Document Management

SharePoint EDMS

Secure Document Management for the Digital Age

Organize, control, and secure your critical documents.

Digitize Your Records

Key Capabilities

What SharePoint EDMS Delivers

Version Control & Check-in/Check-out

Metadata & Document Classification

Retention & Compliance Policies

Advanced Search & Discovery

Approval Workflows

Audit Trails & Reporting

What a document management project costs

Clear ranges so you can plan a budget before the first call. Pick the tier closest to your situation.

Essential

One department or one document type, standard configuration.

$5,000 to $12,000

one-time project

Get a fixed quote
Best fit for most organizations

Standard

Several departments, workflows, approvals and migration.

$25,000 to $45,000

one-time project

Get a fixed quote

Enterprise

Organization-wide records management, retention and integrations.

From $65,000

one-time project

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  • A range becomes a fixed price after a short scoping call. What moves a price: users and departments, data to migrate, integrations, and how much is configured versus built.
  • Optional annual support and managed governance starts at 18% of the project value per year (minimum $1,800). Changes after go-live are $85 per hour, or a prepaid 20-hour block for $1,600.
  • Prices exclude VAT (16% in Kenya) and withholding tax.

Not sure which fits? Tell us your team size and what you use today and we will point you to the right option.

Who SharePoint EDMS is for

  • Organizations already paying for Microsoft 365 whose documents are nonetheless scattered across personal drives, email attachments and an unmanaged file server.
  • Regulated institutions with a retention obligation, banks, insurers, pension schemes, public bodies, where "we deleted it when we should have" and "we kept it when we should not have" are both findings.
  • Anyone whose last audit or data-protection request took weeks to answer because nobody could establish which version of a document was current.
  • Organizations with a records function that exists on paper. If nobody owns retention, an EDMS will store the mess more tidily rather than fix it.

What a Sibasi EDMS deployment covers

Built on SharePoint, so you are configuring a platform you most likely already license rather than buying a second one. The engagement is information architecture first and technology second.

  • A document taxonomy and metadata model, document types, their fields, and how those map to how your organization actually files.
  • Retention and disposition rules per document class, implemented as policy rather than as a reminder to somebody.
  • Permission architecture, including the cases where a document must be visible to one department and invisible to another within the same site.
  • Migration from file shares, personal drives and existing repositories, with de-duplication and a decision on what does not come across.
  • Search configuration and refiners, because an EDMS nobody can search is a filing cabinet with extra steps.
  • Deployment on SharePoint Online in your tenant, on SharePoint Server on your own infrastructure, or hybrid where sensitive records stay on premises.

How the engagement runs

  1. 1

    Information audit

    What documents exist, who owns them, where they live and what the retention obligation is. This is the phase organizations want to skip and the one that determines whether the result is usable.

  2. 2

    Taxonomy and architecture design

    Document types, metadata, permissions and retention designed and validated against real documents from each department.

  3. 3

    Build and configure

    Sites, libraries, content types, policies and search are configured, with a working environment to test against.

  4. 4

    Migration

    Content moves in waves by department. De-duplication happens here, and the volume that does not need to migrate is usually a pleasant surprise.

  5. 5

    Adoption

    Training by role, and a deliberate cutover so the old file share becomes read-only rather than quietly staying in use.

What you need in place

  • Microsoft 365 or SharePoint Server licensing. We will confirm what you hold before assuming it covers the deployment.
  • A named records or information owner with authority to decide retention. Without one, every retention question becomes an escalation.
  • Agreement on what does not migrate. Moving twenty years of unsorted file share into a new system reproduces the problem at higher cost.
  • A decision on where sensitive records may reside, particularly where a residency obligation applies.

Working with Sibasi on EDMS

We already have SharePoint. Why do we need an implementation?

Because SharePoint out of the box is a place to put files, not a document management system. What makes it one is the taxonomy, the content types, the retention policies, the permission architecture and the search configuration, none of which arrive configured. Most organizations that say SharePoint did not work for them deployed the platform without that layer, then concluded the tool was at fault.

Can sensitive records stay on our own infrastructure?

Yes. EDMS deploys on SharePoint Online in your Microsoft 365 tenant, on SharePoint Server in your own data center, or as a hybrid where sensitive records remain on premises while day-to-day collaboration runs in the cloud. Where residency rules require data to stay in a particular country, a dedicated Azure region deployment is also available. Some AI capabilities depend on cloud services, and we make that trade-off explicit at design stage rather than after signature.

How much of our existing content should we migrate?

Less than you think, and deciding that is part of the project. Unsorted file shares typically carry large volumes of duplicates, superseded drafts and material past its retention period that should be disposed of rather than moved. We profile the content before migration so the decision is made on evidence. Migrating everything is the expensive option and it carries the disorder across intact.

What happens to documents people keep in personal drives?

They are the hardest part, and they are usually where the current version of important documents actually lives. The migration approach has to address them explicitly, with departmental owners identifying what is organizational rather than personal. A deployment that ignores personal drives finds them still in use a year later.

Will this help with data-protection requests?

Substantially, provided the taxonomy supports it. Answering a subject access request means finding every document containing a person’s data across the estate, which is near-impossible against an unstructured file share and tractable against a classified repository with working search. We design for that case where you are subject to it, rather than treating it as a later addition.

New to this category? What is a document management system?, a buyer's guide to what the category is, what to look for and how to compare options, whoever you end up choosing.

Let's put SharePoint EDMS to work for you

Talk to our specialists about your goals, timeline and budget.

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