Document organisation and information access.
Legal services · Document management
We contrast the local files and the reference repository of a law firm to identify differences and guide the organisation and migration of its documentation.
01 · Document contrast
We check which documentation appears in each location.
We work in an environment that combines local files and OneDrive. We contrast the local inventories with a reference repository to locate documents present in a single location and detect differences that require review.
This comparison lets us agree which documentation we should review before organising its transfer.
Reconciliation sheet
Source
- Local documentation.
- Reference repository.
Operation
- Inventory comparison.
Findings
- Files present in a single location.
- Conflicts or differences detected.
Application
- Information to review and organise the migration.
02 · Interpreting the differences
We distinguish files missing from one location from differences we need to review.
We identify files that appear in only one of the inventories and the conflicts detected during the contrast. We differentiate both findings to guide their review and the organisation work.
Presence in a single location
We locate files that appear in one inventory and not in the other. We identify them so their inclusion in the document set can be reviewed.
Conflicts and differences
We flag discrepancies detected between both locations to guide their review before deciding how to treat them.
A file appearing in only one inventory and a conflict existing are different findings. We differentiate them so later organisation accounts for what each situation requires.
What this contrast does not imply
Matching names does not equal matching content. A file present in a single location is not presented as lost. The contrast guides review; it does not claim that duplicates were removed or that every conflict was resolved.
03 · Organisation and migration
We use the contrast to guide organisation and file transfer.
We work on document organisation and migration from the compared inventories. We use the list of files and differences to delimit what we should incorporate and what needs review.
We obtain a concrete base to work on the documentation: files located in a single location and the discrepancies detected during the comparison.
04 · Environment evolution
We put forward alternatives for the team’s document environment.
Alongside the work on the files, we put forward Microsoft 365 Business and a NAS solution with VPN access as alternatives for organising the document environment.
These alternatives form part of the technical recommendation for the case.
- Proposed alternativeMicrosoft 365 Business
- Proposed alternativeNAS with VPN access