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Are you looking forward to keeping your organization’s information in one place, providing accessibility to a distributed team and providing enhanced collaboration?

Have you come across Microsoft SharePoint and need to understand how it operates as a knowledge management system?

Well… Let’s look into SharePoint, how it operates, and the pros and cons of using it as a knowledge management system.

 

What is Microsoft SharePoint?

Microsoft SharePoint is a cloud-based collaborative platform with seamless integration with Microsoft Office 365 applications, storage systems, and content management.

It is highly configurable and can be used differently in various companies.

A 2016 report by Microsoft indicated that over 70% of Fortune 500 companies are already benefiting from utilizing SharePoint. A company’s staff can access and manage policies, forms, procedures, and other work resources. SharePoint has also helped companies to enhance their content management necessities.

They can read and update internal communications and collaborate on a project.

In addition, SharePoint can help the staff to perform more tasks within a short time with features such as:

  • Document meta-tagging
  • Synchronized co-authoring of documents
  • Office 365 integrated applications

 

Pros Of Using SharePoint

 

#1. Easy team collaboration

It makes it easier for team collaboration, especially when working on a project; the sharing of documents is fast and more manageable.

#2. It exists on other devices

Sharepoint exists not only on computers but also on mobile devices. This makes things easier since you can use your mobile device to access the same documents on your computer and don’t have to be physically near a computer.

 

#3. Access management 

SharePoint prevents the access of documents without authorization. As a knowledge management system, Sharepoint can be controlled to limit the number of staff accessing some files in the system.

Furthermore, SharePoint allows you to follow up on who accessed a particular document or folder, who changed the record, and the people who viewed the folder. It is safer to use SharePoint since you can back up your documents to cloud storage. When you lose your records, you can restore and get them back, saving you a lot of time and money.

 

#4. Secure storage of documents

Digital documentation has eliminated many of the troubles of filing paper documents. Sharepoint saves you a lot of space when storing your records. The documents are kept safe, avoiding the dangers of filing a bunch of papers that may end up getting lost. It also makes searching a breeze.

 

#5. It is customizable

Microsoft Office 365 and SharePoint are integrated and used by large organizations and businesses. They are designed to be customized according to your business type and preference to perfectly fit your needs.

 

#6. Saves time

SharePoint as a knowledge management system makes your work easier and faster. You can share a document with multiple people, access and manage it easily.

 

Cons Of Using SharePoint 

 

#1. It is expensive

The setup and maintenance of SharePoint can incur significant costs from customization, training, and implementation.

 

#2. Needs to be maintained

To customize features to use in your business or organization, there is a need for a skillful technical team to develop and assist in the maintenance of the system.

 

#3. It can become more complicated over time

SharePoint comes with many features that if not properly used may make your instance become quite complicated with time. SharePoint needs a knowledgeable team to control and monitor its operations for its proper management.

After reading our blog, we hope you have gained some insight into SharePoint as a knowledge management system. For more resources about SharePoint, you can get in touch with TLC Solutions IT experts, who will answer all your queries and concerns to help you understand the system in a better way.

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