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SharePoint as a documentation management system

Ever had this problem?

  • Who has the latest version of the document?
  • How can I gain access to the documentation?
  • Do we have a back-up somewhere?
  • But Phil’s documents look completely different than mine!

Advantages of SharePoint

You can use SharePoint to create documentation that is:

On SharePoint you can centralize your documents in libraries. In these libraries, users can work together to keep the documentation up-to-date.



SharePoint has a built-in versioning system that keeps track of document versions and allows you to recover older versions of a document. No more manually adding version numbers to your document titles!

The versioning system keeps track of what has been changed (in comments) and who has changed it when.


In SharePoint, you can upload templates that your users can use to create their documents. This way you can guarantee that everyone use the same structure, styles, lay-out etc.

These templates can be organized into documentation sets. This is a set of documents that is required for any new product/program/tool/service… This set can be completely customized based on the requirements of your project.


SharePoint’s versioning system guarantees that the latest version of a document is the one that is displayed.


SharePoint has a permissions system where users have to request access to the admin who can provide them with reading/writing rights.


SharePoint has a built-in text search option, but also allows for more specific searches. By applying metadata to your documentation (i.e. document type, author, key word, project number…), you can make your document easier to find.

sharepoint/sharepoint_document_management.txt · Last modified: 2017/04/03 12:52 by