SharePoint as a Document Management System

I had a requirement to migrate Lotus Notes to SharePoint. The main features required were "Document Management".

The following are the advantages of SharePoint compared to Lotus Notes as a Document Management System.

  • User Interface

    SharePoint provides an excellent user interface to add/update/delete/tag/search documents.

  • Versioning

    SharePoint provides document versioning.

  • Records Center

    The records centers template provides a quick solution to making historical records of documents.

  • Drag & Drop

    Bulk document upload is supported in SharePoint 2013 using the drag & drop feature.

    drop document

  • Explorer View

    SharePoint supports WebDAV to enable Explorer View. This helps people to operate in an explorer fashion they are already familiar with.

  • Shredded Storage

    If your client document management involves heavy traffic, a reduction in bandwidth usage and faster updating can be done using Shredded Storage.

    Explorer View

  • Remote BLOB Storage

    SharePoint supports storing document content in a database or external file systems. This will relax the site collection size limits.

  • Content Indexing and Filters

    By default SharePoint supports content-indexing of popular Office documents, Word, Excel, PowerPoint and so on. For custom filtering we can purchase and install third party filters for PDF and so on.

More Features

Check-in, Check-out, Mobile Support and Information Management Policies are more features in the document management arena.


The following are the parameters we need to capture for the document migration.

  1. Number of documents in store
  2. Type of documents (Word, Excel, PowerPoint, PDF and so on)
  3. Average size of documents
  4. Metadata requirement
  5. Content Type / Site Column requirement
  6. Version requirement
  7. Expected growth in a year
  8. Search requirements (full-text search, metadata-based)
  9. Records requirement (making a document a historical evidence)
  10. Site Template (blank, team site)
  11. Workflows requirements (approval, signature and so on)
  12. Document Governance (folders, metadata, mandatory fields)
  13. Type of user-authentication
  14. Permission roles, groups
  15. Preserving of system-values (created by and created date)
  16. Life cycle of a document (auto-archive, auto-delete, recycle-bin usage and so on)
  17. Policies around documents


Overview of document management in SharePoint 2013.


In this article I have highlighted the features of SharePoint as a Document Management System.