Use Case
Document Bank 365: Controlled Documents, Finally Under Control
Built on Microsoft 365 — SharePoint and Power Platform
The Challenge - Most organisations know their document management is broken. Few have fixed it.
Across industries, the pattern is consistent. Policies, procedures, contracts, and templates spread across shared drives, email threads, and SharePoint sites that grew without governance. No single source of truth. No reliable way to know whether the document someone is working from is current. No audit trail when a regulator asks for one.
The productivity cost is real but easy to miss — until you add it up. Time spent hunting for the right version of a document. Approvals that stall because no one owns the process. Staff acting on outdated procedures because the current one was never easy to find. For organisations managing critical controlled documents, this isn't occasional friction — it's a daily drag on the people who need to do their jobs.
A proven solution, built on what you already own.
Deptive developed Document Bank 365 — an enterprise-grade document management solution built entirely on Microsoft SharePoint and Power Platform. Every engagement starts with discovery and design workshops to scope the solution correctly, then deploys using an accelerator approach: a pre-built, configurable framework that gets clients to a working solution faster, without sacrificing fit.
The solution includes:
The Outcome
Documents under control. People free to get on with their work.
Organisations that deploy Document Bank 365 move from fragmented, manually managed document control to a governed, auditable system — running entirely within their existing Microsoft environment. The compliance and governance outcomes are real. So is the productivity gain: when the right document is always findable, always current, and approvals run automatically, the time that was being lost to document management gets back to the people who need it.
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Why It Matters
Poor document control is a governance problem — not just a technology one.
What organisations need is a solution designed with governance built in from the start, delivered by people who understand both the Microsoft platform and how controlled documents actually get used in practice. Document Bank 365 gives IT a defensible, auditable system. It gives compliance teams the visibility they need. And it gives end users a tool that works — so they spend less time managing documents and more time doing the work that matters.
Managing approximately 10,000 safety, procedural, and quality documents across 10 Australasian locations requires a system that ensures governance, auditability, and seamless accessibility 24/7. Document Bank 365 allowed rapid configuration to meet our unique requirements, with document migration streamlined into a repeatable process. Built entirely on out-of-the-box SharePoint 365, it delivers a sustainable, resilient, and cost-effective system for managing our businesscritical documentation.
– Enterprise Manufacturing Client
