Document management
As organizations adopt artificial intelligence, the volume of documents is growing faster than ever. Without systematic document management, the already fragmented and accumulated mass of files over the years poses a significant risk to information governance and the effective use of AI. Data security risks also increase, creating pressure for better file management and protection.
Effective document management not only improves usability and discoverability but also forms the foundation for leveraging AI in a modern cloud environment. When information is structured, easily accessible, and securely managed, users save time, documents are properly protected, and AI can deliver real added value to the organization.
Well-designed document management seamlessly integrates technical implementation, security, and metadata management, enabling intelligent processes, smooth collaboration, and responsible use of information across the organization.
Our services
Document Management in the M365 Cloud Environment
Microsoft 365, especially SharePoint Online, offers organizations a natural and cost-effective path to controlled document management. Most companies already operate within the M365 ecosystem via Teams and OneDrive, making SharePoint Online a logical extension for a unified document management solution—without major additional investments beyond the implementation project and rollout.
Familiarity with the environment speeds up adoption, enables process renewal, and makes efficient use of existing licenses.
Careful planning and execution are key to success, as SharePoint Online is not just a storage location but a highly customizable platform that can be designed to serve as a comprehensive document management system for the entire organization.
Its features—such as version control, co-authoring, metadata management, automated approval workflows, and Power Automate flows—provide consistent and secure practices for managing documents throughout their lifecycle.
A well-executed SharePoint solution supports business continuity, improves information discoverability, and lays a solid foundation for AI integration in daily operations.
Building a Document Management System
The document management framework is carefully planned and defined in collaboration with various stakeholder groups and documentation owners in your organization.
The project requires active participation from your organization in planning workshops, where the system’s structure, information architecture, access models, and key operating principles are defined.
You are responsible for describing the current state, identifying key user groups and data content, and participating in pilot testing and feedback. Project success depends on the organization’s commitment to change management and training users according to agreed practices.
The outcome is a SharePoint Online-based document management system tailored to your organization’s structure and needs.
The solution includes:
- a unified site structure,
- defined site and library templates,
- centralized management,
- the ability to expand with automation, metadata, and AI-based features.
After deployment, your organization gains access to a modern, controlled, and secure environment for document storage, collaboration, and information management.
Leverage AI – Don’t Forget Data Protection!
AI is revolutionizing document management in SharePoint — AI agents and Copilot features enhance document classification, metadata management, and information discoverability. Manual work decreases as intelligent solutions handle organization, analysis, and reporting of documents.
AI-assisted document management simplifies the responsibilities of information owners and ensures that data is always up-to-date, easily accessible, and compliant with data protection regulations.
Utilizing AI in document management requires strong, multi-layered data protection. Access control alone is not enough—protection must extend to sharing rules, sensitivity classifications, and lifecycle management.
SharePoint Online offers versatile built-in tools for this, which can be enhanced with SharePoint Premium features such as automatic classifications, access restrictions, and Copilot access controls. These ensure that AI functions like Copilot and automatic metadata recognition operate securely and in accordance with the organization’s security requirements.
Read more
Document management in M365 – the cornerstone of AI era
AI doesn’t create information out of thin air. It uses the company’s existing data and a large portion of that data consists of documents.
If those documents are scattered, outdated, or unclear in terms of access rights, AI won’t help – it will only amplify the problem. A well-designed and implemented document management system is a prerequisite for AI to be truly useful.
