The biggest question I receive from the CRE industry regarding document management is ” Should we work in SharePoint or Teams?”. The simple answer is BOTH, but it does depend on the classification status of the documents being stored. Having worked within this industry for almost a decade and being responsible for implementing several document management systems, I believe in the Short Term to Permanent Document Management Archetype. The minority of your documents will be classified as “work in progress documents” that will eventually move into a permanent home inside of Microsoft365 (M365) by the end of its life cycle. Nine times out of ten, the document management process for this methodology should start in Microsoft Teams unless the document received or migrated is already classified as permanent. However, working with work in progress documents inside of Teams allows organizations to collaborate and file share on a focused topic while filing these items in a lax structure. Once these documents move through the doc mgmt. life cycle, they will transition from short-term to a permanent document classification. This is when the documents should be moved and stored inside of SharePoint. Here, you can manage a more sophisticated permission structure as well as save documents based on your taxonomy. You’ll also be empowering the organization to quickly search, sort, filter, and refine on those values.
Now that our short-term documents have made their way to SharePoint with a permanent classification, what do we do with the remaining documents still in Teams? Well, the good news is you don’t have to do anything! The secret – Teams is SharePoint! When you save documents inside of Teams, it’s saving those documents inside of a SharePoint site. This means the organization will still be able to search and find these documents if needed for future reference.
Feel free to reach out to me at [email protected] , and see first-hand how REALTY|share and our Short-Term to Permanent Document Management Archetype can equip your real estate professionals to work efficiently and effectively in the cloud.