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.
