An Australian healthcare provider needed a more controlled, auditable and reliable approach to managing policies, procedures and other business-critical documents.
As its document estate grew over time, the controlled document environment had become difficult to trust and manage at scale. Staff were using outdated or unapproved information, while governance teams had to manually track versions, approvals, reviews and audit evidence. This created inefficiency, reduced confidence in the document library, and made consistent document control harder to sustain across the organisation.
To address these challenges, the organisation implemented Injio Docs, transforming SharePoint Online into a governed document management environment with structured workflows, lifecycle controls, metadata-driven search and Read & Acknowledge tracking.
The result was a trusted version of record for controlled documents, built entirely within Microsoft 365.
At a Glance
- Client: An Australian healthcare provider
- Industry: Healthcare, NFP
- Organisation size: Approximately 175 authorised users
- Controlled Documents: Approximately 800
- Challenge: Managing a large set of controlled documents with stronger governance, findability, review, approval and acknowledgement processes
- Solution: Injio Docs delivered on SharePoint Online with controlled document libraries, lifecycle workflows, metadata-driven search, Read & Acknowledge tracking and reporting
- Technologies: SharePoint Online, Microsoft 365, Power Automate, SPFx, PnP Modern Search, Injio Read & Acknowledge
- Headline result: A governed SharePoint document management environment that made it easier for staff to find approved information and reduced reliance on manual document processes. Importantly, the new system provided document evidence of approvals, reviews and acknowledgements, crucial for the organisations governance requirements.
- Service pillar: Injio Docs, controlled document management, SharePoint document governance
The Challenge of Managing Controlled Documents at Scale
As the organisation’s library of policies, procedures and operational documents grew, maintaining confidence in document accuracy became increasingly difficult. It was difficult to confirm which version of a document was current, whether it had been properly reviewed and approved, or how it related to supporting policies, procedures and guidelines. As a result, staff risked relying on outdated or unapproved information, while governance teams had to spend additional time managing reviews, approvals, publication status and audit evidence manually. This created inefficiency, reduced confidence in the document library, and made consistent document control harder to sustain across the organisation. Staff needed a faster way to find approved information, while governance stakeholders needed evidence that documents had been reviewed, approved and acknowledged.
The healthcare provider knew they needed a system to strengthen document governance but they didn’t want to introduce another standalone platform.
Extending SharePoint with Controlled Document Management
WebVine worked with the organisation to create a governed document management environment within Microsoft 365 using Injio Docs and SharePoint Online.
Rather than replacing existing Microsoft 365 investments, the solution enhanced SharePoint with structured document governance, automated lifecycle workflows, approval processes and acknowledgement tracking.
The result was a single source of truth for policies, procedures and other controlled documents, making it easier for staff to find the information they needed while giving governance teams greater visibility and control.
The implemented environment included:
- Controlled document libraries for governed authoring, publishing and archiving.
- Workflow-driven publishing and review processes.
- Metadata-driven search and filtering to improve document findability.
- Governance workflows.
- Powerful Search capability.
- Read & Acknowledge tracking and reporting.
- Integration with the organisation’s existing intranet search experience and Read & Acknowledge Inbox page.
Stronger Compliance, Better Findability, and Greater Confidence
Improved confidence in document governance
The organisation established a structured approach to document management, helping ensure policies and procedures remained current, approved and easier to manage throughout their lifecycle.
Faster access to approved information
Metadata-driven search and controlled document libraries made it easier for staff to locate current information, reducing reliance on manual searching and inconsistent document storage practices.
Stronger compliance and audit readiness
Review workflows, approval records and Read & Acknowledge tracking provided documented evidence of governance activities, helping support compliance, accreditation and internal audit requirements.
Built on Microsoft 365
Because the solution was delivered within SharePoint Online, the organisation avoided introducing another disconnected platform while creating a scalable foundation for future governance and information management initiatives.
Frequently Asked Questions
What is controlled document management?
Controlled document management is the process of managing policies, procedures and other critical documents through defined approval, review, publishing and archival processes. It helps organisations maintain document accuracy, consistency and compliance.
Can SharePoint be used for controlled document management?
Yes, but many organisations require additional governance capabilities such as approval workflows, review schedules, acknowledgement tracking and reporting. Injio Docs extends SharePoint with these capabilities.
How does Injio Docs improve SharePoint document management?
Injio Docs adds structured governance, document lifecycle management, approvals, review workflows, metadata-driven search and Read & Acknowledge functionality to SharePoint Online.
Which industries use Injio Docs?
Injio Docs is suitable for organisations that need stronger document governance, including healthcare, aged care, disability services, government, education, manufacturing and other compliance-driven industries.
