We are using SharePoint 2013 and adoption is medium to low in the organization, though there is a push by management to require using it more. There are two main problems. 1. Multiple instances of the same file in different SharePoint libraries, which makes it hard to update all files when there are changes, and 2. Proliferation of offline copies of files when they get emailed around as attachments instead of using SharePoint to edit.
Can anyone suggest a either a Best Practice, (maybe a file naming convention) or suggest an aspect of SharePoint that could help?
Two thoughts that occurred to me are a field or property embedded in each document to compare hard copy versions with each other as well as online copies; and/or instituting SharePoint sites, so individuals could include the site on each email with an attachment and then at least there would be a repository of all versions of the file.
I realize there may be no good answer except to make everyone use SharePoint correctly but maybe someone has had a similar experience and found a workable solution.
thanks for the help.
can you expand on that a bit?
what exactly is content organizer and how do we add metadata to documents?
will this result in having someone whose only job is to upload/route documents?
A good way i think is to use content organizer to upload documents and route them to proper location based on metadata.
THis gives you 1 centralized point of upload.
