Resources | M-Files

Transforming Financial Services Enterprise with M-Files + Microsoft 365

Tom Tang — Tue, 03 Feb 2026 16:36:24 +0000

Hear experts from M-Files and Microsoft reveal how Financial and Professional Services firms are using AI-powered document management to build trusted, structured information foundations for the future.

As firms face mounting regulatory demands, data fragmentation, and the constant pressure to deliver faster, more personalized client service, the ability to manage information in context has become the ultimate competitive edge.

Discover how M-Files + Microsoft 365 help transform disorganized data into trusted insights; connecting people, processes, and content to unlock innovation and drive intelligent automation.

Key takeaways:

Build the Foundation for Success: Learn how M-Files and Microsoft 365 create a unified, structured information layer that enables trusted AI adoption and innovation.
AI-Ready Data, AI-Ready Firm: Explore why intelligent document management is critical to transforming compliance, productivity, and client service.
From Complexity to Clarity: Get proven strategies for turning disorganized data into actionable intelligence, driving measurable ROI and growth.

Speakers:

Yohan Lobo, Senior Industry Solution Manager, M-Files
Emmanuel Bavière, Microsoft Financial Services Industry Advisor, Microsoft

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Newsec

heidi.immonen-isomaki@m-files.com — Wed, 28 Jan 2026 14:22:12 +0000

20 Years of Collaboration – Newsec Takes Property Management to the Next Level with M-Files

Highlights

Flawless reliability with M-Files Cloud: Continuous availability and seamless updates with no downtime.
All information in one place: Property and contract data are now easy to find and always up to date with M-Files.
Seamless Microsoft 365 integration: M-Files works hand-in-hand with the Microsoft 365 ecosystem, bringing automation and analytics into everyday operations.
Smarter and more efficient workdays with M-Files Cloud: IT maintenance has decreased, processes run faster, and user experience has improved across the organization.

Use Case

Customer Information Management
Enterprise Asset Management
Project Information Management
Quality Management

Industry

Real Estate
Property Management

Country

Finland

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Company Introduction

Newsec is one of the leading property management and real estate advisory firms in the Nordics and the Baltics. The company provides a comprehensive range of services for property owners, investors, and tenants. With operations in seven countries and a total of around 2,700 employees, with about 700 in Finland, Newsec manages extensive property portfolios, residential assets, and investments across the country from Helsinki to Rovaniemi.

Newsec’s business is divided into two main areas: Newsec Property & Asset Management, responsible for property management and asset value optimization, and Newsec Advisory, which offers expert consulting services to investors, owners, and tenants.

Through its digitalization unit, Newsec has brought the company’s data management into a new era by using M-Files as its core system for nearly two decades.

Key Challenges Before M-Files

Fragmented Information and Manual Processes

Before adopting M-Files, Newsec’s information was spread across multiple locations, including file servers, emails, and various systems. Finding the right data was slow, and version control was difficult.

Much of the company’s daily work relied on paper-based processes, which made tracking tasks and responsibilities cumbersome. Reporting required combining numerous separate documents by hand, making it time-consuming to form a complete overview.

Maintenance Burden and Security Challenges

Maintaining on-premises servers demanded significant IT resources. Updates, security patches, and system maintenance required continuous effort. Downtime and slow network connections affected productivity, and tracking costs was challenging. At the same time, client expectations were rising where information needed to be available in real time and accessible securely both internally and externally.

“We had a huge amount of data scattered across different systems. We wanted to bring everything together in one place and ensure that information served the business and not the other way around,” explains Leo Keituri, Manager, Digitalization and Solution Management, Team Leader at Newsec.

"We had a huge amount of data scattered across different systems. We wanted to bring everything together in one place and ensure that information served the business and not the other way around."

Leo Keituri, Manager, Digitalization and Solution Management, Team Leader, Newsec

The M-Files Solution

Smart, Metadata-Driven Information Management

Newsec selected M-Files back in 2007 to replace its fragmented document management system. At the heart of the solution was metadata-driven information management, where data is no longer tied to where it’s stored, but to what it represents. This approach made information retrieval faster, more accurate, and seamlessly connected across systems.

Implementation was carried out in close collaboration with M-Files experts. The system structure was customized to fit Newsec’s existing processes, ensuring smooth adoption across the organization. Comprehensive training was organized for all employees, and M-Files became a key part of the company’s onboarding program.

Connected Processes and Workflows

Over the years, M-Files has become the backbone of Newsec’s digital operations and an integral part of its daily business. With M-Files, Newsec manages the full lifecycle of lease agreements, from drafting and signing to archiving. The platform also serves as the main repository for Due Diligence materials, ensuring that property-related information is always accurate and easy to access.

M-Files also streamlines maintenance and inspection processes through intelligent workflows that automatically send reminders for tasks such as fire extinguisher maintenance and regulatory inspections. This ensures all statutory obligations are completed on time. Internal ticketing is also managed through M-Files with workflows, where the system handles approximately 15,000 internal tickets per year without a separate ticketing platform, making the process significantly more efficient and transparent.

Thanks to its flexibility, M-Files allows workflows to be created quickly and easily without heavy programming, while still supporting full customization when needed. This adaptability ensures that the system evolves alongside Newsec’s changing business needs.

Transition to M-Files Cloud

Background and Objectives

Newsec used M-Files in an on-premises environment for many years, but as digitalization accelerated, the need for a cloud-based solution became clear. The goal was to improve performance, reduce IT maintenance, and ensure security and reliability for the future.

“On-premises was a good solution in its time but maintaining it had become consuming. We had many servers to manage, updates took time, and cost tracking was complex. We wanted a solution that was more agile and dependable,” Leo recalls.

A Structured, Phased Cloud Transition

The M-Files Cloud migration began at the end of 2024 and was carried out in close co-operation with M-Files experts. The project was executed in phases, starting with smaller environments before scaling up, ensuring potential challenges were resolved early. A clear project plan, defined responsibilities, and thorough testing guaranteed a smooth and controlled transition. Newsec’s internal IT team played an active role in deployment and user onboarding. The result was a seamless and secure migration to M-Files Cloud with no significant downtime.

New Operating Model and Reduced Support Needs

Since the migration, M-Files Cloud has been in full production use at Newsec. User feedback has been overwhelmingly positive: the system runs faster, searches are more efficient, and stability has improved significantly.

The IT team’s workload has decreased considerably, as server maintenance, updates, and security patches are now handled automatically in the M-Files-managed cloud environment. Support requests related directly to the Cloud have been minimal, and most questions now focus on business development rather than technical issues.

"Cloud brought us clarity and peace of mind. The system updates automatically, and we always know the exact status of our environment. It frees up time for development work."

Leo Keituri, Manager, Digitalization and Solution Management, Team Leader, Newsec

Transparency in Costs and Security

The cloud environment has also improved cost predictability. M-Files Cloud operates on a transparent pricing model, and maintenance costs are easier to track. Built on the Microsoft Azure platform, the solution meets the highest security standards and integrates deeply with the Microsoft 365 ecosystem, which is a critical advantage for Newsec as it manages extensive property portfolios and sensitive client data.

“Cloud brought us clarity and peace of mind. The system updates automatically, and we always know the exact status of our environment. It frees up time for development work,” says Leo.

The Results

Centralized Information and Greater Transparency

M-Files has provided Newsec with a unified platform that consolidates previously scattered data. Thanks to metadata-driven organization, all information related to properties, contracts, and projects is now easy to locate and always up to date. Automated workflows ensure processes are controlled and transparent, allowing employees to clearly track progress and responsibilities.

Enhanced User Experience and Efficiency

With M-Files Cloud, the system performs faster and more reliably than before. Users report that searching, opening, and saving documents is significantly smoother. The intuitive interface and consistent structure have increased adoption across the company. M-Files also supports ongoing business development – new processes and automations can be deployed quickly without the need for heavy IT projects.

Reliability, Scalability, and Continuous Innovation

Since the cloud migration, M-Files has delivered nearly 100% uptime. Updates occur automatically without interruptions, and the system scales effortlessly to meet new requirements.

Newsec leverages both M-Files and the Microsoft 365 product suite as part of its comprehensive digitalization strategy. M-Files acts as a bridge between Microsoft Dynamics 365, Microsoft Power BI, Microsoft Power Apps, and AI-based solutions, enabling intelligent information management and data-driven decision-making.

In 2026, Newsec will launch the M-Files Aino pilot project, designed to bring artificial intelligence deeper into everyday information management and automate repetitive processes even further. This ongoing development reflects Newsec and M-Files’ long-standing partnership and shared goal of taking property management to the next digital level.

"As a system unlike any other solution we’ve encountered, M-Files is a core part of our business."

Leo Keituri, Manager, Digitalization and Solution Management, Team Leader, Newsec

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Context-First Document Management Explained

Tom Tang — Fri, 23 Jan 2026 16:28:21 +0000

The post Context-First Document Management Explained appeared first on M-Files.

Context-First Document Management

Tom Tang — Thu, 22 Jan 2026 18:03:20 +0000

The post Context-First Document Management appeared first on M-Files.

Charles River Laboratories

Tom Tang — Wed, 21 Jan 2026 16:21:25 +0000

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Katoni Engineering

heidi.immonen-isomaki@m-files.com — Thu, 08 Jan 2026 13:54:18 +0000

Empowering Katoni with Context-First Engineering Document Management Through M-Files

Highlights

Centralized, compliant document management: Metadata-driven structure, automated version control and complete traceability strengthen quality assurance and audit readiness.
Streamlined multidisciplinary workflows: Proposal creation, engineering reviews and approvals follow consistent and well-governed processes across all engineering disciplines.
Significant efficiency gains: Engineers quickly find the correct version of documents and avoid inconsistencies or misplaced content.
A scalable and future-ready platform: M-Files supports Katoni's growth and provides a strong foundation for new AI capabilities and system integrations.

Use Case

Compliance Management
Process Management
Project Management
Version Management

Industry

Engineering

Country

United Kingdom

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Company Introduction

Katoni is an award-winning engineering consultancy and trusted partner to energy operators across the asset lifecycle. Headquartered in Aberdeen, Scotland, the company provides multidisciplinary engineering, design and project support services to the oil and gas sector while also expanding into low carbon and renewable energy projects. Since its founding in 2010, Katoni has grown from a single person operation into a team of more than 120 full-time employees, delivering high quality brownfield engineering and technical expertise to clients in the North Sea and beyond.

With eight engineering disciplines in house, including process, piping, structural, electrical, controls & instrumentation and safety, Katoni delivers complex projects that rely on accurate, timely and fully traceable engineering documentation. As document volumes increased and projects became more multidisciplinary, it became clear that a traditional folder based system was no longer suitable. Katoni needed a modern, context-first approach to document management where information could be found and understood based on what it is rather than where it is stored. This would enable stronger traceability, more reliable workflows and better collaboration across teams.

Key Challenges Before M-Files

Scaling Operations Exposed Process Limitations

Before transitioning to M-Files, Katoni used shared network drives combined with a structured folder system and manual naming conventions.

This method worked when the company was smaller, but as document volumes increased, maintaining order became difficult.Engineers sometimes struggled to locate the correct version of a document and relied on manual checks to confirm whether they were working on the most current version.

Kevin MacGillivray, IT Manager at Katoni, recalls this period clearly:

"It became incredibly quick for people to lose the depth in the file system. Things got complicated and even simple tasks like opening the correct file became difficult."

Unreliable Tracking of Reviews and Approvals

The folder-based approach also made traceability challenging. Katoni needed to demonstrate who created, reviewed and approved engineering documents, especially when working with contractors and multidisciplinary teams. Without automated history or versioning, audits and investigations often required additional effort. "The inability to find information and to see where we were was difficult. There was no real hard link between a document and the project it belonged to", Kevin explained.

Difficulty Coordinating Multidisciplinary Projects

With so many of Katoni’s projects involving multiple engineering disciplines, strong coordination and document control are essential. Under the old system, relationships between documents, deliverables and project phases were based largely on manual structure. As the company grew, this approach limited efficiency and introduced unnecessary risks.

The M-Files Solution

Evaluating Options and Choosing the Right Fit

When Katoni began searching for a more robust document management solution, the company evaluated several alternatives. M-Files stood out as the option that could support Katoni’s way of working from the start and evolve as the company grew. Its flexibility and ability to mirror Katoni’s processes made the decision clear. As Kevin puts it, "M-Files could adapt to what we needed to do rather than the other way around."

A System That Supports Engineering Processes

M-Files uses a context-first approach to organize documents, meaning information is classified and found based on metadata rather than folders. Combined with customizable workflows and an intuitive user interface, this supports the way Katoni engineers work and ensures that information remains consistent and easy to access across the organization.

Structured Project and Document Lifecycles

With M-Files, every engineering project is set up with phases, work breakdown structures and predefined document placeholders. Engineers simply drop their file onto the correct object, and M-Files assigns the appropriate metadata automatically. This ensures accurate naming, consistent document numbering and proper organization. Documents then move through structured approval workflows that reflect engineering requirements. Once approved, the document is published and issued to the customer, and engineers can proceed with new revisions as needed.

"I gained the insight and understood the potential value of M-Files Aino straight away. Even after 15 minutes of testing, I could see what Aino was capable of."

Kevin MacGillivray, IT Manager, Katoni Engineering

"One of the things I really like about M-Files is the people. The implementation team and the service team know the product well. When we go to do the technical stuff, it works nicely."

Kevin MacGillivray, IT Manager, Katoni Engineering

Enhanced Transparency and Team Collaboration

M-Files provides complete version history and a full audit trail for every action. This has strengthened governance and improved confidence during audits. Kevin emphasizes the value of this transparency: "The tracking and traceability in M-Files is just brilliant. There is no argument about it." Teams working on proposals and engineering deliverables can now collaborate more effectively, supported by consistent processes and clearly defined document ownership.

Microsoft Dynamics 365 Business Central Integration and Early AI Exploration

Katoni's environment integrates with Microsoft Dynamics 365 Business Central through a connector that synchronizes key objects. The company is also exploring M-Files' AI capabilities. Early testing of M-Files Aino with property value suggestions and document summaries has been promising. Kevin notes, "I gained the insight and understood the potential value straight away. Even after 15 minutes of testing, I could see what M-Files Aino was capable of."

The Results

Enhanced Productivity and Accuracy

Engineers now find information quickly and reliably without having to navigate complex folder structures. By eliminating the risk of misplaced documents and inconsistent naming, M-Files helps improve productivity and reduce costly rework. "We have probably avoided many of the problems we used to have. Even small-time savings across engineers add up to a lot", Kevin remarks.

Reliable Engineering Governance and Compliance

Automated version control, audit history and workflow responsibilities make compliance easier to demonstrate. Katoni can now clearly show who approved what and when. The structured approach also ensures that the same person does not perform every step in the workflow, which was necessary when the team was smaller.

Exceptional Support and Long-Term Partnership with M-Files Managed Services

Katoni also values the strong relationship built with M-Files Managed Services. The company works closely with M-Files experts who understand their environment and engineering workflows. Kevin shares, "Our Managed Services consultant has been great. He sets up environments, helps with development work and is always there when we need him."

Kevin also highlights the quality and continuity of the broader M-Files team: "One of the things I really like about M-Files is the people. The implementation team and the service team know the product well. When we go to do the technical stuff, it works nicely."

This ongoing support gives Katoni confidence as both their business and the M-Files platform continue to evolve.

A Scalable Solution That Grows with the Business

As Katoni has expanded, M-Files has supported increasing project volumes and multidisciplinary work without requiring major administrative resources. M-Files has earned positive attention from clients as well. Kevin shares, "We have had customers come in, see how we manage documents and say they would prefer to use our system instead of their own."

A Strong Base for Continued Innovation

M-Files is now a central platform for exploring new possibilities through AI and automation. The structured, metadata-rich solution enables future improvements in search, analysis and reporting. Kevin views this as an important direction: "I think the way the world is going is toward plain word searching across the system. M-Files is moving in that direction and that is exciting for us."

Also the CEO of Katoni, James Bream highlights: "We're pleased we chose to work with the team at M-Files. The support, development and direction of the solution all confirm we made a good decision. We're now testing the capabilities and uses of the tool and continue to be surprised at its flexibility and applications. I look forward to seeing what the future holds!"

"We're pleased we chose to work with the team at M-Files. The support, development and direction of the solution all confirm we made a good decision. We're now testing the capabilities and uses of the tool and continue to be surprised at its flexibility and applications. I look forward to seeing what the future holds!"

James Bream, Chief Executive Officer, Katoni Engineering

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Raumaster

heidi.immonen-isomaki@m-files.com — Mon, 15 Dec 2025 13:23:13 +0000

17 Years with M-Files Supports Raumaster’s Growth and Innovation

Highlights

The latest information always available: one version in use, fewer errors, and smoother project work.
Fast and streamlined processes: signatures, recruitment, and other workflows are handled electronically without paper and unnecessary manual work.
Information found in seconds: metadata-based search makes everyday work more efficient.
M-Files is a seamless part of the whole: integrations with the ERP system and Microsoft 365 unify operations across the entire group.
M-Files Business Analysis provided a clear overview of the system’s current use and helped prioritize the next steps for development.

Use Case

Process Management
Project Information Management
Quality Management

Industry

Manufacturing

Country

Finland

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Company Introduction

Raumaster is a Finnish industrial company that supplies advanced material handling systems, particularly to the energy and forest industries. Founded in 1984, the company employs hundreds of professionals in Finland and Sweden, and its operations are built on strong technical expertise and long-term development. In addition to Raumaster Oy, the Raumaster Group includes the subsidiaries Raumaster Paper Oy and Raumaster AB, as well as the affiliated companies Ketjurauma Oy and AS Rauameister.

As Raumaster has grown over the years, its information management needs have expanded and diversified. To support both growth and global operations, the company has relied on M-Files as its intelligent information management platform already for 17 years.

In Raumaster's broad and multidisciplinary operating environment, effective information management is essential. M-Files has become an established and indispensable tool for almost every employee. “You could say that pretty much 100% of our office workers use M-Files. We use it for almost everything related to document management”, says Hanna Juntto, Business Solutions Engineer at Raumaster.

M-Files has been at the core of Raumaster’s information management since 2008, and the collaboration has deepened year after year. “It's an absolutely essential system for us. M-Files is involved in almost every part of the process in some way”, Hanna adds.

"We compared several systems, but M-Files stood out from the crowd. The system's interfaces were very good and enabled versatile integrations. In addition, M-Files was easier to implement than its competitors."

Hanna Juntto, Business Solutions Engineer, Raumaster

Key Challenges Before M-Files

Network Drives Slowed Down Work and Caused Versioning Problems

Before introducing M-Files, Raumaster relied on traditional network drives to manage its documents. As the organization expanded, this approach became increasingly difficult to maintain. Version control was limited, documents were hard to locate, and different teams could easily end up working on different versions of the same file.

"There were obviously problems with network drives, and version control, for example, was inadequate. Version control was one of the main reasons why M-Files was implemented", Hanna recalls.

Modernizing the Drawings Repository with M-Files

Initially, M-Files was acquired to replace the data management functions of Raumaster’s old archiving software, which was used to manage technical drawings. “We previously had our own archiving software for drawings, which was modernized with M-Files. In practice, we built our own system that used M-Files as a location for saving the files,” Hanna explains.

The transition was so seamless that many employees didn’t even realize they were using M-Files. “The employees used M-Files for the first couple of years without even knowing they were using it. his shows how well M-Files was embedded into the user interface of our own software", Hanna describes.

The M-Files Solution

M-Files was chosen because the platform offers versatile interfaces, strong integration capabilities, and straightforward implementation. "We compared several systems, but M-Files stood out from the crowd. The system's interfaces were very good and enabled versatile integrations. In addition, M-Files was easier to implement than its competitors", Hanna explains.

Streamlining Processes Across the Organization

Over the years, M-Files has grown from a drawing repository into a group-wide information management platform. Each of the five companies in the Raumaster Group has their own document vaults, and M-Files supports virtually all Raumaster's key business functions.

One of the most impactful solutions is the integration of M-Files with Raumaster's ERP system. This integration automatically provides documents with the correct metadata and enables the smooth transfer of information between systems. “A lot of information is imported from the ERP system and used in document metadata. In addition, the ERP provides direct access to documents related to the item in question", Hanna says.

Digitized Contract Management and Recruitment with M-Files Solutions

M-Files is also integrated with Visma Sign, enabling fast and fully digital signing of contracts. "Before, contracts were sent by email, printed, and scanned. Now the signing process is much faster and completely paperless", Hanna notes.

Recruitment processes have also been automated: applications submitted via the company’s website are automatically transferred to the M-Files HR vault. "M-Files also automatically sends emails to applicants. This solution works really well for us", says Hanna.

Microsoft 365 integrations play an important role as well. “Microsoft Teams is actively used in project teams, and Microsoft Outlook connectivity is currently being updated to a newer version”, Hanna explains.

In addition, Raumaster has recently implemented the M-Files Hubshare portal for receiving quality documents from subcontractors. “Previously, documents were sent by email to a specific address, but now they come directly to M-Files”, Hanna says.

M-Files Business Analysis Took Development to the Next Level

In 2025, Raumaster conducted an M-Files Business Analysis to assess the current state of the system and identify development needs, as the company's business and information management requirements had changed over a long period of use. “This was very thorough and useful work. It was important to see which metadata structures and processes really serve us and what could be eliminated or updated”, Hanna says.

The assessment was carried out in collaboration with M-Files experts, using actual usage data, interviews, and system architecture reviews. “It was good to get an outside perspective—someone who looks at the big picture and notices things that we ourselves may no longer notice after long-term use”, Hanna describes.

In addition to the technical findings, the analysis provided Raumaster with valuable insights into how the development of M-Files and user support can be organized even more effectively to support the company’s growth.

The assessment highlighted opportunities to strengthen coordination around development, ensure that documentation and ownership practices evolve with the business, and increase transparency into how the system is further developed. The analysis also confirmed that Raumaster’s broad user base and strong internal expertise form an excellent foundation for the long-term use of the system. Harmonizing training practices and improving access to learning materials were identified as ways to support users even better as M-Files continues to expand and evolve.

Clear Recommendations for Further Development

The analysis gave Raumaster a clearer picture of which parts of the system are used effectively, and which would benefit from updates. "We have so many use cases that it was important to stop and look at what is actually being used and what has been left behind", Hanna explains.

The result was a list of concrete development opportunities. “One significant finding was that the model of access control and user rights could be simplified,” Hanna mentions. “Another important thing was to identify old technical components in use that should be replaced with more modern solutions.”

The evaluation also offered valuable data to support decision-making. “This gave us a good basis for prioritizing the next areas for development. We have a lot of our own projects going on, so it was useful to get an outside perspective on what would bring the most value”, Hanna says.

“I think it was important to note that even though we know the M-Files well as a system, its use is so widespread that none of us can see everything. This analysis helped us understand our own use better”, Hanna summarizes.

The Results

Transparency, Efficiency and Speed with M-Files

M-Files has become one of the cornerstones of Raumaster’s business. "Raumaster's core business process document management is handled in M-Files," Hanna notes. "The fact that everyone has access to the same up-to-date documents is really important for the company."

Improved version management is one of the biggest benefits. “M-Files always has only one valid version, so we know that the information we are using is always up to date. This facilitates collaboration and reduces errors,” Hanna says.

Information retrieval has also improved significantly. "What I like most about M-Files is its metadata-based approach and search functions—I can find the information I need quickly and easily", says Hanna. “In addition, the fact that the system can be customized for so many different uses makes it a truly versatile tool for us.”

Long-term Partnership Enables Continuous Development

Raumaster uses M-Files not only for information management but also as a platform for continuous development. "We try to do as much as possible ourselves, but, when necessary, we contact our own M-Files consultant. This has worked well", Hanna says.

The company’s long-standing collaboration with M-Files has enabled significant digitalization and transformation of information management. Raumaster has moved from fragmented network drives to a unified and intelligent system that supports both day-to-day work and strategic decision-making.

“M-Files is an essential tool for us. The system supports our business at all levels and is constantly evolving with us”, Hanna concludes.

"M-Files is an essential tool for us. The system supports our business at all levels and is constantly evolving with us."

Hanna Juntto, Business Solutions Engineer, Raumaster

Latest Case Studies

Newsec

Charles River Laboratories

Katoni Engineering

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Architected for AI: A Strategic Guide to Modern Document Management

Tom Tang — Tue, 02 Dec 2025 17:36:11 +0000

Organizations depend on Microsoft 365 for collaboration and communication, yet scattered content, manual processes, and disconnected systems continue to slow work down and increase compliance risk. Architected for AI: A Strategic Guide to Modern Document Management shows how M-Files strengthens the Microsoft 365 environment by unifying information, automating governance, enriching metadata, and preparing connected data for AI. The result is faster workflows, improved visibility, fewer routine tasks, and stronger security and compliance across the business.

To fully realize these advantages, organizations need a modern, context-first document management system that enhances the Microsoft 365 experience rather than replacing it. M-Files connects content across email, Teams, SharePoint, and shared drives into a single governed framework built on connected data. Metadata adds clarity, governance becomes automatic, and AI tools gain the context they need to deliver reliable insights. Teams spend less time searching or recreating documents and more time managing meaningful work instead of routine tasks, with information that is secure, compliant, and ready for automation.

What’s Inside the eBook

This strategic guide will show you how to:

Eliminate silos and version chaos by unifying documents across all repositories (email, SharePoint, network folders, and more) into one governed system so everyone always finds the latest information effortlessly.
Accelerate work and save time with intelligent search that helps teams locate files by meaning and metadata, reducing time spent on routine tasks and improving collaboration across departments.
Strengthen security and compliance with automated governance that applies retention policies, access permissions, and audit trails consistently across all content.
Embed document management into daily workflows in Microsoft 365, including Teams, Outlook, and SharePoint, to increase adoption, streamline tasks, and improve process efficiency.
Unlock AI’s potential with clean, context-rich, connected data so tools like Microsoft 365 Copilot can deliver reliable, relevant insights rather than amplifying noise or risk.

You will also see real-world results, including a Forrester study where organizations achieved a 294 percent ROI over three years and reduced document search time by 50 percent by adopting these modern document management practices.

Who Should Read This

This guide is designed for:

CIOs, CTOs, and IT leaders driving digital transformation and AI initiatives who need to modernize how information is managed.
Information management and compliance officers (Records Managers, Legal/Risk teams) seeking better control, security, and oversight of documents and data.
Business and project managers in document-intensive industries (from professional services and accounting to engineering and construction) looking to streamline workflows and reduce operational delays.
Organizations invested in Microsoft 365 that want a smarter DMS to improve productivity, strengthen user experience, and prepare for AI.

Why Modern Document Management Matters: From Chaos to Context

By unifying critical information and embedding intelligence into daily work, a modern document management platform turns document chaos into clarity and control. It ensures that people have easy access to the right information at the right time, reduces duplication and errors, and protects sensitive data with built-in compliance. In the age of AI, having a clean, well-governed content foundation is essential because it allows AI solutions to deliver reliable insights rather than noise. In short, modern document management is not only about storing files. It is about enabling your organization to work smarter, faster, and more securely while minimizing risk across the business.

Don’t Let Legacy Systems Hold You Back

See how M-Files and Microsoft 365 together can transform your document management from a source of frustration into a competitive advantage. Start your free trial today to experience streamlined compliance, reduced risk, and enhanced collaboration firsthand.

The post Architected for AI: A Strategic Guide to Modern Document Management appeared first on M-Files.

Build a Stronger Business with Risk and Compliance Management

Tom Tang — Tue, 02 Dec 2025 15:58:02 +0000

The post Build a Stronger Business with Risk and Compliance Management appeared first on M-Files.

Max Grundig Clinic

heidi.immonen-isomaki@m-files.com — Wed, 19 Nov 2025 14:18:01 +0000

Transforming Healthcare Information Management with M-Files at Max Grundig Clinic

Highlights

Centralized and compliant information management: Unified control of more than 1.6 million patient documents, ensuring full compliance with GDPR and Germany’s Digital Healthcare Act (DVG).
Lower operational and ownership costs with M-Files Cloud: 17% lower monthly total cost of ownership and reduced annual IT maintenance costs by nearly 20% compared to the legacy setup.
Seamless access and collaboration: Secure access to patient records anytime and from any device.
Enhanced collaboration and communication with patients through M-Files Hubshare.
Future-ready digital foundation: Scalable and flexible platform supporting AI-driven innovation and enabling fully paperless clinical workflows.

Use Case

Customer Information Management
Quality Management

Industry

Medical & Health

Country

Germany

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Company Introduction

Located in southwestern Germany, near the French border, Max Grundig Clinic is a private hospital specializing in internal medicine, psychosomatics and radiology. The clinic emphasizes a holistic approach to health, treating body and mind as a unity and combining advanced diagnostics with preventive care. Its internal medicine service offers comprehensive health check-up programs, while the specialized psychosomatic clinic supports personalized treatment for mental health. The on-site radiology center features advanced imaging equipment to ensure seamless diagnostics and efficient care.

To continue providing high-quality, patient-centered services, the clinic identified the need for a comprehensive digital transformation. Its IT landscape, built around multiple legacy systems and on-premises infrastructure, was no longer adequate to support modern healthcare operations. The organization set out to create a unified, secure, and compatible information management environment that would improve efficiency, ensure compliance, and enable a seamless flow of information across all departments.

Key Challenges Before M-Files

Disconnected Systems and Information Silos

Before adopting M-Files, Max Grundig Clinic operated in a complex and disconnected IT environment that created significant inefficiencies. Each department, including radiology, administration, and nursing, used its own system to store information separately. Most documents were static PDFs without metadata, which made it difficult and time-consuming for staff to locate important patient information. Physicians often had to search through multiple systems to find a single document, which slowed decision-making and reduced productivity.

Limited Searchability and Rigid Archiving

The clinic’s SAP-based archiving process added another layer of complexity. Each document received a unique ID that linked it to the system. If the archiving interface failed or the ID was lost, the file became inaccessible. Searching within documents or by medical terminology was not possible, which limited the ability to retrieve critical information quickly. Meanwhile, paper-based workflows persisted in some departments, further contributing to inefficiency.

Scalability and Compliance Challenges

Storage and compliance were ongoing concerns. With over 1.6 million documents in its systems, including patient files that must be stored for ten years and radiology images that must be retained for thirty years, the clinic’s infrastructure was under strain. Expanding capacity required manual intervention, and downtime during maintenance was common. “We had to constantly monitor storage and system stability,” explains Max Grundig Clinic's Chief Information Officer Arne Lehmann. “It was clear we needed a more intelligent and scalable solution.”

"M-Files became the rock in the sea for us. Even if local systems go down, we can still access patient data securely from anywhere."

Arne Lehmann, Chief Information Officer, Max Grundig Clinic

"We learned a lot from M-Files’ unique approach to information management, which focuses on metadata rather than just documents."

Arne Lehmann, Chief Information Officer, Max Grundig Clinic

"By combining M-Files and AI, we can pre-analyze patient data and present only what’s relevant. That saves time and helps our physicians focus on care."

Arne Lehmann, Chief Information Officer, Max Grundig Clinic

The M-Files Solution

After assessing several providers, Max Grundig Clinic selected M-Files for its metadata-driven architecture and cloud-based design. The clinic sought more than just a storage solution, but a system that could intelligently organize, structure, and connect information across the organization.

Building Reliability and Scalability with M-Files Cloud

The clinic replacing on-premises servers with a modern, secure and scalable M-Files Cloud environment. This deployment immediately improved reliability and eliminated downtime caused by maintenance or hardware issues. M-Files also fully complies with Germany’s Digital Healthcare Act (DVG) and the Germany's latest cybersecurity certifications, which allows certified cloud storage of patient data under strict legal and security standards.

Centralized Access and Integration with M-Files Web Client

M-Files now serves as a central information hub for all medical and administrative documents. Its metadata-driven approach allows users to find information by patient name, document type, or clinical relevance instead of relying on file names or folders. Full-text OCR makes every document searchable. The M-Files Web Client provides secure access from any device, giving physicians and staff flexibility to work on desktops, tablets, or smartphones without installing local software.

Seamless HIS Integration and External Collaboration with M-Files Hubshare

Integrating M-Files with the hospital information system (HIS) has further improved usability. Physicians can open documents directly from a patient record and access all relevant information in one view. The clinic is also leveraging M-Files Hubshare, which enables the clinic to share reports, consent forms, and invoices securely with patients and external partners. “M-Files became the rock in the sea for us,” says Arne. “Even if local systems go down, we can still access patient data securely from anywhere.”

The Results

Improved Efficiency and Compliance

Since implementing M-Files, Max Grundig Clinic has transformed its information management processes. Physicians can now locate patient information within seconds, supported by metadata and full-text search across all digitized records. Each department has customized access views to match its workflows. For example, cardiologists immediately see electrocardiograms (ECGs) and previous test results, while the finance team has access only to authorized financial documents. This tailored approach has improved both efficiency and compliance.

Lower Annual IT Costs and Reduced Total Cost of Ownership

The transition to M-Files Cloud has delivered measurable cost savings. By retiring its legacy archiving system, the clinic reduced the annual IT maintenance and infrastructure costs by nearly 20%, while gaining a more reliable and scalable environment. Storage capacity now adjusts automatically, removing the need for manual management. “I no longer have to think about storage space,” Arne notes. “It adapts automatically in the cloud.”

A detailed total cost of ownership (TCO) analysis confirmed further financial benefits. By choosing M-Files, the clinic eliminated the need to invest in new hardware, software, and licenses for a replacement archiving system. Over a five-year comparison period, the total monthly cost of operating M-Files proved 17% lower than maintaining an on-premises setup.

"I no longer have to think about storage space. It adapts automatically in the M-Files Cloud."

Arne Lehmann, Chief Information Officer, Max Grundig Clinic

Importantly, the old archiving system offered no additional capabilities beyond basic storage. M-Files, by contrast, provides enhanced functionality such as metadata, workflow automation, and M-Files Hubshare for secure collaboration. The calculated savings reflect only infrastructure costs and do not yet include the broader process efficiencies and productivity gains that M-Files has brought to the clinic.

Enhanced Patient Experience and Future Vision

Patient communication has also significantly improved. Through M-Files Hubshare, patients can receive pre-visit documents, consent forms, and radiology images digitally. International patients can access reports remotely, and administrative teams can exchange information securely. “Our patients love it,” Arne says. “They can review materials at home and communicate with us more easily.”

Looking ahead, Max Grundig Clinic plans to build a patient portal that will include online scheduling, telemedicine services, and digital signatures, all supported by M-Files and M-Files Hubshare. The clinic is also preparing to integrate AI-driven solutions that can transcribe physician-patient discussions and extract key medical information automatically. “By combining M-Files and AI, we can pre-analyze patient data and present only what’s relevant,” Arne explains. “That saves time and helps our physicians focus on care.”

Customer Experience and Collaboration with M-Files

The implementation process was smooth and efficient, with the project team at Max Grundig Clinic highlighting the professionalism and responsiveness of M-Files throughout the collaboration. “The project experience was very straightforward,” Arne recalls. “We learned a lot from M-Files’ unique approach to information management, which focuses on metadata rather than just documents.” He noted that the M-Files Technical and Support teams consistently delivered quick responses and practical solutions. Even when new requirements arose, such as integrating AI-driven services, M-Files demonstrated flexibility and openness to innovation. “The Support is fast, the collaboration is solution-oriented, and there’s a clear sense that nothing is impossible,” Arne concludes. “That makes M-Files a valuable long-term partner for us.”

"Our patients love M-Files Hubshare. They can review materials at home and communicate with us more easily."

Arne Lehmann, Chief Information Officer, Max Grundig Clinic

Key Benefits

Unified and cloud-based document management across all departments
Quick and accurate search of more than 1.6 million records
Improved GDPR compliance and role-based data security
17% lower monthly total cost of ownership compared to legacy systems
Nearly 20% reduction in ongoing IT maintenance costs annually
Better collaboration and patient communication through M-Files Hubshare
Scalable foundation for AI-powered innovation and paperless operations

"M-Files Support is fast, the collaboration is solution-oriented, and there’s a clear sense that nothing is impossible. That makes M-Files a valuable long-term partner for us."

Arne Lehmann, Chief Information Officer, Max Grundig Clinic

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