Strategies for Effective Document Management in Microsoft 365

Join this expert-led webinar to discover how to create a structured and scalable document management solution in Microsoft 365 using SharePoint and Omnia. We’ll walk through real-world intranet document management scenarios—from personal and team files to enterprise-wide controlled documents—and show how to improve findability, ownership, and lifecycle control. 

Learn how to create a structured, enterprise-wide document strategy that improves access, navigation, and ownership—laying the foundation for effective document governance and successful document management within your intranet.

Discover how to implement governance policies that regulate access, enforce content quality, and support continuous improvement—ensuring compliance and consistency across your Microsoft 365 environment.

Explore how document owners and contributors can easily author, update, and publish important documents within your intranet using standardized templates, version control, and approval workflows in Microsoft 365, SharePoint and Omnia.

See how intuitive search, navigation, subscriptions, and notifications can enhance the intranet experience and help users quickly find the right content—driving adoption and reducing the risk of outdated information.

A brief Q&A session will follow the presentation.

Whether you're launching a new intranet or improving an existing Microsoft 365 environment, this session offers clear, actionable guidance for building a governed document management solution that scales across departments and geographies.

This webinar is designed for Compliance teams and professionals, intranet stakeholders within Comms, HR, and IT teams, and similar roles looking to enhance document management with a modern, Microsoft-based intranet.

The webinar is free and conducted in English. You can join via web browser or mobile app. Please note that registrations from private email addresses (such as Gmail, Outlook, Yahoo, etc.) are not accepted.

Can't make it on the scheduled date? Sign up anyway, and we'll send you the presentation and a recording. 

Intranet document management refers to how an organization structures, governs, and delivers business-critical content—such as policies, procedures, and manuals—within a digital workplace. A Microsoft 365-based intranet that includes SharePoint and a solution like Omnia enables organizations to centralize controlled documents, ensure they are always up to date, and make them easy to find. This improves productivity, supports collaboration, and ensures compliance with internal and external regulations.

Start by creating a document governance framework that defines ownership, document types, metadata standards, and publishing responsibilities. Implement templates for consistency, enforce lifecycle controls through scheduled reviews and approval workflows, and use metadata to enable filtering and search refiners. A platform like Omnia helps enforce these standards by providing guided publishing, dashboards for document status, and automated reminders—reducing manual effort while ensuring quality and compliance.

There are many practical intranet scenarios that benefit from structured document management. These include policy and compliance libraries, quality documentation hubs, HR onboarding portals, knowledge centers, and project documentation repositories. In each case, users need to trust that documents are current and accessible. With Omnia, you can apply metadata, permissions, templates, and workflows to ensure each use case is consistently managed and aligned with organizational policies.

Microsoft 365 provides the foundation through apps like SharePoint, Teams, and OneDrive. These tools offer storage, collaboration, and sharing capabilities. However, on their own, they often lack the structure and governance needed for enterprise-scale document management. That’s where Omnia comes in—enhancing Microsoft 365 by adding structured navigation, approval flows, lifecycle automation, and search-driven access to documents, all within a modern intranet experience.

Omnia extends SharePoint’s native capabilities by enabling structured document types, role-based templates, and metadata-driven publishing. It automates key governance processes such as version control, review scheduling, and approval tracking. Omnia also supports policy compliance through audit trails, access control, feedback mechanisms, and alerts for content owners and contributors—ensuring that documents stay accurate and trustworthy over time.

Success starts with a documented strategy that covers ownership, lifecycle stages, metadata use, and user training. Best practices include:

✔ Defining clear document ownership and responsibilities.

✔ Applying consistent metadata and content types.

✔ Using approval workflows and retention policies.

✔ Supporting findability through structured search and navigation.

✔ Guiding users with notifications, reminders, and intuitive access points.

When these strategies are implemented using Omnia and Microsoft 365, organizations gain a reliable, compliant, and user-centric document management solution across their intranet.