Enterprise Document Management at Scale
A leading multi-property real estate portfolio centralized 700K+ documents across 20+ properties into a single AI-powered platform — saving $6M in operational costs with automated workflows, intelligent search, and full compliance tracking.
Document Chaos Across 20+ Properties
Managing hundreds of thousands of documents across a sprawling real estate portfolio meant fragmented storage, failed searches, and compliance nightmares.
Hundreds of thousands of documents scattered across disconnected file shares, email attachments, and local drives with no single source of truth.
Regulatory compliance and retention tracking required manual effort — audit preparation took weeks of searching and compiling documentation.
Documents lacked consistent metadata, making classification and retrieval nearly impossible across a 20+ property portfolio.
Finding a specific lease, amendment, or insurance certificate meant searching multiple systems — often taking hours per request.
Document approvals happened over email with no tracking, no audit trail, and no enforcement of review sequences.
Before vs. After DocuArc
Drag the slider to reveal the transformation across every dimension of document operations.
Building DocuArc in 6 Phases
A structured, phased approach ensured zero disruption to day-to-day operations while transforming document management across the portfolio.
Information Architecture
Designed a governed taxonomy aligned with the property hierarchy, retention rules, and compliance requirements — the foundation for every feature that followed.
SharePoint Platform Build
Built the core SharePoint Online document management platform with content types, metadata schemas, and role-based access controls across all properties.
Wave-Based Migration
Migrated 700K+ documents from legacy file shares and mailboxes in controlled waves — property by property — without disrupting operations.
Automated Workflows
Deployed Power Automate workflows for document approvals, retention enforcement, and notification routing across the organization.
AI-Powered Search
Integrated Azure Cognitive Search for intelligent document retrieval — employees find any document across all properties in seconds.
Analytics & Optimization
Power BI dashboards for document usage analytics, compliance status, and storage optimization — giving leadership operational visibility.
Inside DocuArc
A modern, governed platform that empowers every stakeholder across the portfolio.
Unified Document Hub
All 700K+ documents accessible from a single SharePoint-based portal with property-level navigation and enterprise search.
- Property-level site hierarchy
- Cross-property search
- Bulk upload & migration tools
AI-Powered Search
Azure Cognitive Search enables natural language queries across the entire document corpus with faceted filtering.
- Natural language queries
- Faceted search & filters
- Content extraction from PDFs
Automated Workflows
Power Automate handles document approvals, retention enforcement, expiration alerts, and stakeholder notifications.
- Multi-level approval chains
- Retention policy enforcement
- Expiration alerts & notifications
Compliance Dashboard
Power BI provides real-time compliance status, audit readiness scores, and document lifecycle analytics.
- Audit readiness tracking
- Retention compliance reports
- Usage analytics & insights
Built for Every Stakeholder
From property managers to C-suite executives — DocuArc serves the entire organization.
Property Manager
Quick access to leases, vendor agreements, and insurance certificates for their properties.
Legal Counsel
Full-text search across all legal documents with version tracking and approval history.
Compliance Officer
Automated retention tracking, audit reports, and regulatory compliance dashboards.
Executive Leadership
Portfolio-wide analytics on document operations, compliance, and cost savings.
Operations Staff
Day-to-day document access with role-based permissions and mobile-ready interface.
Measurable Outcomes
DocuArc delivered transformative results across cost savings, efficiency, and compliance.
Operational cost savings
Documents centralized
Reduction in search time
Compliance tracking coverage
Properties unified
Audit findings since launch
Al Rafay Consulting was an outstanding partner in developing our internal systems. They took a detailed upfront inventory of the team's existing tools and processes, as well as areas our overall system could improve. ARC was extremely communicative throughout the development process and instrumental in the successful launch.
From Discovery to Launch
A phased approach ensured zero disruption while migrating 700K+ documents across the portfolio.
Technology Stack
DocuArc runs entirely within the Microsoft 365 ecosystem — no extra licensing or data egress.
- SharePoint Online — Document Platform
- Power Automate — Workflow Engine
- Azure Cognitive Search — AI Search
- Power BI — Analytics
- Microsoft 365 — Ecosystem
- Azure — Cloud Platform
Frequently Asked Questions
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Ready to Centralize Your Document Operations?
Let's discuss how a governed document management platform can save millions, accelerate compliance, and unify your portfolio.