Document Management Transformation
Decades of documents that could be stored reliably but not found reliably.
- Sector
- Regulated professional practice
- Scope
- Information architecture · Migration · Automated classification
Documents were spread across shared drives, individual mailboxes and a legacy repository, organised by conventions that had changed several times over the years. Retrieval depended on institutional memory — knowing which era a matter belonged to, and therefore which naming convention applied. That knowledge left the organisation whenever a long-serving colleague did.
We designed the information architecture first — how documents should be classified in a way that matches how people actually search for them — and only then addressed migration. Automated classification handled the bulk of the historic archive, with a human review step for anything the classifier was not confident about.
What we built.
- 01An information architecture designed around how people actually search
- 02Consolidation of shared drives, mailbox stores and the legacy repository
- 03Automated classification and metadata extraction across the historic archive
- 04A human review step for low-confidence classifications — nothing filed blindly
- 05Access controls and retention rules applied consistently at the structure level
- Documents are retrievable by structure and metadata rather than institutional memory
- Historic material was brought into the same structure as current work
- Retention and access rules apply consistently instead of per-folder
- New staff can find precedent without asking a long-serving colleague
Related capabilities
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