Reinventing Document Management with SharePoint & Syntex

Client Overview

Areeva collaborated with a large, multi-departmental organization to address critical inefficiencies in document management. The goal was to unify these into a centralized, secure, and intelligent document repository using Microsoft SharePoint and Syntex.

Challenge

The client’s existing file management system was fragmented across local drives, Google Drive, and unsecured shared folders. Key issues included:

Inconsistent naming conventions
Outdated or missing metadata
Difficulty in enforcing document retention policies
Delays in document retrieval
Heavy reliance on internal email for file sharing

These challenges impeded collaboration, increased risk, and reduced operational efficiency.

Solution

Areeva implemented a secure, scalable SharePoint repository enhanced with Microsoft Syntex to automate and optimize document management:

Data Migration: Migrated 31,600+ files into 125 top-level directories and 430+ subfolders using the SharePoint Migration Tool, preserving permissions, metadata, and version history.
AI Integration: Trained Microsoft Syntex to extract and auto-tag metadata from PDFs, Word, and Excel documents, reducing manual tagging by over 85%.
Custom Search Filters: Enabled document filtering by grant program, fiscal year, and content type, streamlining user search experiences.

Results & Impact

The transformation delivered measurable improvements:

Scalability: Repository expanded to support 189 SharePoint sites
Storage: Over 79 GB of critical files managed
User Engagement: 50–150 daily page views, peaking at 275
Efficiency Gains: 
- Document retrieval time was reduced from 5+ minutes to under 20 seconds
- Internal document request emails dropped by over 70%

Key Takeaway

Areeva transformed a fragmented, outdated file system into a mission-critical, AI-powered document repository—delivering a secure, streamlined, and collaborative SharePoint platform. The result: measurable improvements in efficiency, transparency, and user experience, reinforcing Areeva’s role as a trusted partner in modernizing legacy systems into intelligent, future-ready digital ecosystems.