Microsoft SharePoint Document Management with NAVOO® Governance
Structure, protect, and optimize your documents with intelligent governance
The Most Important Things at a Glance: Sharepoint Document Management
SharePoint has long been more than just a storage location for files. When used correctly, it becomes a document management system (DMS) that makes content available securely, transparently and efficiently.
- Core idea: Documents are structured, classified and managed in a controlled manner.
- Problem: Without a clear storage and governance strategy, SharePoint grows uncontrollably and loses its overview.
- Solution: NAVOO® Governance complements SharePoint Online with lifecycle processes, SharePoint site templates and central authorizations and approvals.
- Goal: Full control, maximum flexibility, sustainable security and no uncontrolled growth.
A document management system (DMS) is the basis for efficient and secure working. It ensures that documents are always available, clearly organized and protected against unauthorized access.
SharePoint Online is part of Microsoft 365 and can be used as a powerful DMS. But without clear rules, there is a risk of data chaos, redundant filing and security risks. This is where NAVOO® governance comes in: with clear structures, automated processes and compliance functions.
Why Use Sharepoint as a DMS?
Seamless integration into Microsoft 365
SharePoint is connected to tools such as Teams, OneDrive and Power Platform. This creates a standardized working environment without isolated solutions.
Collaboration in real-time
With SharePoint as a document management system (DMS), several people can work on files at the same time. Changes are synchronized in real time, making duplicate versions a thing of the past.
Cost benefits through existing licenses
SharePoint is included from Microsoft 365 Enterprise E1 - including 1 TB of cloud storage per tenant. This makes SharePoint a powerful and economical DMS.
Typical Challenges in Sharepoint Document Management
Many companies report similar problems:
- Proliferation of sites, libraries, and documents
- High manual effort for filing, maintenance, and authorization management
- Lack of transparency for access rights and guest accounts
- Data protection and compliance risks with external approvals
- time-consuming search for relevant content
- Unclear handling of protection classes and classifications
The consequences: employee frustration, inefficient work processes, and potential security risks. Without a clear strategy for governance and compliance, the full potential of Microsoft SharePoint remains untapped.
Our Solution: Microsoft Sharepoint Document Management with NAVOO® Governance
Many companies face the challenge of managing their SharePoint environment in a secure, structured, and compliant manner. With NAVOO® Governance from Arvato Systems, you can expand SharePoint into a fully-fledged document management system – tailor-made for your Microsoft 365 environment.
The solution integrates seamlessly into your existing infrastructure, offering practical tools for clear structures, automated guidelines, and efficient access management. This allows you to retain control over your sites, content, and authorizations at all times – transparently and audit-proof.
NAVOO® Governance supports you in professionally managing your Microsoft 365 services, such as Groups, SharePoint, and Teams - based on proven best-practice templates.
NAVOO® Governance Functions at a Glance
- Standardized structures through best-practice templates
- Integrated governance settings and metadata
- 90 % ready for immediate use, flexibly expandable
- Users can create sites and libraries themselves
- Approval processes secure sensitive steps
- IT retains transparency and control at all times
- Automated checks of all sites and approvals
- Documented results for audits and compliance
- Responsibility remains with the site owners
- Rule-based archiving and deletion of inactive content
- Notifications for renewals
- Order and overview instead of data proliferation
- Precise role models for owners, members and guests
- Time-limited authorizations with automatic expiry
- Secure cooperation with internal and external partners
- Automatically apply naming conventions, memory limits and minimum and maximum number of site owners
- Monitoring against uncontrolled use
- Governance happens in the background
- Dashboards for admins and specialist departments
- Real-time overview of usage, storage and authorizations
- Compliance at a glance at all times
- Structured creation and management of external accounts
- Define expiration dates for guest access
- Assign responsibilities clearly
- Transparent assignment of rights at folder level
- Avoidance of confusing authorization chains above certain hierarchy levels
- Transparent sharing and reliable protection of sensitive content
Your Advantages with NAVOO® Governance
Productivity & Efficiency
Optimized and well-documented use cases and tools for Microsoft SharePoint and Teams.
Compliance & Security
Secure company-wide data management for different usage scenarios.
User friendliness
Self-services and predefined implementation processes promote acceptance.
Fast start
Quick activation of best practice templates and the blueprint for your governance strategy.
Cost savings
Less support effort, less memory required.
What Savings Potential Does NAVOO® Governance Offer in Detail?
Security and quality are often difficult to measure. But if you look at process runtimes and the additional work involved in filing, authorizations and support requests, it becomes clear that NAVOO® governance can achieve significant time and cost savings in all areas.
Specialist managers - less configuration and maintenance work
NAVOO® Governance offers high added value, especially for site owners and technical managers:
- More restrictive rules for site creation and approvals ensure clear structures.
- Self-services make it possible to implement standard tasks such as approvals or authorization checks independently.
- Automated metadata and label inheritance facilitate structuring and improve the findability of documents.
Effect: Processes are faster and more standardized, search times are reduced, and projects can be started without delays.
Administration & security - less checking and control effort
NAVOO® Governance relieves administrators by automating central administrative tasks:
- Creation, deletion, and restoration of user accounts, including guest accounts
- Management of SharePoint sites and M365 groups, including authorizations and approvals
- Fully automated management of the life cycle of sites and content
Effect: IT teams significantly reduce manual control effort, compliance is reliably maintained, and security standards remain consistently high.
Support & Helpdesk - fewer incidents and requests
NAVOO® Governance noticeably reduces the support effort and strengthens the independence of users:
- Authorizations for sites, directories, and documents can be managed independently.
- Guest accounts are easily created and managed.
- New sites can be created with just a few clicks, thanks to predefined templates.
Effect: The number of incidents and service requests decreases significantly, while support teams are relieved. Employees work more independently and productively.
Our Approach for Your Success
In our workshops, our experienced experts provide you with in-depth knowledge and practical advice. We work with you to develop the best solution for your company. We rely on a structured approach that spans from analyzing your current environment to technical implementation, providing transparency, proven results, and comprehensible solutions.
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1. Actual state analysis
Record status quo
We start with a thorough inventory of your Microsoft 365 environment:
- Use of SharePoint, Teams, and other tools
- Structures and data storage
- Existing role concepts
- Relevant use cases and processes
- Input for transformation, migration, and change management
Result: You get a clear picture of your current situation and initial optimization potential.
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2. Reports
Facts for decisions
We create comprehensive reports to accompany the ACTUAL analysis:
Site/team report:
- Number and memory consumption of your sites
- Identification of inactive or outdated sites
- Usage data and persons responsible per site
- Analysis of release settings
Guest user report:
- Analysis of all existing guest accounts in Entra
- Recognition of guests who have never been active but still have access
- Identification of inactive guest accounts (e.g., for several months)
Content report:
- Inventory of your SharePoint documents
- Check permissions at the directory and document level (e.g., Everyone)
- Versioning and age/up-to-dateness of content
- Use of labels (retention, data protection)
- Use of content types
- Storage space consumption and distribution
Result: You receive measurable KPIs as a basis for the concept.
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3. Target concept
Governance made to measure
Based on the actual results, we develop a customized governance concept for your SharePoint document management:
- Definition of use cases and structures
- Creation of SharePoint site templates
- Definition of governance processes and responsibilities
- Definition of authorizations and classifications
- Auditing of content (sensitivity labels, metadata, etc.)
- Development of strategies for guest users and life cycles
Result: A clearly documented target concept with architecture, processes, and guidelines that can be implemented directly.
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4. Configuration & pilot operation
Implementation in practice
We transfer the target concept to your Microsoft 365 environment and test it together in pilot operation:
- Setting up global Microsoft 365 tenant settings (SharePoint, OneDrive, Teams, Entra ID)
- Implement governance and security settings
- Provision and introduction of the M365 architecture
- Test phase with fine-tuning in pilot operation
Optional: Rapid deployment of a NAVOO® governance pilot – for immediate results.
Frequently Asked Questions About NAVOO® Governance
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Why is a SharePoint governance strategy necessary?
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Why is a governance strategy for SharePoint document management so important?
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How can user accounts, requirements and content be managed efficiently in SharePoint?
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Why is NAVOO® Governance suitable as an introduction to IT governance?
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What adaptations are necessary for use?
No fundamental changes are required to use NAVOO® Governance. The solution can be easily integrated into existing systems and supports the further development of existing structures. Intuitive, automated processes simplify day-to-day work and ensure that employees can easily comply with governance guidelines - without any additional effort.
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Can I use NAVOO® Governance independently of other NAVOO® modules?
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