SharePoint Document Management Services
Accelerate the Transition to Knowledge Sharing with SharePoint Document Management
SharePoint can do more than simply store documents – it transforms how your organisation manages and shares information. So, no two document management systems are the same.
We work with organisations to create flexible, scalable solutions that meet the unique needs of both the organisation and its employees. Whether you’re starting from scratch or migrating from legacy or off-the-shelf DMS solutions, we provide the expertise and support needed to ensure a smooth transition.
Our people-first approach ensures that the sharing and storing of organisational knowledge is easy and intuitive for every employee, making sure the technology works for the people who use it.
- SharePoint Document Management Systems
- Information & Knowledge Management
- Governance & Policy Management
- Document Lifecycle Automation
- Holistic Approach with Microsoft 365
Our SharePoint-based document management solutions support secure, modern business collaboration. Designed for hybrid working, we use SharePoint Online and other Microsoft 365 tools like Purview and Power Platform to ensure business files across all content types are stored, managed, and accessed efficiently. By prioritising both structure and usability, we help employees find what they need quickly, allowing them to focus on the tasks that matter most.
Enhanced Collaboration
Go beyond basic file sharing and break down organisational knowledge silos.
Smooth Integration
Seamless transition whether you’re implementing a new DMS or migrating from a legacy system.
User-Centric Design
People-first approach that combines technical excellence with user-friendly, intuitive design.
We help organisations do more than store documents and advance from basic SharePoint document management to comprehensive information and knowledge management in M365. Our services take a holistic view of company data, including documents, policies, and expert insights, to improve storage, connectivity, and collaboration.
Maximise Organisational Knowledge
Make company-wide expertise findable and valuable – beyond what’s stored in structured documents and files.
Create a Culture of Continuous Improvement
Support ongoing employee learning and cross-departmental collaboration.
Promote Innovative Thinking
Improve efficiency, avoid duplicated or wasted effort and encourage innovation.
Advanced Data Management
Improve data discovery, classification and protection using Microsoft Purview.
Streamlined Content Governance
Simplify maintenance and enhance usability of all organisational files and knowledge through robust content governance policies.
Secure & Collaborative Sharing
Balance security and collaboration to ensure seamless and secure information sharing across various channels and audiences.
We help organisations design and implement custom workflows to streamline content management across the document lifecycle. Using tools like Power Platform, we automate processes to eliminate manual tasks and ensure best practices.
Document Lifecycle Management
Monitor and manage each document’s journey, from creation to archival and deletion.
Automated Workflow Processes
Streamline time-consuming tasks such as approvals, version control, and compliance checks.
Increased Productivity
Minimise errors and duplication, giving employees time back to focus on strategic tasks.
A DMS isn’t just somewhere to store documents – a modern document management goes far beyond basic file storage. It encompasses a holistic approach to managing, sharing, and securing information of all content types across an organisation. In today’s digital workplace, document management is about creating a seamless, collaborative environment where knowledge is easily accessible and workflows are streamlined.
While SharePoint remains a cornerstone of document management, including its powerful document libraries, the landscape has expanded to include a suite of powerful tools within Microsoft 365. Entra ID (formerly Azure AD) ensures secure access and identity management, while Microsoft Purview provides advanced data governance and compliance capabilities. Power Platform enables the automation of complex workflows, reducing manual tasks and enhancing efficiency. Additionally, Microsoft Copilot leverages AI to assist with content creation and management, making it easier for employees to find and use the information they need.
When you integrate these tools, you unlock the full potential of Microsoft 365, creating a document management system that is not only robust but also flexible and scalable. This integrated approach allows organisations to tailor their SharePoint document management solutions to meet specific needs, whether it’s enhancing security, improving collaboration, or automating routine processes. The result is a dynamic system that evolves with your business, supporting growth and innovation.
By plugging the pieces of Microsoft 365 together, you can craft a document management solution that fits your organisation perfectly.
This comprehensive approach ensures that your data is managed efficiently, securely, and in a way that supports your overall business goals. Whether you’re looking to break down knowledge silos, enhance productivity, improve content governance, or ensure compliance, Microsoft 365 provides the tools you need to build a powerful and adaptable document management system.
Silicon Reef are really friendly yet professional to deal with, very open and honest, extremely structured and quick, bringing lots of experience. I would highly recommend Silicon Reef to those out there looking to roll out or further develop SharePoint document management systems. It was a pleasure working with their teams.
Client Stories
Transforming Internal Communications
The University of Leeds transformed internal communication with SharePoint, Beacon, and MyTools, improving access to tools, consistency, and engagement across 9,000+ employees.
Award Winning Intranet
The Met Office’s award-winning intranet, built with SharePoint and Ripple, boosts collaboration, accessibility, and engagement across 2,000+ employees.
Aerospace & Defence
Custom Provisioning Tool
A multinational engineering company streamlined resource management and improved security by implementing a custom provisioning tool for Microsoft 365.
Looking for inspiration?
We’ve got you covered. Our blogs, guides and how-tos help you maximise your SharePoint document management system.
Document Management in SharePoint: Your Questions Answered
See why a SharePoint document management system is a top choice for businesses looking for a comprehensive and flexible DMS, and get your key questions answered.
What is SharePoint Premium?
Learn how SharePoint Premium enhances document management with AI-driven content management, improved content discovery, automation, and compliance.
Why SharePoint Data Hygiene Should be a High Priority for IT
Understand the importance of maintaining good data hygiene in your SharePoint document management system to ensure effective use of Microsoft 365 Copilot and prevent potential data governance issues.
Accelerating Your Journey to Knowledge Management
Learn how a SharePoint Document Management System can help you transition from document to knowledge management and break down silos, enhance collaboration, and boost efficiency.
4 Ways to Sort Your SharePoint Data Out
Four key strategies for organising and securing data in your SharePoint document management system to enhance content and information governance, security, and productivity.
How to Make SharePoint Searchable
Learn how to improve search in your SharePoint document management system, boosting productivity and making employees’ lives easier with some simple tweaks and strategies.
SharePoint Document Management FAQs
Got questions on document management in SharePoint? We’ve answered some of the common ones here. If you can’t find what you’re looking for, drop us a note.
What are the benefits of using SharePoint for document management?
Using SharePoint for document management comes with a host of benefits that can really streamline your workflow. First off, it acts as a centralised hub where all your documents, including document libraries, are stored – whether they’re Microsoft Office files, or other content types. This makes it easy for employees to find and share information without having to dig through multiple folders or systems.
Another great advantage is how seamlessly a SharePoint document management system integrates with other Microsoft 365 tools like Word, Excel, and Teams. This integration boosts collaboration and productivity because you can work on documents directly within these apps and share them effortlessly with your team. Plus, SharePoint’s robust security features ensure that your data is well-protected. It offers encryption, access controls, and compliance with industry standards, so you can rest easy knowing your information and document libraries are secure.
What’s more, SharePoint document management systems are incredibly flexible. You can customise your DMS to fit your specific needs, whether that means setting up unique workflows, creating custom metadata, or designing your own document libraries. This flexibility ensures that SharePoint can grow and adapt alongside your organisation, making it a long-term solution for your document management needs.
How can Microsoft Purview enhance governance and security in our DMS?
Microsoft Purview is a game-changer when it comes to enhancing governance and security in your SharePoint document management system. Think of it as your all-in-one toolkit for managing and protecting your data. One of its standout features is advanced data governance. With Purview, you can classify and label sensitive information, ensuring that it’s handled correctly and in line with your organisation’s policies. This is especially important for maintaining compliance with industry regulations.
Purview also offers comprehensive auditing and monitoring capabilities. This means you can keep a close eye on who is accessing and modifying documents, which is crucial for maintaining security and accountability. Imagine being able to track every change and access point—it’s like having a security camera on your data!
By integrating Purview with your SharePoint document management system, you can enforce data protection policies seamlessly. This integration helps you manage risks more effectively and ensures that your document management system is both secure and compliant with regulatory requirements. In short, Microsoft Purview not only strengthens your data and content governance but also provides peace of mind by safeguarding your valuable information.
How can we automate document management processes in SharePoint?
Automation can really transform how you manage document lifecycle processes in SharePoint, making everything run smoother and more efficiently. One of the key tools for this is the Power Platform, especially Power Automate. With Power Automate, you can set up workflows that handle tasks like document approvals, notifications, and even archiving. Imagine not having to manually chase down approvals or send out reminders—automation takes care of it for you!
Power Apps is another fantastic tool that lets you build custom applications tailored to your specific needs. These apps can interact directly with your documents, making it easier to manage and access information. For example, you could create an app that helps track the status of documents or one that simplifies the process of submitting and reviewing documents.
By leveraging these automation tools, you can reduce manual errors and ensure that documents move through their lifecycle efficiently and consistently. This not only saves time but also ensures that your document management processes are more reliable and effective. In short, automation with the Power Platform can help you streamline your workflows, improve content governance and keep everything running like a well-oiled machine.
What's the difference between document management, information management and knowledge management?
A Document Management System (DMS) is primarily focused on storing, managing, and tracking documents. Think of it as your digital filing cabinet. It ensures that documents are easily accessible, properly organised, and secure. SharePoint is a popular DMS that allows you to store documents in a centralised location, making it easy for your team to find and collaborate on files.
An Information Management System (IMS) goes a step further by managing all types of information and content types, not just documents. This includes data, records, and other forms of information. An IMS is like an upgraded DMS with broader capabilities. It helps you manage the entire lifecycle of information, from creation to disposal, ensuring that all your data is organised and accessible.
A Knowledge Management System (KMS), on the other hand, is designed to capture, store, and share knowledge within an organisation. It’s all about leveraging the collective knowledge of your employees to improve decision-making and innovation. A KMS often includes features like wikis, forums, and knowledge bases where employees can contribute and access valuable insights and expertise.
With the help of Microsoft 365 Copilot, you can take your KMS to the next level. Copilot can assist you in searching for knowledge across your business, including within Viva Engage Communities, Teams Channels, and other M365 applications. This means you can quickly find relevant information, answers, and expertise from various sources within your organisation, making it easier to tap into the collective knowledge of your team. Copilot’s ability to integrate and search across these platforms ensures that you have access to the most up-to-date and comprehensive information, enhancing your decision-making and innovation processes even further.
What are some best practices for migrating to a SharePoint-based document management system?
Migrating to a SharePoint-based document management system can be a smooth process if you follow some best practices. First, start with a thorough assessment of your current system. Identify what documents and data need to be migrated, the different content types, and clean up any unnecessary files. This will make the transition much smoother and more efficient.
Next, develop a detailed migration strategy. This should include timelines, responsibilities, and key milestones to keep everyone on track. It’s also important to involve your team in the planning process to ensure everyone is on the same page.
Training is another crucial step. Make sure your employees are well-prepared to use the new system. Offer training sessions and provide resources that can help them get up to speed quickly. Ongoing support is also essential to address any issues that might arise post-migration.
During the migration, monitor the process closely. Keep an eye out for any potential issues and address them promptly to avoid disruptions. After the migration, conduct a review to ensure everything has been transferred correctly and is functioning as expected.
By following these best practices, you can ensure a successful migration to SharePoint, making your document management more efficient and effective.
How does SharePoint ensure the security of our documents?
SharePoint offers a robust set of security features to keep your documents safe and sound. One of the key aspects is role-based access control. This means you can control access to who has permission to view, edit, and share documents, ensuring that only authorised personnel have access to sensitive information. It’s like having a digital lock and key for your files.
Another important feature is encryption. SharePoint provides encryption for data both at rest and in transit. This ensures that your information is protected whether it’s being stored on a server or being sent over the internet.
SharePoint also integrates seamlessly with Microsoft Purview for advanced data governance and compliance. This integration helps you classify and label sensitive information, track document access, and ensure that your data handling practices meet industry standards.
Regular security updates and patches are another layer of protection. Microsoft continuously monitors for vulnerabilities and releases updates to keep your system secure. By using SharePoint, you can rest assured that your documents are protected by a comprehensive security framework designed to safeguard your valuable information.
How can SharePoint help with compliance and regulatory requirements?
SharePoint is a powerful ally when it comes to meeting compliance and regulatory requirements. One of its standout features is its integration with Microsoft Purview, which provides advanced data and content governance tools. With Purview, you can classify and label sensitive information, ensuring that it is handled in accordance with regulations. This is crucial for industries that have strict data handling rules.
SharePoint also offers comprehensive auditing and reporting capabilities. You can control access, and track who viewed or modified a document, creating a clear audit trail. This is essential for demonstrating compliance during audits or regulatory reviews.
Another key feature is SharePoint’s retention policies. These allow you to manage the lifecycle of your documents, ensuring they are retained or disposed of in compliance with legal requirements. You can set up automatic retention schedules, so you don’t have to worry about manually managing document lifecycles.
By leveraging these tools, SharePoint helps you stay on top of compliance and regulatory obligations, making it easier to manage your data responsibly and avoid potential fines or legal issues.
What are the advantages of using a SharePoint document management system over an off-the-shelf solution?
When paired with other Microsoft 365 tools, a SharePoint document management system offers a more robust and integrated solution compared to off-the-shelf products like Dropbox, Google Drive, and DocMoto. Here’s why:
Comprehensive Integration: A document management system in SharePoint and Microsoft 365 provides seamless integration with a wide range of tools within the Microsoft ecosystem, such as Purview for data governance, Power Platform for automation, and Microsoft Teams for collaboration. This integration ensures that all your tools work together harmoniously, enhancing productivity and reducing the need for multiple disparate systems. You can work on Microsoft Office documents directly within apps like Word, Excel, and Teams, and share them effortlessly with your team.
Customisation & Scalability: Unlike off-the-shelf solutions, a SharePoint document management solution allows for extensive customisation to meet the specific needs of your organisation. Whether you need to create custom workflows, automate processes, or design unique document libraries, SharePoint can be tailored to fit your requirements. Additionally, as your business grows, SharePoint’s scalable architecture can easily accommodate increased data and user demands. This flexibility ensures that SharePoint can adapt to your evolving requirements.
Enhanced Security & Compliance: With advanced security features and compliance tools, SharePoint and Microsoft 365 offer superior protection for your data. Entra ID (formerly Azure AD) provides robust identity and access management, while Microsoft Purview ensures your data governance and compliance needs are met. This level of security is often unmatched by off-the-shelf solutions, which might not offer the same level of security and compliance features, potentially putting your data at risk.
Increased Productivity: SharePoint’s integration with other Microsoft 365 tools enhances collaboration and productivity. Customisation options allow you to tailor the system to meet your specific needs, and automated workflows streamline time-consuming tasks such as approvals, version control, and compliance checks. This minimises errors and duplication, allowing employees to focus on strategic tasks.
While off-the-shelf solutions may offer quick setup and basic functionality, SharePoint and Microsoft 365 provide a comprehensive, customisable, and secure platform that grows with your business. Working with a Microsoft partner further enhances these benefits, ensuring a solution that truly meets your needs.
How can we ensure our SharePoint document management system remains effective over time?
To keep your SharePoint document management system effective over time, it’s important to adopt a proactive approach to content governance. Start by conducting regular reviews and audits of your processes, content and content types. This helps you identify any issues or areas for improvement.
Providing ongoing training and support to your employees is also crucial. Make sure they are up to date with the latest features and best practices. This ensures they can use the system effectively and take full advantage of its capabilities.
Staying current with SharePoint updates and new features is another key strategy. Microsoft frequently releases updates that enhance functionality and security. Implementing these updates can help you keep your SharePoint document management system running smoothly and securely.
Gathering feedback from users is also valuable. Encourage your team to share their experiences and suggestions. This can provide insights into how the system is being used and highlight areas where improvements can be made.
By continuously monitoring, updating, and optimising your SharePoint system, you can ensure it remains a powerful tool for managing your documents and supporting your organisation’s needs.
What are the key principles of good document management processes?
Good document management processes in SharePoint are essential for ensuring that documents are organised, secure, and easily accessible. Here are some key principles to follow:
- Centralised Storage: Store all documents in a secure, centralised location. This ensures that documents are easily accessible and reduces the risk of loss or duplication.
- Metadata and Indexing: Use metadata to tag documents with relevant information. This helps in organising, retrieving, and managing documents throughout their lifecycle.
- Access Controls: Implement permissions and control access to ensure that only authorised personnel can access sensitive documents. This enhances data security and compliance.
- Version Control: Maintain version control to track changes made to documents. This allows for the restoration of previous versions and avoids redundancy.
- Document Lifecycle Management: Manage the entire lifecycle of documents, from creation to review, approval, publication, and eventual disposal. This ensures that documents are kept up-to-date and relevant.
- Collaboration: Facilitate collaboration among team members by allowing multiple users to access and work on documents simultaneously. This improves productivity and efficiency.
- Compliance and Security: Ensure compliance with regulatory requirements by implementing document retention, privacy, and security policies. Use encryption, audit trails, and role-based permissions to enhance data security.
- Automation: Automate repetitive tasks and workflows to streamline document management processes. This reduces manual effort and minimises errors.
By adhering to these principles, organisations can improve their SharePoint document management processes, leading to better organisation, security, and accessibility of documents.
Ready to talk?
So are we. Get in touch today to discuss your DMS project.