Electronic Document Management
Document repository with automated lifecycle, sensitivity classification and modern search.
The challenge: Document repository without clear governance: inefficient search, expired documents still in circulation and approvals without traceability.
The solution was delivered across 4 workstreams, starting with Automated lifecycle.
Measured impact — -90%: in document search time (from 30 min to 3 min).
Energy • 6 months
The Challenge
Document repository without clear governance: inefficient search, expired documents still in circulation and approvals without traceability.
Thousands of technical documents without classification, performance degraded by SharePoint's 5K threshold and compliance risks.
Our Solution
check_circleAutomated lifecycle
Power Automate manages review, approval and expiration alerts 30 days in advance with supervisor escalation.
check_circleDocument manager with filters
Faceted filter view by status, type, area and validity; visual indicators for current, expiring and expired.
check_circleSecurity by classification
Microsoft Purview with Public/Internal/Confidential/Restricted labels and automatic permissions per classification.
check_circleModern search
Microsoft Search with industry synonyms, refiners and result previews with visible metadata.
Key Results
-90%
timerin document search time (from 30 min to 3 min).
-100%
verifiedexpired documents in circulation (from ~200 to 0).
100%
securityapproval traceability (was 0% before).
↑ Compliance
assignment_turned_inSimplified audits with one-click compliance reports.