Over the years, many organizations have grappled with the decision between utilizing Microsoft SharePoint or a specialized document control software like Triark. While both platforms offer robust features, the choice often hinges on the specific needs of industries where strict document control is paramount. Below, we outline why companies are increasingly choosing Triark over SharePoint to support their critical document control processes.
When selecting document control software, Triark provides distinct advantages over SharePoint, especially in environments where compliance, risk management, and stringent control of documents and workflows are crucial. Industries such as energy, construction, and large-scale infrastructure projects demand advanced solutions to manage complex documentation effectively.
Choosing Triark over SharePoint ultimately boils down to the critical nature of information management compliance and the associated risks in project execution and asset operations.
1. Purpose-Built, Off-the-Shelf Solution
2. Efficient Bulk Processing and Data Validation
4. Advanced Revision Control System
5. Flexible Classification-Based Data Models
6. Seamless Integration with Industry-Specific Systems
7. Centralized Governance of Information Policies
8. Developed by Industry Experts with Global Partnerships
9. Continuous Investment in Document Control Innovation
1. Purpose-Built, Off-the-Shelf Solution
Triark is an enterprise-grade, off-the-shelf document control software designed specifically for industries requiring strict document management. Unlike SharePoint's generic platform, Triark comes pre-configured with proven workflows, metadata templates, numbering systems, classification codes, and validation rules tailored to manage complex project information throughout its lifecycle.By choosing Triark, organizations benefit from rapid deployment and immediate value, relying on a solution that has been thoroughly tested and proven in demanding environments.
2. Efficient Bulk Processing and Data Validation
In large-scale projects, handling vast volumes of documents daily is commonplace. Triark offers tools for mass import, export, update, and allocation of document numbers, along with automated data validation. These features ensure consistency and accuracy, reducing the risk associated with misplaced or incorrectly classified documents—a level of efficiency not natively available in SharePoint.
4. Advanced Revision Control System
Triark's revision control goes beyond simple file versioning. It manages documents as profiles enriched with metadata and records revisions at key milestones, such as approvals. Each revision can contain multiple files, and Triark tracks every change meticulously. This system ensures that official documents are current and accurately reflect all updates—a sophistication that surpasses SharePoint's basic versioning.
5. Flexible Classification-Based Data Models
Moving away from rigid folder structures, Triark employs classification-based data models. This approach eliminates the need for multiple document copies in different folders, reducing the risk of outdated information. Users can easily find the correct documents through detailed classifications and robust search tools, ensuring a single source of truth across the organization.
7. Centralized Governance of Information Policies
With Triark, organizations can enforce compliance with their information management policies through centralized governance. The software's configurability allows companies to embed their standards into the system, utilizing data validation, workflows, and responsibility matrices to maintain consistency and excellence—something that can be challenging with the decentralized nature of SharePoint sites.
8. Developed by Industry Experts
Triark's development is rooted in extensive industry experience and collaboration with customers. Its features are tailored to support best practices in managing engineering documents, drawings, specifications, and project documentation within regulated environments. This depth of expertise is difficult to replicate with a generic platform like SharePoint.
9. Continuous Investment in Document Control Innovation
Choosing Triark means benefiting from ongoing investment and innovation dedicated to document control. Regular updates and new features ensure that the software evolves with industry needs and technological advancements. In contrast, relying on SharePoint for specialized document control would require significant internal resources to develop and maintain custom solutions.
In summary, Triark offers specialized capabilities that cater to industries with stringent document control requirements. Its purpose-built features, automation, advanced revision control, and integration capabilities provide a comprehensive solution that outperforms generic platforms like SharePoint in critical areas.
"Our IT department suggests using SharePoint because we already own it."
While leveraging existing platforms might seem cost-effective, many organizations have found that SharePoint doesn't meet the specialized needs of strict document control. Challenges with metadata, search accuracy, structural changes, and versioning can lead to inefficiencies and risks that outweigh the initial convenience.
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