An Aboriginal not-for-profit organisation engaged us to strengthen its compliance framework and improve document management practices.

Challenge:

The organisation’s documentation was dispersed across multiple Word and Excel files, with no centralised system. This resulted in loss of critical information when employees left and created challenges in accessing accurate and approved versions of documents.

Our approach:

We introduced and implemented a structured Document Management System (DMS) using SharePoint. This involved:

• Establishing user-based security groups to ensure controlled access
• Designing a clear information architecture with defined categories
• Balancing folder structures with metadata for ease of use and searchability
• Collaborating closely with management to ensure the system aligned with operational and compliance requirements

Outcome:

The organisation achieved a centralised and secure document environment, enabling staff to easily access accurate and approved documents. This significantly improved compliance, reduced operational risk, and enhanced overall efficiency.