Cloud based DMS (Document Management System) Solution?

[thecomputerguy]

I have a client who stores mainly data (Word, Excel, Pics, PDF's) in a server and they are looking for a DMS that allows for organization, collaboration, tagging, and searching (not just filenames but content from within the document) preferably cloud based so that they don't have to maintain an on-prem server.

The way their current workflow operates is a bit chaotic and files are being stored in incorrect places because they don't have a strict system in place so that the accountant puts accounting related data into the correct client data file. I know a DMS isn't necessarily the solution for that but it will help, and it will give them incentive to create a more formal structure in data storage.

Does anyone have a recommendation for that?

Also if you do, do you have any experience in how to get that data to the DMS? Is it usually done via a syncing tool like dropbox or an uploading tool to something like sharepoint?

 

[Slaters Kustum Machines]

SharePoint sounds like just what you need. Also there is a SharePoint Migration Tool that makes the move super easy, but the files need to be sorted beforehand, meaning in the correct directories since it's a 1:1 sync.

 

[thecomputerguy]

SharePoint meets your requirements, any reason to not use that?

Like sharepoint with the onedrive sync?

I set a client up with the above setup and they complain that syncing takes longer than expected ... sometimes a change will take minutes to sync and they are on more than sufficient internet.

 

[Slaters Kustum Machines]

Like sharepoint with the onedrive sync?

SharePoint and OneDrive use the same sync client, but SharePoint is for collaboration and OneDrive is more of a "personal documents" folder.

 

[Fred Claus]

What is the difference between Sharepoint for DMS and something like Zoho Drive, Google Drive, or Dropbox? If you have a team based system and not individual subscriptions you should be able to do the same thing with any one of these. I personally sell Zoho products, but I have used Google Drive and love the way it works. Unless the client has email hosting on G-suite though I don't know how you can do a team drive with them. Sharepoint is most likely the option you want to use, but I wonder how these other options would differ.

 

[Slaters Kustum Machines]

What is the difference between Sharepoint for DMS and something like Zoho Drive, Google Drive, or Dropbox? If you have a team based system and not individual subscriptions you should be able to do the same thing with any one of these. I personally sell Zoho products, but I have used Google Drive and love the way it works. Unless the client has email hosting on G-suite though I don't know how you can do a team drive with them. Sharepoint is most likely the option you want to use, but I wonder how these other options would differ.

I don't know about the other options you listed, but with SharePoint multiple people can work on the same document, search works with file names and file content as well as tags. It's also included in most Office 365 subscriptions so if you have that you already have it and don't need to add another expense.

 

[Fred Claus]

I don't know about the other options you listed, but with SharePoint multiple people can work on the same document, search works with file names and file content as well as tags. It's also included in most Office 365 subscriptions so if you have that you already have it and don't need to add another expense.

I know that with G-Suite you can work on the same document as well. Plus it saves the file as you work on it so if your system crashes before you save you are good. I don't know about the search feature. if they are already using Microsoft, especially if they are exchange hosted, they I agree. They would be wise to go with Sharepoint, as it's all inclusive.

 

[Sky-Knight]

Teams > Sharepoint, because it configures the latter for you. I don't mess with Sharepoint at all if I can avoid it these days.

Searching indexing all that fun stuff is built in. And yes, sometimes it takes a bit to sync stuff, tis the nature of the cloud.

 

[YeOldeStonecat]

I know that with G-Suite you can work on the same document as well. Plus it saves the file as you work on it so if your system crashes before you save you are good. .

O365 file storage has auto saved too.

With O365...be it sharepoint or using Teams on top of sharepoint...learn about Metadata. Stop organizing things the way it has been done for the past 30 years on typical file servers with mapped drives and folders within folders within folders within folders (repeat over and over).

Check out Sharepoint Maven...lots of you tube stuff and other stuff on his site, he's a Sharepoint guru. Learn metadata.