Young business woman working with computer while consulting some invoices and documents in the kitchen at home.

Document management in Microsoft 365: find faster, manage securely, work AI-ready

All documents in one place – structured, compliant and ready for AI.

Less searching, more working: document management in M365

Your documents are stored in SharePoint, Teams, file servers and business applications – but no one can find what they are looking for.

In most companies, the document landscape has grown over time: different systems, no consistent standards and no business-specific views. This costs productivity, creates compliance risks – and prevents AI tools such as Copilot from reaching their full potential.

With the novaCapta M365 Content Hub, you create a central, structured platform for all content, based on your existing Microsoft 365 environment.

Get to know the Content Hub

This approach is part of our collaboration services.

Content Hub visualization: document management before and after

200+ experts and 30 years of experience

Microsoft Solutions Partner in all Solution Areas

ISO 27001 certified

Why document management does not work in many companies

Employees spend up to 20 percent of their working time searching for documents. The reasons are almost always the same:

Distributed systems instead of central access

Documents are spread across DMS systems, file servers, local storage locations and business applications. Without a connection between the systems, media disruptions and information silos arise.

Documents without business context

Document storage is organized around systems instead of customers, projects or cases. Relevant documents have to be searched for and compiled across multiple sources.

High effort for compliance

Access rights, retention periods and sensitive data are difficult to control without central governance. With every new document, complexity increases.

The novaCapta M365 Content Hub: all documents in one place – structured, secure, AI-ready

Employees find information faster, business departments work in familiar structures and your IT team retains control over compliance and lifecycle management.

Our Content Hub uses the full power of Microsoft 365 – SharePoint, Teams, Purview and Copilot – and adds proven solution components for navigation, metadata and governance. This creates a central foundation for a wide range of business applications – from customer projects and contract management to legal matters.

Mockup des Legal Matter Hubs in einem Tablet

Example: our Legal Matter Hub based on the M365 Content Hub → Learn more
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Find faster

Dashboards, business-specific views and intelligent search instead of endless navigation through folders.

Manage securely

Integrated security, compliance and lifecycle management with Microsoft Purview and Sensitivity Labels.

Reduce costs

Fewer parallel systems and deeper use of your existing M365 licenses.

Work AI-ready

Structured data as the foundation for Copilot, AI agents and automated document processing.

Whether IT manager or business department: how you benefit

For IT management & administration

One central platform instead of a heterogeneous DMS landscape
Governance, provisioning and lifecycle control from a single source
Seamless integration into your existing M365 environment
Ensure compliance and data protection: meet legal requirements, protect company data with Information Classification, Labeling and Data Loss Prevention, and centrally manage monitoring and governance processes

For business departments & project managers

Business-specific navigation so documents can be found quickly by project, customer or case
Store emails directly from Outlook in the right context
Fewer system changes, more focus on content-related work
Integrated AI functions for summaries, classification and intelligent research

How frischli transformed its document management

frischli: all documents, contracts and correspondence in one M365 platform

frischli replaced its IBM-based IT landscape with a modern M365 environment. The novaCapta Content Hub serves as the central platform for contract management, correspondence filing and structured document storage – with high user acceptance and a flexible, scalable foundation.

Read the case study

It was important to us not to overwhelm our employees with too many changes at once. At the same time, we wanted to retain what worked well and use the new, modern tools in a targeted way to create real added value in day-to-day work. And we achieved exactly that.

Michael Schützler Head of IT and Information Security, frischli Milchwerke GmbH

Would you like to bring documents, processes and governance together centrally?

Then talk to us about your Content Hub.

Discuss your Content Hub now

Our document management system

The solution components for your Content Hub

Microsoft 365 already covers many requirements for modern document management. Our additional solution components close the remaining gaps and turn it into a powerful Content Hub.

Outlook add-in

Store emails and files from Outlook directly in the right storage areas. This makes relevant knowledge centrally available and usable across the entire company.

Business-specific navigation

Clear business-specific entry points into different information areas, for example teams, projects or product worlds. Individually tailored to your requirements. Case-based document storage is also possible at any time.

Metadata management

Enrich documents with metadata and find them faster using dynamic filters. Our nC Doc View and Action solution enables metadata-based document display with search, business-specific filters and an action menu.

Governance & provisioning

Centrally manage standards and rules, control the lifecycle and provide templates as needed. This allows teams and sites to be provisioned consistently and managed throughout their entire lifecycle.

Working in cases

Upload documents directly in the context of a case. Metadata is automatically transferred. If required, additional document information can be added manually.

Ready-made solutions for legal, contract management and internal catalogs

The M365 Content Hub is the platform. These business solutions show how concrete applications for different company departments can be developed from it.

Contract management in Microsoft 365

Manage contract data, policies and related documents centrally, instead of searching across file servers, DMS systems and mailboxes. With integrated reminders, business-specific navigation and full M365 integration.

→ Get to know contract management

Internal catalog and ordering portal with M365

Whether IT service catalog, training offers or corporate benefits: provide products and services in a central, searchable overview. With optional ordering functionality based on Power Automate.

→ Get to know the catalog service

Legal matter management in Microsoft 365

Bring the entire matter process together in Microsoft 365: from intake, deadline monitoring and collaboration to knowledge management. With AI-supported document analysis and without an additional isolated solution.

→ Get to know the Legal Matter Hub

Content and document management with AI: how Microsoft 365 becomes an intelligent workplace

Only structured content creates the foundation for the meaningful use of AI. The M365 Content Hub provides the data basis for AI-supported document processing with Microsoft Copilot, Azure OpenAI and intelligent agents. Our expert Wolfgang Raestrup explains why this matters in the video interview.

In line with this, Microsoft is expanding Copilot to SharePoint and OneDrive: agents, whether pre-built or individually created for a specific purpose, can summarize documents, extract relevant information, answer questions or act as sparring partners for new ideas. Self-created agents can be shared with colleagues and thus support knowledge transfer and collaboration.

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Generate

Get to finished documents faster: generate new content and summaries, create similar documents, for example SOWs, and support editorial work.

Analyze & extract

Automated instead of manual: receipt recognition, processing and classification of documents.

Evaluate

Identify risks in cases and documents early: compliance and security risks, sentiment analysis.

Find & research

Make better decisions: text analysis for research and decision-making, visualization of complex issues and relationships.

Your M365 Content Hub in three steps

Analysis & assessment

We analyze your existing document landscape, identify weaknesses and define the target vision for your Content Hub together with you.

Concept & roadmap

We develop the architecture of your Content Hub, define governance rules and create a roadmap for phased implementation.

Implementation & enablement

We implement the Content Hub, train your employees and support the rollout with suitable change management.

As a Microsoft Solutions Partner Cloud with 30 years of project experience, we know that technology alone is not enough.

That is why we accompany every Content Hub project with structured change management, so your employees not only understand the new solution, but also use it.

ISO Zertifizierungen 27001 & 9001 + Microsoft Badge

Frequently asked questions about our document management software

Do we need a separate DMS or is Microsoft 365 enough?

For most medium-sized companies, Microsoft 365 with SharePoint, Teams and Purview already covers a large share of DMS requirements. Our Content Hub closes the remaining gaps, for example business-specific navigation, metadata management and governance, without introducing a third-party system. This saves license costs.

How long does it take to implement a Content Hub?

That depends on the scope. We plan every implementation in phases so that you can see initial results quickly and roll out the solution step by step.

Is the Content Hub also suitable for companies that already use a DMS?

Yes. Many of our customers gradually consolidate existing DMS systems into Microsoft 365. We support you with the step-by-step consolidation into Microsoft 365.

How secure are our documents in the M365 Content Hub?

Microsoft 365 offers comprehensive security and compliance tools with Purview, Sensitivity Labels and Data Loss Prevention. In combination with a clear governance strategy, you can meet requirements such as ISO 27001 and GDPR.

Does the Content Hub also work with Copilot and AI?

Absolutely. And that is one of its biggest advantages. Structured document management is the prerequisite for Copilot and AI agents to work reliably. The Content Hub creates the data basis for intelligent summaries, research and document automation.

Get to know the M365 Content Hub

My team and I look forward to your inquiry.

Wolfgang Raestrup

Head of Modern Work

Further solutions based on Microsoft 365

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