How SharePoint Content Management System Streamlines A Policy Life Cycle

Big businesses usually find it hard to meet the extreme internal and external regulations requirements. At this point, the policy management software comes in handy to them. SharePoint is a good choice for businesses these days because it meets companies’ needs at all times.

Regulated businesses should manage and regulate their enterprise policy to set a regulatory code of conduct. The business environment changed significantly during the pandemic, and businesses must take up fast and reliable content management systems for policy management.

A SharePoint content management system is simply a CMS part of the SharePoint site. Businesses can also use SharePoint to publish content and present it to a particular audience. A company can use SharePoint as a CMS for its intranets, using the software to provide content to their homepages and information pages.

Some other companies use SharePoint to give content to the general public to represent the company.

In this article by Hanna Shnaider, we will learn the different functions that SharePoint serves in development companies and how good an option it is in policy management. You can check out her profile here.

IMAGE: UNSPLASH

Features Of SharePoint Content Management System

Content organizer: SharePoint helps content authors arrange content quickly found when needed. Rules and drop-off libraries automatically guide the content authors to place the contents correctly. It also helps avoid errors while duplicating contents and other issues created by the end-user.
Records management: If your company acknowledges record retention, you have to take advantage of SharePoint’s online CMS. Traditionally, a record center usually did the recording. SharePoint adds an in-place to the library, “Record management,” which is usually activated in any library in the platform.
Controlling metadata service and navigation: This feature was created specifically for the company’s advanced management of blog posts. The manager metadata service permits you to manage both the formal and informal types of metadata. Once SharePoint contains your metadata, it will maintain consistency across your contents. On the other hand, metadata navigation is usually activated with massive data and libraries. It will help arrange the files and ease searching for a specific file.
Shared content types: With this feature, you can share the different content types across sites. It helps connect the services, then later specify the content type they use. Shared content types allow users to list out the different collections of documents.
Asset library: This feature is where the benefits of SharePoint begin. It allows users to manage media assets like images and audio files easily. Here are the three main functions of the asset library:

Automatic extraction of metadata from the pictures displayed on the website.
It presents a thumbnail view for browsing assets.
It offers more metadata features than a typical doc file.

Quick Policy Design, Disbursal, And Retrieval

SharePoint allows creating and sharing policies usually represented by different content types such as images and audio files. To arrive at an effective policy life cycle, Fortyseven software professionals advise businesses to make use of SharePoint features:

Templates: SharePoint allows development companies to create and store reusable templates that will be useful in making new policies or updating the existing ones. It is time-saving and helps maintain consistency in the wording and formatting of templates.
Co-authoring: SharePoint gives room for collaboration, allowing many people to work on policymaking simultaneously. It will help fasten the rate at which they formulate the policies.
Workflows: Automated workflows make routing a new policy for approval easier. It first moves from the Chief Compliance Officer to the employees for reading and acknowledgment.
Search: SharePoint allows a company to search for a particular content faster. They input some parts of the contents of policy titles and get quick results. Software development companies will find this feature especially beneficial. It is because they usually have a lot of policies to handle. This way, SharePoint can categorize the guidelines based on relevancy which will help save time for the development companies.

Secure Storage

SharePoint presents custom software development companies with centralized storage for policies and encourage their security through:

Authorized access: SharePoint allows a software development company to assign various permission levels to different levels. It will enable significant users to view and modify policies.
Version control: SharePoint allows companies to track policies and follow procedures. This way, in case of any deletion or mistake in any approach, they can restore the original version.
Audit trail: This feature will update the company about changes made to the policy and when someone changes it.

Accurate Tracking And Assessment

SharePoint sends automated messages related to policy changes to a custom software agency. They can also evaluate policy knowledge from its features. It will be possible through:

Real-time dashboards: SharePoint provides companies with a dashboard displaying policies, creation dates, and approval processes. Once a new approach is approved, it is immediately added to the dashboard. Whatever change that is made appears on the dashboard.
Alerts and notifications: Development companies will customize SharePoint to generate different automated reports and alerts. Notices of this sort could alert the company when they have added a new policy or modified an existing one. SharePoint can also alert a policy manager when updating a guideline the same way this works.
Assessment: SharePoint sets quizzes and surveys to check the reliability of policies and check the level of policy knowledge. Also, SharePoint allows a policy manager to lock the Read and Confirm button on a policy. The policy manager will unlock it once the employee passes the assessment test.

Conclusion

Custom software development companies can use SharePoint for both structured and unstructured content. If you need more knowledge on SharePoint, how it works, and how it will benefit your company, Fortyseven is here to guide you.

SharePoint-based policy management is sure to help keep your company in the right state. It will help keep your policies solid and valuable, making it through their automated life cycle from creation to archiving. SharePoint CMS’s benefits will be evident in the development companies that adopt it. Soon enough, the company will start enjoying the benefits, and they will understand the need for a content management system.