AI-Powered Document Management — Find Faster, Govern Smarter, Work Better
Your documents contain answers, insights and intelligence your teams can't access. Imagefast combines proven document management expertise with AI-powered search, classification and workflow to turn your content from a liability into a competitive advantage.
The Challenge
Thousands of documents flow through your organisation every week — contracts, policies, reports, correspondence, regulatory submissions. They're the lifeblood of your operations. Scattered across shared drives, inboxes, desktops and legacy systems, they become a liability instead of an asset.
Nobody can find what they need
Documents are hidden in email archives, stored on personal drives, or trapped in systems nobody remembers maintaining. Staff waste hours searching for a single file, and critical information simply goes undiscovered.
Your content is ungoverned and exposed
Without clear ownership, retention policies or access controls, you have no visibility of where your sensitive data lives or who can see it. Compliance audits become painful exercises in box-ticking rather than genuine risk management.
Collaboration is painful
Multiple versions of the same document, conflicting edits, lost changes, and no clear audit trail. Teams can't work together effectively on content, and the cost of managing versions and conflicts quietly escalates.
Legacy systems are holding you back
Old systems can't integrate with modern tools, migrations are expensive and risky, and you're locked into vendors who don't invest in your future. Moving forward feels impossible.
The costs compound quietly. Lost productivity. Regulatory penalties. Slow decisions. Risk that nobody can quantify but everyone can feel.
Traditional document management solves the storage problem. AI-powered document management solves the intelligence problem — helping your people find what they need instantly, classify content automatically, and surface insights they'd never discover manually.
How We Help
Imagefast takes a consulting-led approach to AI-powered document management. We don't simply install software — we design and implement intelligent solutions that work for your people, your processes and your business goals, with AI woven in from the start.
Strategy & Design
We work with you to map your information landscape, understand how documents flow through your business, identify pain points and define success metrics. Then we design a document management architecture tailored to your organisation's structure, your workflows, your compliance requirements and your growth plans.
Discuss your strategy25+ years
document management expertise across regulated industries
Platform Selection & Implementation
We're vendor-agnostic — we evaluate OpenText, NetDocuments, Microsoft SharePoint, and other platforms against your requirements. We then implement the right technology, configure it to match your processes, integrate it with your existing systems, and ensure your team is equipped to use it effectively from day one.
Explore platform optionsSingle source
of truth for all your business content
Migration & Consolidation
Many organisations have content scattered across multiple systems. We design migration strategies that consolidate documents from legacy platforms, shared drives, email archives and disparate repositories into a single, governed environment — while preserving metadata, maintaining compliance and ensuring zero disruption to your business.
Plan your migrationZero disruption
to business operations during migration
Governance & Compliance
A document management system is only effective if it's governed. We establish retention schedules, information classification frameworks, access control policies, audit trails and workflows that embed governance into how people work — not as a burden, but as business as usual. AI enhances this further by automatically flagging non-compliant documents, applying retention policies and identifying governance gaps before they become audit findings.
Build governance frameworks100%
audit compliance and transparency
AI & Intelligent Search
AI transforms your document management system from a filing cabinet into an intelligent knowledge base. We implement semantic search so your people can ask questions in plain language instead of guessing keywords. AI-driven auto-classification tags and organises incoming documents without manual effort. Intelligent metadata extraction captures key data points from contracts, correspondence and reports automatically. And AI-powered summarisation gives your teams instant overviews of lengthy documents — so they spend less time reading and more time acting.
Explore AI capabilitiesAI-driven
search, classification and insight across your entire content estate
Our Approach — The ADAPT Methodology
Every engagement follows our proven ADAPT framework — a structured, outcome-driven methodology for turning strategy into measurable results.
Assess
Audit your current content landscape and understand your requirements
Design
Architect an AI-powered document management solution tailored to your organisation
Activate
Implement, migrate and configure with minimal disruption
Perform
Monitor adoption, deploy AI-powered search and refine governance
Transform
Embed long-term information governance and self-sufficiency
Technology & Partnerships
We're agnostic about platforms — we select the right technology for your needs, not the other way around. And we layer AI capabilities on top to make your investment work harder.
NetDocuments
Cloud-native document management designed for professional services and financial institutions. Seamless collaboration, powerful search and compliance built in.
Learn moreOpenText Content Management
Enterprise-grade document management with powerful workflow, retention and security capabilities. Ideal for complex organisations with sophisticated compliance requirements.
Learn moreSharePoint & Microsoft 365
Enterprise document management built on your existing Microsoft 365 investment. Enhanced with Copilot AI for intelligent search, content summarisation and workflow automation.
Learn mored.velop
Modern document management and digital process automation with deep ERP integration. Ideal for organisations looking to digitise invoices, contracts and approval workflows.
Learn moreWe also work with complementary technologies including AI — Microsoft Copilot, Azure AI and Anthropic Claude — to layer intelligent capabilities onto your document management platform, plus DocsCorp for enhanced document comparison and governance.
Industries We Serve
Document management challenges are universal, but compliance frameworks, regulatory requirements and document types vary significantly by sector. We tailor solutions to your industry.
Insurance & Lloyd's Market
Managing policy documents, slip information, endorsements and claims correspondence at scale — with the accuracy, traceability and compliance requirements the London market demands.
Financial Services
Client files, loan documentation, regulatory submissions and correspondence — all governed, searchable and audit-compliant.
Legal & Professional Services
Matter files, contracts, correspondence and work product — organised, secure and accessible to the teams that need them.
Public Sector
Case files, regulatory documents, citizen correspondence and records — governed in line with public records requirements and GDPR.
Solutions We Deliver
Our document management engagements address a range of critical business challenges.
Enterprise Content Consolidation
Bring all your documents together from multiple systems into a single, governed repository that everyone can find and use.
Client & Matter File Management
Organise all documents related to a client or matter in one place, with permission-based access and audit trails for compliance.
Regulatory Document Governance
Ensure compliance with FCA, PRA, ICO and other regulatory requirements through built-in retention schedules, access controls and audit trails.
Legacy Platform Migration
Move from aging document management systems to modern platforms without losing data, metadata or compliance history.
Email & Correspondence Management
Capture critical email and correspondence into your document management system, indexed and governed alongside other content.
AI-Powered Search & Discovery
Move beyond keyword search. AI-driven semantic search lets your people ask questions in natural language and get accurate results from across your entire document estate — instantly.
Client Success
Hiscox
Challenge
Hiscox needed a document management platform capable of handling all of their transactional insurance documents — policies, risks, claims, and related correspondence — across different business units, with robust security, control, and integration into their core business applications.
Solution
Imagefast implemented the OpenText eDOCS document management platform, tightly integrated into Hiscox's line-of-business systems to enable two-way document flow — saving documents directly from applications into the DMS and viewing them from within applications. A custom business engine was developed to handle security, access control, and document governance across the organisation.
Outcome
Hiscox now has a single source of truth for all transactional documents, correctly secured and governed via the custom business engine. The platform provides control over how documents are handled across the business, enables quicker changes to business applications by decoupling document storage, and gives teams fast, reliable access to the information they need.
RBS Credit Docs
Challenge
The Royal Bank of Scotland needed an application to support credit documentation across the RBS Group. Creating credit loan applications was manual and time-consuming, requiring staff to assemble complex contract documents — with the resulting documentation needing to be stored securely with appropriate metadata and access controls.
Solution
Imagefast developed the Credit Documentation System (CDS) — bringing together OpenText eDOCS document management, HotDocs contract generation, and integrations into the bank's line-of-business systems. Staff create credit loan applications by answering pre-defined questions, and the system automatically generates the appropriate contract documentation with correct metadata and security applied.
Outcome
Manual document assembly was eliminated, ensuring consistency and compliance across every transaction. Imagefast has supported and evolved CDS for over 20 years, delivering multiple major platform upgrades while serving tens of thousands of users across the RBS Group.
Related Services
Data Capture & IDP
Before documents arrive in your management system, they need to be captured, classified and processed. Our intelligent capture solutions feed clean, structured data into your document repository.
Discover moreIntelligent Process Automation
Document management is often the foundation for broader process automation. Once documents are organised and indexed, we help you build workflows that use that information to drive business processes.
Discover moreCloud & Digital Transformation
Document management is one pillar of a broader digital transformation. We help you modernise infrastructure, move to cloud, and build digital-first operating models.
Discover moreFrequently asked questions
What is enterprise document management?
Enterprise document management (EDM) is the practice of organising, securing, and governing all business-critical documents within a central platform. It replaces shared drives, email attachments, and ad-hoc filing with a structured system that ensures every document is findable, version-controlled, and compliant with retention policies. Imagefast designs and implements EDM solutions using platforms like OpenText, SharePoint, and NetDocuments.
How long does a document management implementation take?
Most implementations take between 8 and 16 weeks depending on scale and complexity. A focused proof-of-concept for a single department can be delivered in as little as 4 weeks. We follow our ADAPT methodology — Assess, Design, Architect, Prove, Transform — which ensures structured delivery with clear milestones and minimal disruption to day-to-day operations.
Which document management platform is right for my organisation?
It depends on your size, industry, existing technology stack, and compliance requirements. OpenText suits large regulated enterprises with complex retention and governance needs. SharePoint and Microsoft 365 work well for organisations already invested in the Microsoft ecosystem. NetDocuments is ideal for professional services firms. We help you evaluate options objectively and choose the platform that fits your business — not the other way around.
Can you migrate documents from our existing system?
Yes. We regularly migrate organisations from legacy platforms, shared drives, and on-premise systems to modern cloud-based document management solutions. Our migration methodology includes content auditing, metadata mapping, data cleansing, and phased migration with full rollback capability. We have migrated millions of documents for clients across insurance, financial services, and the public sector.
How does AI improve document management?
AI enhances document management in several practical ways. Semantic search allows users to find documents by asking questions in plain language rather than guessing keywords. Auto-classification automatically tags and categorises incoming documents based on their content, removing manual filing. Intelligent metadata extraction pulls key data — dates, parties, amounts, reference numbers — from documents automatically. And AI-powered summarisation gives teams instant overviews of lengthy documents so they can act faster. These capabilities layer on top of your existing document management platform, whether that's SharePoint, OpenText or NetDocuments.
Do I need to replace my existing DMS to get AI capabilities?
No. AI capabilities can be layered onto your existing document management platform. Microsoft Copilot integrates natively with SharePoint and Microsoft 365. Azure AI Document Intelligence works across platforms. We help you identify which AI capabilities will deliver the most value for your organisation and implement them without disrupting your current environment.
Ready to Bring AI to Your Documents?
Book a free 30-minute discovery call with a senior advisor. No obligation — just an honest conversation about smarter document management.
Or call us directly: 0207 947 4041
