For companies that operate closely with state bodies, it is essential to have a structured system for managing regulations. Smart archiving allows not only to correctly preserve incoming state regulations, but also to use information effectively to produce the documents necessary to ensure the compliance of business operations. A customer requested the development of this technology. Here's how it went.
Operating in the railway sector, our customer needed to implement a system for archiving regulations shared by the state bodies with which he collaborates on a daily basis.
But not only that. The desired system should have simplified the administration's workload in distributing internal regulations, produced from archived documents to ensure compliance by all the operators involved.
Finally, advanced features were required to:
For this last point, the customer needed to relate the regulations coming from state bodies both to each other and to the regulations drafted internally. The relationship had to take place through metadata correlation and graphic representation.
We have therefore designed a solution capable of offering the necessary functionality to optimize regulatory management, from archiving to internal distribution, minimizing human intervention thanks to the use of artificial intelligence and customized automations.
It was thus possible to create a precise, practical and reliable workflow.
We started by creating an archive on SharePoint Online, where we can correctly organize the regulations shared by the various state bodies and rework them to obtain the related internal regulations.
The archive provides a private workspace based on SharePoint Framework, which allows you to assign tasks to members of the group enabled to coordinate collaboration on documents. Once the drafting phase is over, users can use the workspace to also start the final approval flow.
This is a custom flow built with Power Automate, which is responsible for sending an email to managers to immediately confirm or reject the publication of individual documents.
When the incoming regulations and approved documents are subsequently placed in the archive, the system takes charge of archiving the files. It is therefore able to independently manage the classification of regulations in SharePoint through the automatic assignment of metadata.
The training of Microsoft Syntex (now SharePoint Premium) was crucial for the development of this functionality, and it was perhaps the biggest difficulty of the entire project.
But we were able to teach Syntex's AI how to analyze regulations to generate the correct metadata, based on the type of document and the contents present in the file (even if written by hand).
Regarding the correlation between regulations, SharePoint Framework has come in handy to extend the functionality of the archive and facilitate the analysis of metadata. Through the Microsoft framework, it was possible to implement an automated process to identify, establish and visualize the relationships between the different regulations stored based on specific customer needs.
Finally, our solution integrates with a dynamic Power BI report to allow constant monitoring of the approval status of internal regulations and obtain a detailed and always updated overview of current activities.
Since the solution was recently implemented, concrete data on the results of its use are not yet available.
However, the customer shared with us the strong satisfaction with how our archive and integrated automations were able to immediately alleviate regulatory compliance activities.
The Modern Work team effectively and swiftly addresses IT needs, primarily focusing on software development. The technical staff is well-trained in implementing software projects using Microsoft technology stacks and is skilled in managing both agile and long-term projects.
