles - that need to be properly taken care of.

While exploring different solutions, C-level executives and managers weigh the pros and cons carefully. If you are one of them, you probably imposed the following question at some point - why use SharePoint for ECM? Some enterprises rely on custom ECM software which is also a legitimate choice, while others enjoy the Microsoft environment and prefer to customize SharePoint to their needs.

There are also numerous out-of-the-box ECM solutions. The bottom line is that you need something that will help you automate processes, improve efficiency and productivity, and store all vital and sensitive information securely. That’s exactly where SharePoint can help.

Keep reading to find out more about the reasons why you should consider using SharePoint for ECM.

1. Centralize the Data and Keep Everyone in the Loop

Without an established system and a software that enables seamless collaboration, the employees would have to chase both information and people whose participation in the process is required.

If you’re wondering how SharePoint solves this issue and keeps everyone in the loop, we have two words for you: centralized storage. SharePoint has repositories that allow users to easily store, find, and share documents across different teams or departments. In addition, it’s incredibly easy to:

• Collaborate on documents in real-time
• Access previous versions of the document
• Lock the final version of the document
• Search and find stored documents in seconds
• Control permissions

With the right type of SharePoint workflow, you can rest assured that your internal communications will improve, along with cross-team collaboration, productivity rates, and more. SharePoint will help your team members save time and energy so that they can dedicate their efforts to business development or some other area.

2. Successfully Manage Your Company Brand and External Communications

It’s no secret that strategic brand management can directly influence the companies’ bottom line. The more you invest in creating amazing experiences for your customers and the more you control which type of associations are attached to your company brand - the more valuable it becomes.

In addition to brand recall and equity which cannot be easily quantified, there are also tangible components of the brand management process - brand assets.

SharePoint allows you to store media files such as images, videos, and audio files. This makes it simple to store the latest versions of media kits prepared by your PR department. No need to wonder if that’s the latest memo mockup or if there’s a newer promotional video that’s a part of the employer branding strategy.

The available SharePoint features allow you to:

• Immediately find and access media files thanks to metadata
• Name files according to your company’s standards to improve content discoverability
• Spend less time browsing files thanks to thumbnails or quick previews
• Use SharePoint templates and page layouts to achieve brand consistency

SharePoint integrations and multimedia files support come in handy outside of brand management too. Imagine sharing meeting notes in an instant, without worrying about formats and whether or not the recipient will be able to open the file. That’s pretty neat, right?

3. No Need to Worry About Security

Whether it’s patient sensitive data, customer private information, internal confidential data, or something else - big organizations are extremely cautious about security and data protection. As hacking techniques evolve, the risks of cybersecurity attacks become very real. Enterprises have to take responsible precautions to prevent data breaches and have a disaster recovery plan in place.

In the context of ECM solutions and security, SharePoint can offer so much:

• Multilayered security such as two-phase authentication, encryption, data loss prevention, etc.
• Permissions and different levels of access can be easily set to preserve the confidentiality of specific documents
• Access actions are auditable and can be analyzed
• Assign retention and deletion of policies to ensure the organization follows required procedures while it is bound by a specific policy

In a nutshell, SharePoint can be configured to match your business needs and achieve your desired level of security. Microsoft is well known for the unrivaled security so you don’t need to worry about data interception, hacker attacks, or malware distribution attempts. If SharePoint is properly configured and maintained, you’ll be all set.

Bonus Reason: SharePoint for ECM Can Be Cost-Effective

Whenever enterprise-level businesses weigh their options for ECM, there’s a huge factor that dictates the final decision: return on investment.

Naturally, you want your ECM solution to be as cost-effective as possible. Getting the value for your money often requires careful planning and a thorough TCO analysis. In the long run, the rich features available in SharePoint and the versatility of the platform can help you solve various issues with a single tool.

Not to mention time savings, increased productivity, better internal and external collaboration, and a more pleasant work environment - which can all indirectly positively impact your bottom line.

In case you’re not quite sure what would be the best option for your specific business case, you can always hire experts for SharePoint consulting and find the optimal solution.

To be fair, sometimes even out-of-the-box SharePoint can work - but that’s highly unlikely for large organizations. The bigger the ecosystem, the harder it is to successfully adopt “one-size-fits-all” ECM solutions and truly make everything work.

Why Use SharePoint for ECM: Final Words

This is just an overview of the possibilities SharePoint offers when it comes to enterprise content management. One of the big benefits that’s often underestimated is its mild learning curve and various available integrations. Bearing that in mind, it’s safe to presume there will be no need for heavy change management.

Microsoft products are continuously improving and they follow the way user behavior evolves. That’s the key: solutions are adjusted to the real user needs, not the other way around.

SharePoint can be a truly robust solution for ECM which is why you shouldn’t take the process of deployment and configuration lightly. In fact, to truly benefit from SharePoint as your ECM solution, you need to do a fair amount of planning. This is the only way you’ll come up with the right architecture that corresponds to your business needs and requirements.

At ShareIT, we have gathered some of the most brilliant, certified SharePoint experts to bring the best quality to our clients. We’ve been around since the earliest days of SharePoint, so feel free to take advantage of our vast experience: contact us today to schedule an exploratory call.