Case Study: Enterprise Document Management System in Nigeria for a Leading Trading & Services Firm

Project Overview

The client is a leading force in the trading and services industry, making a significant impact across the automotive, air conditioning, real estate, and industrial equipment sectors. With a strong market presence, the client continuously drives innovation and efficiency in these industries. The organization relied heavily on manual processes and physical document storage, leading to inefficiencies such as time delays in retrieving documents, increased risk of data loss, and difficulties in tracking document versions, which in turn limited accessibility and slowed down operations.

To transition from a paper-based system, the client required a comprehensive Enterprise Document Management System (EDMS) in Nigeria to eliminate document retrieval delays, improve interdepartmental collaboration, and ensure secure, compliant document storage—critical for maintaining operational efficiency and regulatory compliance.

PlanetWeb Solutions handled the Enterprise Document Management System implementation in Nigeria as part of a larger ERP project led by ILML Limited, which was responsible for overseeing the overall enterprise resource planning transformation. ILML Limited managed the integration of multiple business systems, while PlanetWeb focused on delivering a robust document management solution within this framework for the client. We implemented Microsoft SharePoint as the core platform for the EDMS and migrated the client’s infrastructure to Microsoft’s cloud-based solutions.

Client Industry

Trading & Services

Location

Lagos State, Nigeria

The Challenge

The deployment of an EDMS for the client involved addressing several critical requirements:

Document Management and Storage: the client needed a secure, centralized platform to manage and store documents digitally, reducing dependency on physical records and improving access to information.
Workflow Automation and Process Optimization: Given their largely manual processes, the company sought a solution to automate document-driven workflows, improving efficiency and reducing processing times.
Collaboration and Communication: As a large organization with multiple departments, the client required tools for team collaboration and effective internal communication, including intranet features and tools for sharing news and updates.
IT Infrastructure Modernization: With an on-premises Active Directory, the client needed to migrate to cloud-based infrastructure, including Microsoft Azure and Exchange Online, to support modern, secure, and scalable operations. The most significant challenge was the cultural shift within the organization, as employees transitioned from previously manual and semi-automated processes to fully embracing Microsoft 365 processes and ecosystems.
Initially, there was resistance from staff accustomed to traditional methods, with concerns about workflow disruptions and usability. To address this, we implemented targeted engagement sessions and hands-on training workshops and provided continuous support to ease the transition and ensure widespread adoption. This was effectively managed through staff engagement sessions, structured training programs, and phased implementation, ensuring smooth adoption and minimal disruption to daily operations.
Security and Compliance: To protect sensitive information and adhere to the client’s internal security policies—focused on permissions management, document retention, and controlled access—the platform required robust security measures and integration with Microsoft 365’s security features.

The Solution

PlanetWeb Solutions delivered a fully customized EDMS solution on the Microsoft SharePoint platform.

Microsoft SharePoint-Based Document Management System: We deployed Microsoft SharePoint as the core EDMS, providing the client with a centralized digital repository for managing and storing documents. This system supports version control, metadata tagging, and easy retrieval, enhancing document accessibility and reducing reliance on paper records.
Workflow Automation with Microsoft Power Automate: Using Power Automate, we created custom workflows that automate document-driven processes, such as approvals, notifications, and tracking.
Collaboration and Communication Tools: We implemented SharePoint Team Sites, libraries, and lists to support team collaboration. Additionally, communication features like news, announcements, and departmental pages on the intranet provide centralized access to company updates and resources.
Intranet Portal Design and Branding: To create a cohesive and user-friendly experience, we designed and branded an intranet portal on SharePoint, making it easy for employees to navigate and access resources tailored to their departments.
Security and Compliance Controls: The EDMS includes permissions management and compliance policies, ensuring sensitive data is protected and access is limited to authorized users only. We integrated Microsoft 365’s security features to ensure the system aligns with regulatory standards.
Integration with Microsoft 365 Applications: The SharePoint-based EDMS is integrated with other Microsoft 365 applications, including Microsoft Dynamics and Microsoft Exchange Online, creating a cohesive ecosystem for data sharing, communication, and reporting.
IT Infrastructure Migration to the Cloud: We migrated the client’s IT infrastructure from an on-premises Active Directory to Azure Active Directory, along with Exchange Online for email management. The most significant challenge was the culture shift within the organization, as employees transitioned from previously manual and semi-automated processes to fully embracing Microsoft 365 processes and ecosystems. This was effectively managed through staff engagement sessions, structured training programs, and phased implementation, ensuring smooth adoption and minimal disruption to daily operations. Additional technical challenges included user authentication issues, legacy system compatibility, and data synchronization complexities. These were overcome through phased deployment, rigorous testing, and close coordination with the client’s IT team to ensure a seamless transition with minimal disruption to operations.

Results and Impact

The implementation of the Enterprise Document Management System in Nigeria has significantly improved document accessibility, workflow efficiency, and internal collaboration for the client, similar to industry best practices outlined by AIIM. For instance, document retrieval times have improved by approximately 50%, allowing teams to access critical files within an average of 10 seconds compared to previous retrieval times of several minutes. Automated approval workflows have streamlined business processes, reducing turnaround times and increasing productivity across departments.

The centralized SharePoint repository has not only improved document retrieval but also enhanced document organization through structured metadata and search capabilities. Additionally, automated workflows have minimized manual processing times, reducing administrative overhead and improving overall efficiency. Staff engagement and training ensured a smooth cultural shift, fostering adoption across departments.

Conclusion

The Enterprise Document Management System in Nigeria, deployed in collaboration with ILML Limited, has transformed the client’s document management and collaboration capabilities. Through Microsoft SharePoint and other integrated Microsoft 365 solutions, we provided a modern, secure, and efficient system that supports the organization’s growth and enhances its operational agility.

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