Information that cannot be found or trusted
Documents spread across file shares, email, SharePoint, and line-of-business systems, with no single controlled view and no clear retention rules.
M-Files that people actually find things in.
Metadata-driven document and records management, designed around how your teams search, approve, and retain information. Built on deep, hands-on M-Files delivery experience.
The problem
Governance you cannot prove
When an audit or dispute arrives, teams cannot show who approved what, which version applied, or whether records were kept for the right period.
How we work
01
Start with one information-heavy process
A small, well-governed pilot reveals more than a large migration plan. We define the metadata, permissions, and retention rules first.
02
Design metadata and workflow
Documents are found by context, such as customer, project, or contract, not by folder. Approvals and reviews run as workflows.
03
Connect repositories
M-Files can present information held across other repositories in one controlled view, and integrate with Microsoft 365 and your business systems.
04
Migrate with intent
We migrate what is worth keeping, cleanse as we go, and train teams on the new way of working.
Case study · Higher education
Records management for a large Australian university
A full records management solution to classify and manage the lifecycle of documents across the university's departments, from creation through to retention and disposal.
150k–200k
records migrated
200
users across departments
50%
time saved
Classification
Documents classified consistently across the various departments.
Lifecycle management
The document lifecycle managed from creation through to disposal.
Retention and disposal
Retention and disposal workflows applied to records.
Permissions and governance
Permissions and governance controls set for each department.
Client identity withheld.
Free: document control gap analysis
Answer 15 quick questions and get a scored gap analysis with a prioritised action plan.
Start the free gap analysisGuide: choosing a document management system in Australia
What it should do, the main options, Australian considerations and how to shortlist.
Read the guide →Free: records management readiness checklist
A 12-point checklist covering classification, retention, disposal, permissions and governance.
Get the checklistGood fit if
- +Compliance, quality, or contract records need to be defensible
- +Teams lose time searching across several repositories
- +Approvals and reviews run over email
- +You are weighing M-Files against SharePoint and want an honest comparison
Tool / 03
SharePoint vs M-Files decision quiz
Six questions to identify which information-management pattern is closer to how your organisation actually works.
Common questions
M-Files or SharePoint: which is better?
It depends on how your information is used. M-Files is strong when documents need to be found through several business contexts and governed by metadata. Our comparison guide and quiz help you decide.
Do we have to migrate all our documents?
No. M-Files can present content from existing repositories, and we recommend piloting one process before any large migration.
Does M-Files work with Microsoft 365?
Yes, it integrates with Microsoft 365 and Teams, so people can keep working in familiar tools.
Further reading: SharePoint or M-Files: what actually decides it
Not sure where to start?
Tell us about the current process and we will help you work out whether it is worth solving.
KK Tech delivers automation, ERP, and information management solutions delivered by practitioners with 10+ years of enterprise experience across construction, financial services, and aviation.