Controlled Document Management Made Easy with M-Files

We help organisations simplify document control, improve audit readiness, and reduce risk using intelligent document management software powered by M-Files.


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  • Easily control document versions, approvals and access automatically
  • Maintain audit-ready documentation with full traceability
  • Reduce operational and compliance risk across your organisation
  • Supports ISO 9001-aligned document control and quality management requirements


100+

Satisfied clients across Australia

1+

 Hours per day saved per knowledge worker

50%

Improvement in document searching and retrieval

Document Chaos Creates Risk - Slows Everything Down


When documents are spread across folders, inboxes, SharePoint sites, and disconnected systems, control is lost. Teams work from outdated versions, compliance becomes harder to prove, and critical processes slow down.


Most organisations already have tools in place. The problem is those tools weren’t designed for controlled documents, compliance, or complex workflows.



This leads to:

  • Uncertainty around which document is the latest approved version
  • Manual processes that introduce risk, delay, and rework
  • Difficulty demonstrating audit readiness and compliance
  • Limited visibility across teams, systems, and locations


We help organisations take back control of their documents and information — replacing document chaos with intelligent, automated document management systems that actually work.


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Document Management System Australia DMS Australia EDMS records management software

A Smarter Approach To Document Control

We implement intelligent document management systems using M-Files that adapt to how your organisation works — enforcing control, governance, and compliance automatically.



Our solutions are designed to support ISO 9001 quality management requirements by ensuring documents are controlled, approved, versioned, and auditable. This helps organisations maintain consistent processes, demonstrate compliance, and reduce risk across their quality management systems.

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YOUR COMPLETE DOCUMENT CONTROL SOLUTION

Built For Organisations Where Document Control and Compliance Matter

We have implemented document management solutions for a wide range of industries, including:


  • Engineering and Construction, 
  • Financial Services, 
  • Legal and Professional
  • Healthcare and Aged Care
  • Government and Local Authorities
  • Manufacturing, Energy and Utilities
  • Education and not-for-profit.


Each solution is tailored to each organisation, taking into account their specific workflows, compliance obligations, and operational requirements — ensuring long-term control and confidence.

Read more About Controlled Documents

Our Document Management Services

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Ensure document accuracy, version control, approvals, and compliance across the entire document lifecycle.


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Remove manual handling and automate document approval processes that slow teams down.


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Maintain control, visibility, and defensible audit trails while reducing administrative burden.


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Unlock the full value of your documents with metadata-driven organisation, automation, and AI-ready capabilities.


Fully Customised Icon
Fully customised for you
We work alongside your organisation to develop a customised solution to suit your needs.
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Fully supported
We are here in the long run to support your system. No long waits on hold. 
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Experienced
We are experienced in designing systems across a wide range of sectors. 
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FROM DISCOVERY TO LONG-TERM CARE

Tailored document management solutions

Comprehensive consultation process to understand your business needs and processes

Collaborative system construction process to ensure that your document management solution fully addresses your organisation’s pain points and future directions

Implementation support including customised training delivered by M-Files experts and access to the M-Files Academy

Long-term solution advice and care fostered through a close working relationship between our experts and your organisation

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YOUR PATHWAY TO A CUSTOMISED

M-FILES SOLUTION

It's all about you

Discovery: Thanks for getting in touch! Here we will explore your business needs and prepare a tailored product demo for our next get-together.


Demo: What you’ve really been waiting for. One of our experts will demonstrate key features of M-Files that are of most interest to you.


Proposal: We will develop a detailed written proposal outlining deliverables, estimated costings, and project timelines for your consideration.


Welcome aboard!

Solution co-design: Congratulations, you’ve decided to join the M-Files community. We’ll now start working closely with you to design your solution with a series of get-togethers. 


Solution construction: After we’ve all agreed on project scope and final costings, our M-Files-certified solution engineers get busy constructing your solution.


Solution validation: We now take a look at your solution together to validate that it is fit for purpose. We will tweak the solution based on your feedback. 


End-user training: We now introduce your team to the intricacies of your new M-Files solution. Our training is hands-on, done in small groups, and conducted by M-Files certified trainers.


Post-delivery support: Here we encourage a period of internal testing. We happily make adjustments to the solution to ensure it is perfect before ‘going live’.  



Here for the long haul

We firmly believe that implementing an M-Files solution is a journey, not a destination.


Experience has taught us that business needs evolve. Your enterprise content management solutions needs to adapt accordingly. We are here to support you all the way. 


With in-house technical specialists and access to M-Files technical resources, we will ensure your solution serves you well.


We proactively encourage regular review meetings with our clients and are only ever a phone call or email away if you need help.



Trusted by Organisations Where Document Control Matters

Supporting organisations  across regulated and compliance driven industries


READY TO SIMPLIFY DOCUMENT CONTROL

AND REDUCE RISK?

Talk to a specialist about your document management challenges and

how M-Files can support control, compliance, and audit readiness across your organisation.


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Frequently Asked Questions

  • What is controlled document management?

    Controlled document management ensures critical documents like SOPs, policies and manuals are accurate, approved, traceable, and compliant at all times. Our solutions ensure your staff only ever see the latest, approved version.

  • How does M-Files support ISO 9001 compliance?

    M-Files makes ISO 9001 compliance easier by streamlining controlled documents management, automating version control and, approval workflows, maintaining rigorous audit trails, while ensuring only authorised users can edit critical documents. 


    This helps organisations manage quality documentation consistently and demonstrate compliance during audits.

  • How is M-Files different from SharePoint?

    M-Files uses metadata instead of folders, enabling better control, automation, and audit readiness. 

    M-Files closes common SharePoint loopholes when it comes to controlled document management, such as opt-in version control, manual file naming, and ability for users to delete previous versions of critical documents.

  • Is M-Files suitable for regulated organisations?

    Yes. M-Files supports rigorous compliance, audit trails, version control, and governance requirements. Unlike generic document management platforms like SharePoint, M-Files is built specifically with compliance in mind.

  • How long does implementation take?

    Implementation timelines vary, but many organisations see value quickly through phased rollouts. 

    A preconfigured solution can be rolled out in as little as 2 – 4 weeks.

  • Can M-Files integrate with existing systems?

    Yes. M-Files integrates with Microsoft 365, ERP, and CRM systems. 

    M-Files is the only document management platform on the market to natively integrate with the Microsoft 365 ecosystem.

  • What support do you provide after implementing an M-Files solution?

    We believe that implementing M-Files is a journey, not a destination. 


    Once your system ‘goes live’, we are there to back you up. We offer a ‘vault refinement period’ where we work with you and your team to refine your M-Files solution based on user feedback. 


    From then on, we are committed to supporting you. We handle any support requests, and we proactively initiate regular review meetings to ensure your M-Files evolves along with your changing business needs.

  • Is my data secure in M-Files?

    Absolutely! M-Files Cloud solutions are hosted within secure Microsoft Azure infrastructure in Australian data centres. Data is fully encrypted at rest and in transit. M-Files Cloud is fully-compliant with a range of internationally-recognised security certifications such as ISO 27001, GDPR and HIPAA.


    On-premises M-Files solutions hosted on a local or private cloud server typically feature security precautions such as firewalls, proxy servers and encrypted connections between client PCs and server. 


    Further, M-Files supports multi-factor authentication (MFA) using common identity providers such as Microsoft Entra. MFA can be enabled for M-Files Cloud and on-premises hosted solutions.

  • What is a document management system?

    Document management systems are often referred to using interchangeable terms such as DMS, EDMS (electronic document management system), content management system (CMS), or records management system. These are all computerised, digital systems used to store, share, track, and manage files or documents. 


    A DMS allows organisations to efficiently handle their documents, whether they are electronic files (such as PDFs, word processing documents, or digital images) or paper-based content. A DMS provides a centralised repository where documents can be stored, organised, and accessed by authorised users.


    M-Files is a global market leader for document management systems. Innovative Content Management is a leading Australian authorised M-Files delivery partner with over a decade’s experience designing and implementing M-Files document management solutions.

  • How much does an M-Files solution cost?

    The cost of a system consists of implementation/configuration costs and ongoing M-Files subscription costs. M-Files is a software as a service (SaaS) offering and therefore operates on a subscription pricing model based on the number of users who need to access the system. Each M-Files solution is different and costs vary considerably. Please schedule a no-obligation demo consultation with us to find out more.

  • Do I need a server to host M-Files?

    M-Files can be hosted locally on a server or in M-Files Cloud. Each approach has its own strengths and limitations. Hosted in Microsoft Azure, M-Files Cloud offers very high information security and availability and very low maintenance costs. An on-premise server can offer enhanced flexibility for when data storage needs are high. Schedule a consultation with us to discuss the best M-Files hosting solution for your needs.



  • What system administration requirements are needed for M-Files?

    Once your M-Files solution is initially configured it can be put to straight to work, though there will inevitably be situations in the future such as:


    • A new employee needs to be set up with access to M-Files
    • An employee resigns and their M-Files access needs to be removed and their license reallocated
    • A new document class is needed
    • Access restrictions to certain documents or information need to be changed
    • A new workflow is needed or an existing workflow edited

    M-Files therefore needs a System Administrator, a person who M-Files users in your organisation can go to request changes. We can either train some of your staff in M-Files system administration, or you can choose to outsource M-Files system administration to us.