Cloudwell Streamlines Document Management and Compliance in M365 for Australian Conglomerate 

To tackle these challenges, Cloudwell designed a comprehensive document management solution in M365 for the conglomerate as follows: 

Centralized Document Management in M365

Developing a custom SharePoint Framework web part to serve as the user interface, Cloudwell introduced a unified document management platform. Implementing a prescribed and consistent folder structure, the Australian conglomerate can now store documents across different organizational levels and locations. 

Compliance and Retention 

Documents now automatically have retention policy and sensitivity labels added to them based on classification and metadata. In addition, Cloudwell has introduced permission management, leveraging SharePoint Remote Event Receivers to handle background processing, ensuring appropriate permissions are applied to every document. 

User Experience and Productivity 

Introducing a unified user interface, Cloudwell created a single access point for document management across SharePoint and Teams. Leveraging SharePoint Search, the document search functionality can now deliver relevant documents to the Group’s users based on user permissions. 

Technology Stack Used 

Cloudwell utilized the following Microsoft 365 technology to streamline document management and improve compliance for the Group: 

• SharePoint Framework web part: User interface for the platform. 

• SharePoint Search: To aggregate and display relevant documents quickly. 

• Remote Event Receivers: For automated document tagging and permissions. 

• Azure App Service: Hosted the business logic. 

• Microsoft Purview: Compliance center for document retention and sensitivity labeling. 

Migration and Method of Migration Approach 

The migration approach focused on user adoption by carefully handling unstructured content from the legacy system. To ease the transition, a designated “migration folder“ was created where all existing content from M365 would be migrated exactly as-is.  

Users could find their files in familiar locations within this folder but could not work on them directly. Instead, they were encouraged to move content to specific folders in the new structure within M365 that aligned with business needs and compliance policies. 

This approach offered two key benefits.  

First, it minimized disruption by letting users locate content where they expected and work within a known structure, reducing the learning curve.  

Second, it ensured immediate compliance by applying a broad retention policy to the legacy folder, covering all migrated content until it was appropriately classified and moved to its new location within M365. 

The flexibility allowed each department to organize its data within the overarching structure defined by the business. Subject matter experts chose where their content fits best within the new taxonomy, ensuring alignment with compliance requirements and avoiding content mixing that could lead to policy breaches.  

This combination of flexibility and guidance helped drive successful user adoption and streamlined the onboarding process. The migration method also ensured life-cycle management by automatically archiving and retaining content based on predefined policies, further enhancing compliance and governance. 

Overall, this migration approach enabled a smooth transition to the new system within M365 while empowering users to shape their content organization according to business requirements, which significantly improved user adoption.