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Summary: When adopting SharePoint for large-scale document management, organizations often overlook the need for a skilled SharePoint administrator. Key issues like file duplication, security, URL size limits, and more require professional attention. Best practices include enabling versioning for data security, indexing columns for efficient data organization, adhering to file naming conventions, maintaining consistent content types in libraries, and maximizing metadata usage. These practices enhance collaboration and streamline document management in the SharePoint system.

When an organization chooses to implement the SharePoint platform for comprehensive document management, they may not realize the essential requirement for an experienced SharePoint administrator to unlock the platform’s complete potential. Numerous critical issues necessitate expert oversight, including:

  • File duplication
  • Security issues
  • Exceeding the URL size limitation
  • Exceeding the threshold limit of 5,000 items list view on the library items
  • Lost documents
  • Unfamiliar user-interface
  • Navigation
  • Sharing of files
  • Avoiding conflicts

You require some SharePoint document management best practices to handle the above-noted issues effectively.

SharePoint Document Management System Methods

Here is a Quick Checklist for SharePoint Migration that an administrator must have before planning a migration to SharePoint:

  • What kind of sites and documents are important in the organization?
  • How to manage the metadata for the documents and sites?
  • How to store the documents and manage subsites in the sites?
  • How to control access in the documents and sites?

The answers to all these questions depend on the culture of your organization. Your methods or tools should be flexible enough to help you control the sites.

You can follow the following practices to utilize the SharePoint document management system for your business fully:

  1. Enable versioning – Enable the versioning for the documents increases the security and availability of data. The versioning helps you access the older document version in case you want the data before it was changed.

    You have the option to generate versions for both significant and minor alterations, with customizable settings to determine the number of minor or major versions to keep. It is advisable to establish a versioning threshold of no more than 10 for both major and minor iterations. This limitation is essential because maintaining an excess of versions for a sizable file will result in increased storage usage.

  2. Index the columns – As the volume of documents grows, it becomes imperative to implement more strategic data organization. Leveraging key list and library functionalities can greatly assist in efficiently managing an extensive document repository.

    You have the option to create an index for a column within a sizable list or library. This column index empowers SharePoint to swiftly locate data within the list or library, significantly accelerating the retrieval process. Leveraging these indexes, you can efficiently search for and locate thousands of files in a fraction of the usual time. It’s advisable to employ filters when searching for files within these indexed columns. However, it’s important to note that creating additional indexes in a column will consume extra space in the database, so it’s prudent to consider adding them only to lists and libraries that experience frequent usage.

  3. Follow file naming conventions – Document libraries should have logical names that clearly indicate the types of documents they contain. Avoid using special characters in the library’s name, opt for concise and intuitive URLs, and refrain from including spaces in their internal names, although you can use spaces in the display name if necessary. Ensuring that document names remain both readable and purposeful is considered a best practice for SharePoint document management.
  4. Maintain same type of content in the document library – Administrators often mix various types of content within a single document library to streamline their efforts. However, it is advisable to keep a document library dedicated to a specific content type, as this promotes superior organization within the libraries.
  5. Maximize the usage of metadata – When you apply tags to your data within the document library, it diminishes the necessity of creating numerous folders. Tagging offers greater flexibility by enhancing data accessibility. Metadata enables swift data retrieval and enhances reporting, alleviating the challenges associated with generating reports across multiple folders.

After reading all the above-mentioned practices of managing the SharePoint document management system, you can optimize the collaboration between the team members and departments.

Final Words

You can follow multiple practices in your SharePoint environment to simplify it and enhance productivity, specifically related to SharePoint Migration. You should follow the best document and site management techniques for sites, document libraries, etc. And when you want to upgrade SharePoint, you may need to maintain the environment you created. That’s why you should use the Kernel Migrator for SharePoint tool for SharePoint Migration to migrate to a different SharePoint version. This SharePoint Migration tool supports all the versions of SharePoint, and you can get additional features like filters, version migration, migration scheduling, and more. The software will ensure that your SharePoint accounts’ current environment moves safely to another account, and you can retrieve the best benefits of the SharePoint document management system through SharePoint Migration.

Kernel Migrator for SharePoint