SharePoint + Readin - The Docstream Method

Apr 08, 2024

SharePoint and other document management systems are well suited to storing, reviewing, and collaborating on documents. But publishing that content for readers is a separate challenge. The Docstream Method combines SharePoint with Readin to cover both.

Where document management systems fall short

SharePoint supports storage, sharing, collaboration, and revision history. Other document management systems offer many of the same capabilities.

Document owners, authors, editors, and reviewers can work together in SharePoint. Organizations can also automate parts of that workflow.

Too often, the publishing experience is an afterthought. Readers need a clear, reliable way to find and use approved content.

When readers have to navigate SharePoint directly, finding the right document or version can be difficult. Word and PDF files aren't always easy to read on smaller screens, and external access can take extra effort.

How to address these challenges

We divide document work into two parts:

• Writing, review, and revision.
• Publication and reader access.

Both matter. A document management system handles the source files, while a document portal makes approved content available to readers.

Using SharePoint for authoring and Readin for publishing gives both groups tools designed for their work.

Our approach: the Docstream Method

The Docstream Method consists of nine steps:

1. Assessment: Review existing documentation, identify user needs, and look for opportunities to improve SharePoint.
2. Document structure: Organize content in SharePoint using appropriate folders and metadata.
3. Access control: Restrict access to source documents where appropriate.
4. Versioning: Establish revision processes and reminders to keep documents current.
5. Workflow: Assign responsibility for updates and reviews.
6. Publishing plan: Decide which content different reader groups should be able to access.
7. AI features: Use AI for summaries, comparisons, or translations where helpful, with human review before publishing.
8. Reader features: Use access controls, read confirmations, update alerts, and responsive layouts.
9. Publishing: Make it easy to publish approved documents from SharePoint.

Together, SharePoint and Readin support the full journey from working draft to published documentation. That's the Docstream Method.