Designing a tailored document and knowledge management platform for a global alternative investment firm
Enabling secure collaboration, streamlined taxonomy, and scalable knowledge retention for Legal and Compliance
The challenge / opportunity
The Legal and Compliance team at a global alternative investment fund manager was facing persistent data access and knowledge retention issues. With no formal document management system in place, the team relied on fragmented processes that led to document duplication, illogical filing structures, and limited visibility of who could access key data. As the gatekeepers of legal contracts, regulatory guidance, and business-critical information, these inefficiencies exposed the organisation to compliance gaps, operational risk, and reduced productivity.
The client initially approached us without a specific solution in mind, seeking expert guidance to better understand their options. Following a structured exploration process - including workshops, technical assessments, and solution evaluation - it became clear that an off-the-shelf system would be too costly and complex for their needs. A tailored solution was required - one that could integrate seamlessly with existing systems, align with internal ways of working, and support long-term scalability.
The solution
Our Legal Operations Consulting and Legal Technology Consulting teams collaborated closely with client stakeholders to design and implement a custom document and knowledge management platform built on Microsoft SharePoint.
Key features included:
- A logical and scalable taxonomy aligned with how legal and compliance teams work
- 20 secure document libraries with role-based access and metadata tagging
- Reporting functionality to monitor document governance and naming compliance
- A centralised regulatory calendar to track filing obligations and deadlines
Stakeholder workshops played a crucial role in identifying functional needs and validating priorities, using a weighted scorecard methodology based on the MoSCoW framework. This ensured the final solution was built to match the unique workflows of the client and would gain user adoption across legal and compliance teams. Change management support, including training and communications was integrated into the delivery to encourage smooth onboarding and sustained usage.
Results and benefits
The new SharePoint-based platform has transformed how the Legal and Compliance function organises, shares, and secures critical information.
- Improved knowledge retention and collaboration – A centralised platform has replaced fragmented repositories, reducing duplication and siloed information.
- Consistent, logical structure – A well-defined taxonomy ensures documents are filed intuitively and remain accessible across the business.
- Enhanced governance and visibility – Metadata, access controls, and automated reporting ensure ongoing compliance and oversight.
- Future-ready scalability – The solution is designed to adapt as the firm evolves, providing a sustainable foundation for future regulatory and operational challenges.
By moving to a tailored, cost-effective solution built on Microsoft SharePoint, the client now benefits from increased operational efficiency, reduced risk, and a more connected Legal and Compliance function.
