Case Study
Document
Bank 365
Achieve Document Control Excellence with Deptive's SharePoint and Power Platform Document Management Solution
The Challenge
Managing important controlled documents-such as policies, procedures, contracts, and templates-was becoming increasingly difficult for our customers across industries including real estate, manufacturing, construction, and healthcare. These industries often handle critical documents that must meet strict compliance and regulatory standards, making efficient, accurate document management essential to their operations.
Their existing document management systems often lacked:
- A Single Source of Truth: Documents were scattered across multiple locations, leading to version confusion, duplication, out-of-date information, and a lack of trust in information accuracу.
- Ownership and Visibility: No consistent model for ownership, review, and approval processes, with limited ability to track document status.
- Governance: Inconsistent lifecycle management from creation to archival, limited visibility, and minimal auditability.
- Usability: Manual, fragmented processes made it difficult for users to efficiently find, access, and share documents, with no built-in feedback loop.
Our clients were seeking a modern, secure, and scalable document management solution that would:
- Align with their compliance requirements.
- Deliver an intuitive user experience.
- Leverage their existing investment in Microsoft 365.
- Be configurable to match their specific business needs.
The Design & Solution
To address these challenges, Deptive developed Document Bank 365-an enterprisegrade, scalable, and configurable Microsoft 365 solution. Built on SharePoint and enhanced with Power Apps and Power Automate workflows, Document Bank 365 is tailored to each client's unique needs.
Our Accelerator Offering-a pre designed, configurable solution framework-uses a templated design approach to rapidly deliver a comprehensive, fit-for-purpose document management system with a proven methodology and a modern, intuitive user interface.
Key Features
Document Bank 365 is a proven enterprise document management solution powered by Microsoft SharePoint.
Deptive's Accelerator approach enables rapid deployment of a foundational solution, which can then be extended and tailored to your organisation's specific requirements.
Each engagement includes discovery and design workshops to ensure the solution is correctly scoped and aligned to your business needs, delivering the right outcomes.
Customer Feedback
Our extensive commodity processing plants and smaller manufacturing facilities operate under complex framework of statutory regulations and oversight.
Managing approximately 10,000 safety, procedural, and quality documents requires a system that ensures governance, auditability, and seamless accessibility for staff across our 10 Australasian locations-24/7.
With our SharePoint 2010 repository and Nintex-driven approval and publishing workflows reaching the end of their lifecycle, maintaining sustainability became a challenge, making a replacement essential.
Deptive's Document Bank 365 emerged as the ideal solution, allowing rapid configuration to meet our unique requirements. Document migration was streamlined into a repeatable process, while navigation pages were highly adaptable, catering to the specific needs of our shop floor teams. Built entirely on out-of-the-box SharePoint 365, DB365 delivers a sustainable, resilient, and cost-effective system for managing our business-critical documentation.
