Document Management in the age of AI – From legacy systems to WorkPoint 365
It’s something WorkPoint Partners see time and time again across different sectors: legacy document management solutions struggling to keep pace with the demands of modern collaboration, compliance, and AI-powered tools.
Gartner’s recent research on document management confirms what many CIOs and CTOs already knew: the document management space is evolving fast. Organizations are modernizing, moving away from outdated legacy document management systems to platforms that work seamlessly with the environment where most of their employees collaborate and manage business processes: Microsoft 365.
If your organization is ready to rethink how work gets done, the message is loud and clear: choose a document management system that supports your business processes and builds on Microsoft 365. We spoke with WorkPoint CCO, Aaren Ekelund, to find out more.
"Microsoft is the de facto standard for collaboration and working with documents. WorkPoint 365 helps organizations empower their teams by bringing structure, compliance, and collaboration together in ways that fit their unique business processes."
- Aaren Ekelund, CCO, WorkPoint
How Gartner defines 'document management'
The Gartner Magic Quadrant for Document Management defines document management as the tools and practices used to capture, store, process, and access documents and content for personal, team, and enterprise needs.
In the modern workplace, the role of document management is elevated beyond basic file storage and archival systems: it sits at the very heart of collaboration, compliance, operational processes, and governance.
What to expect from a document management system
Gartner makes it clear: any document management system (DMS) is only as strong as its foundations. At the very least, it must offer lifecycle content storage, metadata to keep documents organised, and powerful search to make them findable.
Core repository functions, such as version control and check-in/check-out, prevent organisational chaos, while role-based security protects sensitive data. Equally important is the integration of document management tools with the digital workplace to uphold information governance in line with compliance and retention standards.
Effective DMS platforms must also integrate with other business-critical systems such as ERP and line-of-business applications to populate metadata and connect documents directly to business processes.
Key differentiators in document management tools
A number of key differentiators separate leaders from the pack. True enterprise-grade document management platforms provide deployment flexibility backed by easy-to-use administrative functions, and analytics for control and insight.
They also provide ‘anywhere access’ across devices, APIs for custom workflows, and collaboration tools such as co-authoring and secure sharing. AI is increasingly deployed to enhance classification and metadata tagging.
In terms of outcomes, expect to make efficiency gains from enterprise app integration, capture services like OCR, and workflow automations.
Why automation is critical to document management
Automation is one of the strongest themes highlighted by Gartner. In modern document management, automation is a necessity. Without automation, organisations risk being overrun by manual, error-prone processes that slow down decision-making and increase compliance risks.
That’s where companies can gain immediate value from their AI investments. Solutions that embed AI within the DMS to interpret, autofill, and take actions in workflows, drive measurable productivity gains, and reduce repetitive tasks from day one. There are three common use cases:
-
Document review and approval lifecycles: speeding up sign-offs without human bottlenecks
-
Case-centric processes: orchestrating content and tasks around specific business transactions
-
Electronic signatures: enabling secure, fast, and compliant approvals
The new standard for intelligent document management
Gartner’s research highlights two central realities shaping document management today:
-
Around 70–80% of enterprise information is unstructured, making effective document management critical for unlocking business value
-
Buyers are prioritising AI-enabled capabilities such as metadata extraction, document classification, and AI-powered solutions that seamlessly integrate with Microsoft 365 (where most daily work happens)
These insights define what modern organisations should expect from a DMS: AI-infused intelligence, automation at scale, secure integration, and extensibility. This is exactly where WorkPoint 365 delivers value, helping organisations transition from legacy systems to intelligent, future-ready document management built on top of the trusted and secure Microsoft 365 foundation.
How WorkPoint extends the value of Microsoft 365
WorkPoint 365 is built on Microsoft 365 because it provides the building blocks for an AI future-proof, secure, compliant, and user-friendly DMS. With WorkPoint 365, we help organisations prepare for the future of work, where AI and automation redefine how we interact with content to support business operations.
All that unstructured data is messy, complex content that must be managed securely and intelligently if an organization wants to compete in a digital-first, AI-enabled economy.
WorkPoint 365 brings structure to the chaos. Built directly on top of Microsoft 365, our platform doesn’t try to replace or compete with Microsoft: it extends and enhances its strengths. WorkPoint 365 provides:
- Tailored and modularized document management solutions aligned to different business processes and industry-specific needs
- Deeper case, contract, and project management capabilities layered on top of Microsoft 365, with easy-to-configure workflows for automation and streamlined operations
- Optimized compliance and governance tools, addressing some of the limitations organizations face when relying solely on out-of-the-box features
- Partner-driven expertise, ensuring that solutions are implemented in ways that perfectly fit each customer’s unique requirements, and building on our partner ecosystem’s horizontal and vertical expertise
In other words, we take Microsoft’s robust foundation and turn it into a fully-fledged, intelligent document management system designed for complex, real-world scenarios.
The future of intelligent document management
The document management market is mature, but it’s far from dormant. The infusion of AI, the move to Software as a Service (SaaS) business models, and the shift toward specialised content experiences mean that change is accelerating.
WorkPoint 365 helps organisations not just keep up with this evolution, but get ahead. Because in the end, document management isn’t about documents: it’s about enabling people to work smarter, faster, and more securely in an age defined by information.
Curious to learn more about bringing structure, collaboration, and compliance to your documents?
