Many Microsoft customers don’t even know that their Microsoft 365 can do more
With Microsoft 365 and SharePoint Online, many companies already have a DMS or ECM infrastructure in place without even realizing it. Microsoft calls this the Microsoft 365 Content Services. These include document management functions such as optimal Office integration with joint editing of documents, version management or integrated metadata and full text management. Combined with the Power Platform and its myriad (AI) connectors, as well as the integration of all these applications into Teams, Microsoft 365 provides a truly powerful toolbox.
Nevertheless, in conversations we hear again and again: “That’s not possible at all!” Because some myths simply hold themselves very stubbornly in the DMS and/or ECM industry.
The three most common myths about document management with Microsoft 365
Myth #1: One hears regularly, from different corners of the traditional ECM market, that the GoBD conformal, audit-proof archiving offered and advertised there cannot be guaranteed in the same way by Microsoft. However, this statement is wrong, because with the help of the retention policy (Label) integrated in Microsoft 365, or additively with the data set management, this can be easily implemented and certified by a procedure instruction.
Myth #2: Also when it comes to the topic of “bulk data”, people keep arguing that it can’t work with SharePoint. SharePoint Online can, however, be scaled in terms of the number of documents, storage volume and individual permissions – if you know how to do it. Thus, it is also possible to manage mass data files, as they arise, for example, when connecting ERP and CRM systems with corresponding offers, orders, contracts and invoices.
Myth #3: SharePoint Online does not offer any ready-made DMS or ECM specialist applications, especially no file management solutions. That’s right. Microsoft is happy to leave this to its partners who specialize in this area – for example, Portal Systems AG with Shareflex.