The complete EDMS feature and capability set

Batch scanning from networked MFPs and production scanners, with separator sheets, barcode and QR recognition to split and route batches automatically.

Bulk digitisation of existing registries and strong rooms, including preparation, scanning, quality assurance, indexing and re-boxing of the physical originals.

Photograph a document on a phone and file it against the right case or contract from the field, with automatic edge detection and de-skew.

File an email and its attachments to the correct library from the Outlook reading pane, preserving sender, recipients, date and thread as metadata.

Monitored network locations and SFTP endpoints that pick up files as they land and process them under the same rules as scanned input.

Optical and intelligent character recognition convert paper to digital files, producing archival PDF/A with a searchable text layer. Handles multi-page TIFF, JPEG, PNG, BMP and existing image-only PDFs.

Reads handwritten entries on structured forms and checkbox fields, so paper application and requisition forms become structured data.

PDF, PDF/A, TIFF (single and multi-page), JPEG, PNG, BMP, DOC/DOCX, XLS/XLSX, PPT/PPTX, CSV, XML, HTML, ODF, MSG, EML, DWG and media files.

One secure digital filing location replacing departmental shares and personal drives, which is what makes permissions, retention and audit enforceable rather than aspirational.

Searches inside the documents themselves, including text recovered by OCR from scanned material, rather than file names alone.

Narrow results by department, document type, date range, status, author, classification and any custom field in your file plan.

Full query syntax for records officers and legal teams who need precision, alongside plain search for everyone else.

Copilot answers questions across the documents a user is allowed to see, and cites the source document for every statement it makes.

Results only ever include what the user has rights to. A restricted document does not appear in a result count, a preview or a suggestion.

Standing queries that notify their owner when new matching content arrives, which is how compliance monitoring and case work usually get watched.

Any date held as metadata can drive a reminder: contract expiry, licence renewal, bring-up dates, limitation periods, bond and insurance lapse. Alerts escalate on a schedule you set rather than firing once and being missed.

Indexed retrieval that stays fast as the repository grows into millions of documents, on the same infrastructure Microsoft runs for its own search.

Route by amount, department, document type or any metadata value. Approvals run in sequence, side by side, or branch on a condition. Invoice approval, requisition and payment-voucher workflows are the ones most organisations start with.

Work reassigns automatically when an approver is on leave, so nothing sits in an unattended queue.

Tasks that pass their deadline escalate to a supervisor and appear on an overdue report. Turnaround becomes a number you can manage.

Incoming mail registration, minute sheets, file movement and bring-up dates — the registry processes public institutions actually run, modelled as digital workflows.

Tasks arrive by email, in Microsoft Teams and on mobile, with approve and reject actions available without opening the portal.

Every user sees what is waiting on them; every manager sees what is waiting on their team and how long it has been there.

Purchase orders, invoices, contracts and supplier records in Business Central or Dynamics NAV open their supporting documents directly. Dynamics 365 Sales and Customer Service join the customer file to the CRM record.

Workflows read from and write to your ERP, HRIS, core banking or case management system so the document and the transaction stay in step.

Staff sign in with the account they already have. Joiners, movers and leavers are handled by your existing identity process.

Enforce MFA, restrict access by device compliance, location or risk level, and block legacy authentication outright.

Permissions modelled on your organogram and delegated to department administrators, with restriction possible down to a single document.

Microsoft Purview labels classify content and enforce encryption that travels with the file, even after it leaves the repository.

Policies detect national ID numbers, tax PINs, bank details and health information, and stop them being shared where they should not be.

Documents carry the viewer identity and a timestamp when viewed or printed, so a copy that turns up where it should not be can be traced to the account that opened it.

Host in a Microsoft cloud region, in Azure, or entirely on your own infrastructure where policy or law requires data to remain in country.

TLS 1.2 or above for all traffic and AES-256 at rest, with the option to hold your own keys.

Request and collect signatures on documents held in the repository, using Microsoft eSignature, Adobe Acrobat Sign or DocuSign.

Verify certificate-based signatures on inbound documents and record the validation result against the document.

Signing is a stage in the approval process, not a separate errand — the signed copy returns to the same file automatically.

Generate letters and notices from approved templates, log them in a dispatch register, and file the sent copy against the case.

Produce and dispatch personalised documents at volume — renewal notices, statements, award letters — from a single data source.

SharePoint Online in your own tenant, with Microsoft operating the platform and its availability commitments applying to it.

Full deployment inside your data centre for institutions whose policy requires data to remain on infrastructure they control.

Sensitive classes held locally while collaboration runs in the cloud, or the whole platform in a chosen Azure region for residency requirements.

Documented recovery point and recovery time objectives, replicated storage, and a restore procedure that has actually been run against real data.

Tens of millions of documents per repository and throughput sized against your peak capture rate, with the sizing shown in the design document.

Microsoft Graph and REST APIs, Power Automate connectors and webhooks, so the EDMS is a component of your architecture rather than an island in it.