How to Easily Import Existing Files into a SharePoint Knowledge Base?
Step-by-step guide on how to populate a new create a knowledge base in SharePoint by importing Word docs, PDFs, and other documents to quickly build an informational database.
Managing
stacks of tribal knowledge stored as legacy files gets challenging fast. This
article walks you through consolidating those company documents into a
centralized SharePoint-based knowledge base anyone can search.
We’ll
cover:
● Best practices for preparing existing files
● Methods for uploading documents
● Organizing imported content
● Making items discoverable
Follow
along to transform scattered paper trails into a searchable database where
global teams discover answers faster.
Why Centralize Existing Documents?
Before
we dive into the how-to, let’s explore "why bother" migrating current
files into an official system. Simply said, it makes life easier for everyone.
Legacy
knowledge often lies in chaotic dusty piles of paper or siloed hard drives. But
users require quick mobile access.
Transferring
vital data, guides, processes, etc. out of fragmented archives into a governed
database lets all contributors control, optimize, and retrieve institutional
learning nimbly.
Consolidating
your firm’s tribal knowledge empowers staff to:
● Find reference info faster via keyword search - no more guessing who owns what
● Update procedures accurately maintaining one source of truth
● Collaborate better when documents live in a common workspace
● Reduce redundant work by reusing existing documents vs. duplicating from scratch
● Preserve expertise company-wide even after employee turnover
Migrating
unorganized content into a centralized SharePoint library kickstarts
accessible, collective intelligence. Now let’s execute the plan...
Prepare Source Documents Thoroughly
Before
uploading anything, audit existing files carefully ensuring they won’t
undermine governance goals once imported.
Cleanse datasets by removing:
● Outdated, inaccurate, or duplicate information
● Non-essential items diluting quality signal
● Confidential docs are better stored securely
elsewhere
Then standardize the remaining contents:
● Apply consistent naming conventions
● Tag or group related items into logical
categories
● Fix formatting irregularities that complicate
the search
Finally,
optimize file types themselves:
● Convert unstructured data like scanned paper
into indexed document formats
● Break down larger, older docs into narrowly
focused pieces with unique titles
Dedicate
this prep work upfront to prevent headaches later trying to undo disarray.
Pick Your Upload Method
Once
existing documents undergo complete quality checks and cleanup, decide the best
transfer mechanism among:
1. Sync via Microsoft Power Platform connectors
Link
SharePoint directly to repositories like file shares, intranet sites, or third-party
content systems through 40+ certified data connectors.
This
enables smooth bi-directional content synchronization eliminating manual
exports or uploads.
2. Migrate with the Migration Manager
For
batch transfers from network folders or legacy CMS platforms, leverage the
SharePoint Migration Tool. This consolidates everything into tidy libraries
while preserving metadata/permissions.
3. Upload via drag-and-drop
For
smaller ad hoc additions, simply drag files directly from Windows Explorer into
designated SharePoint document libraries. Or paste from a clipboard for quick
captures.
Weigh
whether real-time sync, wholesale migration, or occasional manual transfers best
fit your dynamic based on update frequency and team workflows.
Organize Imported Documents
However
content reaches SharePoint - systematically organizing it maximizes findability
later.
● 1. Use metadata: Descriptive tags make contents discoverable. Attach relevant labels
like the author, date, format, category, etc. embedded in files.
● 2. Structure libraries: Group related docs sets into discrete libraries instead of one giant
repository. This self-segments the universe.
● 3. Customize navigation: Once libraries take shape, alter left-hand site navigation linking to
each as standalone zones matching the org structure and team priorities.
● 4. Define managed metadata term sets: These centralized hierarchical taxonomies
provide a controlled vocabulary for consistent indexing applied across
libraries.
● 5. Create content types: These templates associate common settings, columns, and behaviors to
documents facilitating reuse.
● 6. Build retention policies: Configure schedules automatically
archiving/deleting outdated materials according to legal or operational
policies.
Combining
all layers above, you transform imported files into an organized, governed
ecosystem vs. isolated folders.
Make Knowledge Discoverable
Creating
an immersive repository alone means nothing unless people find and use the
valuable information.
Promote adoption through:
● Online quick start guides and video tutorials
● Digital signage highlighting the portal
● Training sessions to search for best practices
● Executive announcements
Streamline search via:
● Search engine optimization to boost rankings
● Refining keyword synonyms
● Suggested content prompts
● Filter panels to drill down navigation
Encourage participation by:
● Social tools to discuss or rate items
● Submission forms to directly add new findings
Cultivating
user engagement, simplifying exploration, and marketing availability turn raw
archived wisdom into an interactive knowledge network powering organizational
learning every day.
Migrating
existing tribal knowledge into a robust SharePoint infrastructure provides a
future-proof foundation for accumulating collective intelligence.
While
aligning unorganized documents to governance standards requires upfront effort,
properly structuring libraries, metadata, policies, and integration accelerates
item discoverability company-wide.
Follow
these instructions to transform fragmented paper trails into a unified
searchable database able colleagues constantly reference to solve problems
faster.
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