94 YOHAN LOBO: M-FILES Today’s digital-first workplace makes document management not just a technical concern, but a strategic imperative. From productivity and compliance to employee engagement, the systems we use to store, share and secure content shape the rhythm of modern enterprise life. Yet many organisations still rely on a patchwork of legacy tools, cloud platforms and departmental systems. The result? A tangled web of “content chaos” where vital information is scattered, siloed and often out of reach. Disconnected systems – email servers, shared drives, customer relationship management platforms, enterprise resource planning solutions – rarely speak the same language. Employees spend large amounts of their time hunting for documents, toggling between apps, or recreating content that already exists. This inefficiency doesn’t just sap productivity, it introduces compliance risks, especially in regulated sectors like healthcare, finance and manufacturing. Version confusion, duplicated efforts and inconsistent metadata tagging erode trust in organisational data. When employees aren’t sure if a document is accurate or current, they hesitate to act. Meanwhile, the constant switching between tools creates cognitive overload, fuelling change fatigue and resistance to transformation. Microsoft SharePoint has long been a cornerstone of enterprise content management. It offers centralised storage, real-time collaboration, granular access controls and seamless collaboration with Microsoft 365 tools like Teams and OneDrive. SharePoint Embedded enables AI-powered features like Microsoft Copilot to interact with stored content. But SharePoint isn’t perfect. Version control can become murky when documents are duplicated across team channels and personal folders. Metadata often requires manual setup, limiting automation. And while enterprise search is powerful, it’s not always intuitive, so users often struggle to locate documents unless they know the exact name or path. Governance is another challenge. Without a unified strategy, organisations face permission sprawl, accidental exposure of sensitive content and difficulty enforcing retention policies. Audits become complex, so the risk of noncompliance grows. M-Files and Microsoft are using the power of AI to transform fragmented document systems with a secure and unified intelligent collaboration solution VIEWPOINT The future of document management
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