Top 3 Advantages of SharePoint Documentation

The following are the top three advantages of SharePoint Online documentation:

1. Efficient Onboarding and Training

• Smooth Transition for New Employees: Well-documented SharePoint sites, libraries, and lists ensure that new team members can understand the structure, purpose, and content.
• Training Resources: Documenting best practices, guidelines, and usage instructions within SharePoint helps users navigate the platform.

2. Enhanced Governance and Compliance

• Documenting Policies and Procedures: SharePoint documentation plays a key role in governance. Clearly defined policies - such as retention schedules, access controls, and versioning, help to maintain data integrity and security.
• Auditing and Compliance: Detailed documentation assists in compliance audits. Organizations can track changes, monitor user activity, and demonstrate adherence to regulatory requirements. Additionally from a permissions standpoint documentation helps with company access policies and best practices.

3. Effective Communication and Collaboration

• Content Types and Metadata: Documenting content types and metadata structures allows users to classify and organize information consistently.
• Document IDs: Enabling and documenting unique Document IDs ensures files can be tracked even when moved across sites or libraries.
• Custom Workflows and Automation: Documenting custom workflows, approval processes, and automation scripts ensures continuity.