Centralizing content control with secure, compliant document and records management.
Manage the complete lifecycle of organizational documents and records with solutions built on Microsoft 365 and SharePoint. We have been constantly providing excellent document and record management systems that ensure compliance, enhance collaboration, and reduce information risk.
We are excited for our work and how it positively impacts clients.
Our Comprehensive Document & Record Management Capabilities
Centralized Document Libraries & Version Control
- SharePoint document libraries with hierarchical folder structures and metadata organization
- Version control and document history tracking for audit trails
- Co-authoring capabilities with real-time collaboration in Microsoft 365 apps
- Check-in/check-out workflows to prevent conflicting changes
- Document sets for managing related files as single units
Lifecycle Management & Regulatory Compliance
- Retention schedules aligned with legal and regulatory requirements
- Automated retention label application based on content type and classification
- Records declaration with immutability and deletion protection
- Disposition review workflows for records approaching retention end
- Integration with Microsoft Purview for comprehensive records governance
Structured Taxonomy & Content Organization
- Custom metadata schemas for consistent document classification
- Managed metadata and term store implementation
- Content type design for different document categories
- Site and library architecture optimized for findability and access control
- Metadata-driven views and filtering for efficient document discovery
Streamlined Document Processes
- Power Automate workflows for document review and approval routing
- Automated notifications for document updates, expirations, and actions required
- Multi-stage approval processes with parallel and serial routing options
- Document generation and template automation
- Integration with business applications for end-to-end process automation
Access Control & Audit Capabilities
- Granular permissions at the site, library, folder, and document levels
- Sensitivity labels and information protection policies
- Data loss prevention to prevent unauthorized sharing of sensitive content
- Comprehensive audit logging for compliance and forensic analysis
- External sharing controls with expiration and access restrictions
Migration from File Shares & Legacy Platforms
- Assessment and analysis of existing content repositories
- Automated migration from network file shares to SharePoint
- Migration from legacy document management systems and content platforms
- Content cleanup, deduplication, and archival during migration
- Preservation of metadata, permissions, and folder structures
Why EaseTeq for Document & Record Management?
Frequently Asked Questions
Document management focuses on creating, collaborating, and organizing active documents throughout their working lifecycle with features like version control, co-authoring, and workflow automation. Records management addresses compliance and legal requirements by controlling retention, ensuring immutability, and managing the disposition of documents declared as official records. A comprehensive system integrates both, allowing documents to transition to a records status when appropriate while maintaining appropriate controls throughout the entire content lifecycle.
Our migration approach includes comprehensive content assessment to identify what should be migrated, archived, or deleted, metadata mapping and extraction from file properties and folder structures, automated migration tools with validation and error handling, permission preservation and security group mapping, a phased migration approach to minimize business disruption, and post-migration verification with user acceptance testing. We implement content cleanup during migration to ensure only relevant, current information moves to the new system.
Yes, Microsoft 365 and SharePoint support automated retention through retention labels and policies configured in Microsoft Purview. Retention can be applied automatically based on content type, metadata, keywords, or sensitive information types, or users can apply labels manually for specific documents. The system enforces retention periods, prevents premature deletion, triggers disposition reviews when retention expires, and maintains compliance with regulatory requirements. We configure retention frameworks aligned with your organization’s legal, regulatory, and business retention schedules.
Security is implemented through multiple layers including SharePoint permission groups with role-based access control, item-level permissions for sensitive documents when required, sensitivity labels that travel with documents even when downloaded, data loss prevention policies to prevent external sharing of confidential content, multi-factor authentication and conditional access requirements, audit logging of all access and modifications, and external sharing controls with expiration dates and access restrictions. We design security architectures that balance protection with usability while meeting compliance requirements.