SharePoint Document Management Modernisation

Our client Cosulich Group is a Vancouver-based, multi-generational investment group that owns and manages a portfolio of operating companies, real estate holdings, and capital investments. Their business has deep roots in marine and industrial operations on Canada’s West Coast and has since evolved into a diversified group with a strong focus on commercial real estate, land development, and investment activity.

As the organization and portfolio expanded, they needed a modern internal platform to standardize how information is stored, shared, and governed across business units, while reducing reliance on legacy storage and inconsistent practices.

Profile Highlights

  • Industry: Diversified investment group (operating companies, real estate, capital investments)
  • Primary location: Vancouver, British Columbia
  • Operating context: Multiple business units with shared corporate services and documentation needs
  • Business priority: Standardized, scalable document management inside Microsoft 365

Key Challenges

  • Inconsistent folder structures and naming patterns across teams
  • Duplicate copies of important documents and low confidence in “current vs outdated”
  • Time lost searching, re-creating files, or confirming status through email and messages
  • Limited document control for items requiring review and signoff
  • Need to reduce on-prem dependency and consolidate into Microsoft 365 without creating new silos

Problem

The client’s document environment had become difficult to manage and harder to scale. Content was spread across legacy storage locations with limited governance, which created daily friction for staff and introduced risk around document control.

Solution

West X delivered a structured SharePoint Online document management implementation focused on establishing a long-term foundation, not just migrating files. The approach centered on building a consistent information architecture that could be repeated and expanded as the organization grows.

What We Delivered

  • Centralized SharePoint document management foundation aligned to business unit needs
  • Standardized organization patterns to reduce sprawl and improve consistency
  • Clear ownership approach to support ongoing maintenance and governance
  • A practical “source of truth” model to reduce duplicate storage and version confusion
  • User enablement and training to reinforce adoption and consistent day-to-day usage

Technology Used:

SharePoint business solutions for enterprise collaboration and document management.
SharePoint Online
Innovative business solutions logo with modern gradient design for West X Business Solutions.
Microsoft 365

The Results

Cosulich Group transitioned to a centralized SharePoint document management foundation that supports consistency, security, and scale. Teams gained a clearer structure for where documents belong, reduced duplication and rework, and improved confidence in document versioning and ownership.

Outcomes

  • Less time spent searching for documents and validating the correct version
  • Reduced duplication and rework through a clearer “source of truth” model
  • Improved consistency across business units through repeatable structure and standards
  • Stronger foundation for governance and future enhancements such as workflow automation, structured approvals, and records management

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