Modernising Document Management
Open Box partnered with a key player in revitalising urban retail through strategic leasing and placemaking that was seeking to modernise document and records management by migrating from a legacy on-premise system to a cloud-based platform. The goal was to deliver seamless access, secure management and enhanced searchability of both digital and physical documents using SharePoint as a backbone. This initiative aimed to empower users with remote accessibility and streamline collaboration while overcoming technical and cultural challenges inherent in moving to the cloud.
The Opportunity
The client’s legacy document system was limited to on-premise access or VPN, impeding remote work and efficient document retrieval and collaboration. Its folder structure was inconsistent and metadata was underutilised, resulting in time-consuming searches and inefficient workflows. As remote working became increasingly critical, the organisation sought a modern, secure and user-friendly platform to support operational agility, compliance and collaboration across departments, including particular needs within legal workflows.
The Approach
To ensure a successful transition, a methodical, user-centred approach was taken which integrated technical expertise with change management:
- Thorough Planning: A comprehensive migration plan detailed document structures by department, designated migration scopes and defined new repository locations in SharePoint Online.
- Collaborative Analysis: Key stakeholder engagement ensured user requirements, especially for specialised functions, were incorporated into the solution design.
- Change Management: Continuous training, clear communication on security and functionality and hands-on onsite support eased users’ transition apprehensions regarding cloud adoption.
- Incremental Migration: While aiming for a simultaneous go-live, the team supported “delta” document updates and post-migration refinements. Bulk uploads were scheduled off-hours to minimise disruption.
- Iterative Problem-Solving: Issues were proactively addressed, collaborating with platform vendors and stakeholders to develop custom tools resolving challenges such as special character restrictions in filenames and throttling.
- Data Cleansing & Recategorization: Documents were reviewed and reorganised during migration to improve metadata accuracy and future search.
The Solution
The solution included the following components:
- Cloud-Based Repository: All paper and digital files were migrated or digitised and integrated into SharePoint, enabling access anywhere without VPN dependency.
- Advanced Search: A powerful, custom search feature allowed users to retrieve documents efficiently by searching all properties or specific metadata, reducing time lost on misplaced files. The resulting searched documents can be bulk downloaded and automatically compressed into a zip file that can be shared using the SharePoint External Sharing functionality.
- Integration with Email Messaging: The system integrated with the client’s email tool, enabling drag-and-drop functionality of documents while preserving metadata to streamline workflows.
- External Collaboration: Secure external sharing sites replaced outdated methods, allowing partners and external counsel to access documents safely without dedicated hardware or VPN.
- Digitisation and OCR: Physical documents underwent scanning with QR-coded covers and Optical Character Recognition for inclusion and searchability within the digital repository.
- Optimised Uploads: Bulk upload processes were enhanced for speed and reliability, with automated notifications and tools to manage restrictions related to file naming conventions.
Technologies
The solution incorporated the following key technologies:
- SharePoint Online – As a documents and records repository.
- Custom Features in SharePoint Online – Built for business requirements which were unavailable in the standard tool.
- CVision – OCR technology used for document scanning.
- Microsoft’s Power Platform – A Power App which allows users to seamlessly upload and tag documents; as well as Power Automate flows for document routing.
The Result
The solution delivered tangible improvements in access, collaboration, efficiency and user satisfaction, validating the project’s objectives.
In addition to the above metrics, the following outcomes were realised:
- Remote and Flexible Access: Users could securely access and manage documents from any location, significantly enhancing operational flexibility.
- Improved Collaboration: The new platform enabled seamless internal and external sharing with robust security controls, improving productivity.
- Faster Document Retrieval: Advanced search reduced search time, enabling quick access even to misfiled documents and facilitating bulk downloads.
- Increased Efficiency: Automated metadata and streamlined processes boosted user productivity and reduced manual document handling. A user-friendly upload form simplified the upload process.
- Successful Change Management: Ongoing training and transparent communication fostered user adoption, overcoming initial reluctance toward cloud technology.
Conclusion
This project successfully transformed a restrictive on-premise document management system into a flexible, cloud-enabled platform that supports modern working practices and compliance needs. By combining a user-centric approach, robust technical execution and proactive change management, a solution was embedded which supported the organisation’s digital ambitions. Ongoing efforts include incorporating AI-driven enhancements and expanded archival capabilities to future-proof the organisation’s document ecosystem.
Modernising document management with secure, digital solutions.
