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Smarter Systems for Smoother Service: Advanced Content Management Pre-Approved for Government Agencies

DocSmart and M-Files are pre-approved for New Zealand government use and available on the Pae Hokohoko Marketplace. With robust security, audit trails, and compliance features, it’s a trusted choice for managing information across agencies.
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Featured Integrations

Microsoft 365

Salesforce

SAP

Google Workspace

Electronic Signatures

Network Folders

Centralised access to documents with secure permissions and audit trails in M-Files.

Secure & Compliant Document Management

  • Centralised access to policies, regulations, case files, and internal documents.
  • Enforce access controls and audit trails to prevent unauthorised access.
  • Maintain compliance with New Zealand’s Public Records Act, privacy regulations, and records retention policies.

Automated Workflows for Government Processes

  • Streamline document approvals, inter-department communications, and public service requests.
  • Automate compliance tracking and eliminate bottlenecks in decision-making.
  • Reduce manual paperwork, improve efficiency, and ensure accurate record-keeping.
Automate government approvals and service requests with M-Files workflows.
Combine structured and unstructured data for contextual enterprise search results.

Enterprise Search That Actually Works

  • Searches across network folders, SharePoint, Microsoft Teams, and more - no migration needed.
  • Combines structured and unstructured content and presents it in context.
  • Saves time, reduces costs, and boosts efficiency by giving staff instant access to the right information.

Supporting Government Agencies

A short overview of how DocSmart helps government teams improve document control and compliance using M-Files.

Trusted by Government Agencies

M-Files helps government agencies securely manage sensitive data, automate workflows, and improve collaboration. Ensure compliance, efficiency, and seamless document access.
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Why people choose M-Files over “The Other Guys”

Companies often say, “We already have a folder structure” or ask, “Why not just do it in SharePoint?”
The answer is simple: M-Files is superior in practically every way!
  • SharePoint

Metadata-Driven

Instead of relying on traditional folders, metadata-driven document management lets users search for a document by what it is, not where it's saved. Think of it like Spotify: you don't need to remember which playlist a song is in - you can find it by artist, albums, or genre.

Managing Information with metadata removes the headaches caused by folders: no more duplicate documents, broken links, or digging through layers of folders to find what you need. Just fast, flexible access to the right information every time.
Metadata-driven document management with M-Files in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Automated Permissions at a Document Level

Traditional document managment systems manage permissions by location, staff need to know where to put a document to ensure the permissions are correct. With M-Files, your staff can feel safe with metadata-based permissions which are automatically assigned at the document level based on roles and security policies...

No more security breaches, AI crawling risks, or information governance nightmares - just the right people accessing the right information, every time.
Automated document-level permissions with M-Files for secure information governance in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Automatic Version History

In M-Files, whenever you find a document, you know it's the correct version!

Every change is automatically version controlled and time-stamped. If a mistake happens, you can easily roll back to a previous version - no more asking IT to restore from backups.

Automatic version history and time-stamped document control with M-Files in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Unlimited Version History

With no limits on stored versions, you always have a full history of changes. Whether it’s a minor edit or a major revision, every version is kept.

This is crucial for businesses needing long-term records for compliance or project tracking. You’ll never have to worry about losing valuable document history.
Unlimited version history in M-Files for compliance and long-term record tracking in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Built-in Workflow

Documents automatically follow preset workflows, ensuring smooth approval processes. No more chasing people for sign-offs, everything moves efficiently.

This keeps business operations running smoothly, reducing delays and boosting productivity. Documents get where they need to go fast.
Built-in document workflows in M-Files for faster approvals and productivity in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Generative AI Assistant

M-Files’ AI Assistant 'Aino' can extract key insights, summarise content, and answer questions about documents, regardless of language. It helps you cut through information overload, speed up decision-making, and save valuable time on manual work.

This improves efficiency and helps businesses make faster, more informed decisions. Aino works in real time and integrates seamlessly with your workflows, taking care of tedious tasks so you don’t have to. It’s like having a smart research assistant built into your document system.
M-Files AI Assistant Aino extracting insights and automating document tasks for New Zealand businesses
  • M-Files
  • Network Folders
  • SharePoint

AI-Based Automated Metadata

When saving documents, M-Files Aino takes care of classifying and organising the information for you.

With Aino, your staff can extract useful information from documents and save it for later. Aino goes beyond just capturing metadata - it can make smart, human-like deductions that drive permssions, workflow, follow-up actions and more!
AI-powered automated metadata tagging in M-Files with Aino for smarter document organisation in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Management of Structured Data as Objects

Beyond just documents, this system treats unstructured data such as customers, projects, suppliers, audits, assets, and more as connected objects.

This is what separates M-Files from other document management systems, it's not another silo - it's a platform that makes it easier to track and manage your business's data holistically.
M-Files managing structured and unstructured data as connected business objects in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Enterprise Search

M-Files has powerful google-like search capabilities which can search across multiple repositories at the same time. This includes keyword search across the content of documents in all your connected repositories, such as Network Folders, SharePoint Online, MS Teams, and Google Drive.

With M-Files, your staff can quickly find what they need, work more efficiently, and avoid frustration - no matter where documents are stored. (And don’t worry - they’ll only see what they’re allowed to, thanks to metadata-driven permissions!)
M-Files enterprise search across SharePoint, Teams, Google Drive, and network folders in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Fully Integrated Portal Solution

A centralised portal provides employees, partners, and customers with easy access to the documents they need. Everything is in one secure place.

This streamlines collaboration and communication, making it easier for businesses to manage shared files efficiently.
M-Files integrated portal solution for secure document sharing and collaboration in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Built-in Outlook Integration

M-Files integrates into the Microsoft Office suite seamlessly, including Outlook - making it easy for staff to save important emails and tag them to the right customer, project, or case.

No more losing key emails in someone’s old inbox. With M-Files, you can always find the email you need, when you need it.
M-Files Outlook integration for saving and tagging business emails in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Automatic Retention & Disposal

With M-Files, documents can be automatically archived or destroyed based on metadata - helping you meet compliance requirements and avoid digital clutter.

M-Files becomes your document controller. No more manual sorting or guesswork. M-Files keeps your records organised, your data secure, and your business audit-ready at all times.
Automatic document retention and disposal in M-Files for compliance and audit readiness in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

Seamless Integration with Enterprise Systems

This system integrates with platforms like Salesforce, SAP, and Microsoft Dynamics, reducing manual data entry and duplication.

Users can access and manage documents within their familiar tools, streamlining workflows and improving efficiency.
M-Files seamless integration with Salesforce, SAP, and Microsoft Dynamics for efficient workflows in New Zealand
  • M-Files
  • Network Folders
  • SharePoint

DocSmart have provided M-Files solutions to over 180 customers, including:

Since meeting with DocSmart, the level of professionalism in understanding our requirements has been exceptional. The possibilities with M-Files are endless, and we know that the DocSmart team will deliver on their promise by ensuring we have the best storage solution.
Sharlene Van Dijk Lexus of Auckland City
DocSmart helped optimise our M-Files to automate generation drawings and site cable change management, enhance data integrity, and securely share documents with key stakeholders.
Kevin Harman Manawa Energy
Working with M-Files and the DocSmart team has been a game-changer for us in our aspiration to build a digital library for football in New Zealand. The DocSmart team have been there to support our journey and navigate the challenges of digitising documents, some of which are nearly 100 years old.
Neil Coventry NZ Football Foundation
Early on, we saw that a major benefit of M-Files was its ability to shape to our needs, rather than REA needing to change processes to fit with M-Files.
Alexia Reedy Real Estate Authority
M-Files is great! It gives me the confidence to know I can always find what I need quickly and easily.
Ruth Steele Rothbury Insurance Brokers
We just knew this was the solution we were looking for. The deeper we analysed the solution, the clearer it became that M-Files would be right for CDC.
Schalk Breytenbach Clutha District Council
We’re so glad we implemented M-Files, it allows us to access all our documents and information when we work from home.
Gareth Knight Affiliated Insurance Brokers
M-Files has allowed us to move away from paper-based processes and smooth out the workflows, making them more efficient.
Jason Ross E tū
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Frequently Asked Questions

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Yes! M-Files helps agencies comply with the Public Records Act, privacy laws, and security standards by enforcing access controls and audit trails.

Absolutely. M-Files connects with CRMs, ERPs, and internal databases to centralise document management and improve operational efficiency.

M-Files enables secure document sharing and access control, ensuring teams can collaborate efficiently without compromising security.

Ready to Work DocSmarter?

Let M-Files and AI do the heavy lifting. Book a free consult to see how intelligent document management can make your team’s life easier.
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