Today, I am writing this Post while travelling to my office at Hammersmith in Tube and viewing the green natural resources across the way. This gave me a strong belief, about my thought process of “Go Green Paperless Office”.
The majority of the paper is used during office works; if we are able to automate the office in quick, easy and innovative manner then I am sure we will achieve “Paperless Office” very soon.
As, I have mentioned in my previous posts regarding various ways to search information, this post revolves around the “Creation & Storage of Documents”.
16.Document Library: Office users store official documents on their desktop in various folders and when required they keeps on searching .SharePoint provides feature of document library creation, create a Folder on server to store the documents of various formats like .doc,.xls,.pdf,.ppt etc. For e.g. a folder “Organizational Policies” is created.
17. User Access: The documents stored in the document libraries, can be provided access rights on the basis of user access type. The folder “Organizational Policies” can be viewed by all the employees but can be modified by HR team only.
18. Version Maintenance: Whenever there is change in the documents and version of documents needs to be maintained, SharePoint provides feature called major and minor version .User can define policy to provide major and minor version.
19. Metatags: Now days there are times when user wish to store specific set of properties to the document at the time of creation of the document, user can associate Meta tags to the documents. The documents in “Organizational Policies are created by HR Team and reviewed by HR Manager, so the metatag HR Manager can be set to store the name of HR Manager automatically and get associated with the document.
20. Size Limit: Aministrator can define the size limit for e.g. 5 Mb in this scenario any user who wish to uploads the document more than 5Mb cannot do so.
Document Library enables to create Files/Documents and even Folders, which is the key element in any office day to day activity.
In case of any queries, feel free to post me at firstname.lastname@example.org.
I am sure till now all my friends got convinced about the way to use SharePoint as a tool in their offices and take a pledge to save at least “ONE PAPER” daily.