"Where's That File?" Is Not a Business Strategy
Sarah emails you a proposal. You download it. Make edits. Save to Desktop. Email it to John. He saves his version to Shared Drive. Client requests changes. Which version is current? No idea. Spend 20 minutes searching email attachments, three different folders, and Slack messages.
Meanwhile, the file you actually need is named "FINAL_v3_UPDATED_NEW.docx" buried somewhere in a folder called "Misc_2023."
We build centralized document management systems where every file has one home, everyone has access, and search actually works.
Sound Familiar?
Your team is spending 8-10 hours per week just finding things.
The file chaos reality:
- Files stored in: Email attachments, Google Drive, Dropbox, OneDrive, Shared Drive, individual desktops (at least 6 different places)
- Version control: "Which one is the latest version?" becomes daily question
- File naming: "FINAL_v2_REVISED_UPDATED_NEW_USE_THIS_ONE.pdf"
- Lost attachments: "I know Sarah sent it 3 weeks ago..." (searches 400 emails)
- No permissions: Everyone can see everything, or nobody can access anything
- No audit trail: Who edited what? When? Why? Unknown.
- Duplicate files: Same document saved 8 times in different folders
- Leaving staff take knowledge: Files saved locally, gone when they leave
- Mobile access: Impossible to find anything from phone/tablet
Your team isn't disorganized. Your filing system is just... everywhere.
One Central Location for Everything
We build document management systems where every file has a clear home, search actually works, and your team stops wasting time hunting for documents.
What changes:
- One central repository: All files in one place, not scattered across 6 platforms
- Smart folders: Organized by project, client, or department (however you work)
- Powerful search: Find files by name, content, date, author, or project
- Version control: Always know which is the current version, see change history
- Permission controls: Right people see right files, sensitive docs stay secure
- Audit trail: Who accessed/edited what and when
- Mobile access: Full access from phone/tablet, not just desktop
- Offline sync: Download files for offline work, auto-sync when online
- No duplicates: One file, linked from multiple projects (not copied)
The result: Team finds files in 30 seconds, not 30 minutes. No more "can someone send me that file?" messages. No more lost work.
Solution visualization image
How It Works
Simple, transparent process from problem to solution
Our Process
Week 1-2: File Audit & Organization Design We analyze where your files currently live. Interview your team about how they actually work. Design folder structure that matches your business processes (not generic folder templates).
Week 3-4: Migration & Setup Migrate files from scattered locations to central system. Eliminate duplicates. Set up smart folders and search. Configure permissions based on roles.
Week 5-6: Integration & Training Integrate with email, CRM, and project management tools. Train your team on new system. Create documentation for new hires.
Week 7: Launch & Optimize Deploy. Monitor usage. Adjust folder structure based on real behavior. Ensure team is actually using it (not reverting to old habits).
Timeline: Most document systems launch in 6-8 weeks.
Real Results
See how we solved this exact problem for a UK business
Architecture Firm - From File Chaos to Organized Repository
Before: 15-person firm with files scattered across email, Dropbox, individual laptops, and server. CAD files on server. Proposals in email. Contracts in Dropbox. Photos on individual phones. Project managers spent 10+ hours per week finding files. Lost billable time. Missed deadlines because someone couldn't find the latest version.
What we built:
- Centralized document system organized by project and client
- Integration with CAD software (files auto-save to correct project folder)
- Email integration (save attachments directly to projects)
- Mobile app for on-site photo uploads (auto-tagged with project and date)
- Version control with visual diff for CAD files
- Client portal (share files with clients without email attachments)
- Smart search (find files by project name, client, date, or content)
- Permission system (contractors see only their projects)
After:
- File finding time: 2 minutes average (was 20-30 minutes)
- 8 hours per week saved per project manager (120+ hours/month across team)
- Zero lost files (was 2-3 per month requiring re-work)
- Client satisfaction up: Portal access means clients don't wait for email attachments
- Onboarding new staff: 2 days (was 2 weeks of "where do we save X?")
- ROI: System paid for itself in 3 months from recovered billable time
Managing Partner quote: "We were a 15-person firm working like disorganized freelancers. Now we work like an organized business. Finding files used to be an archeological dig. Now it's instant."
What You Get
Everything you need to solve this problem permanently
Smart Folder Structure
Not generic "Documents/2024" folders. Organized around how YOU work - by project, client, department, or process. Files go where you'd naturally look for them.
Powerful Search
Find files by name, content, metadata, or project. Search inside PDFs and Word docs, not just filenames. Filter by date, author, or file type. Like Google for your files.
Automatic Version Control
No more "FINAL_v2_NEW_UPDATED" filenames. System tracks versions automatically. See who changed what and when. Restore old versions if needed. Always know which is current.
Integrated Everywhere
Save email attachments directly to projects. Sync with desktop folders. Mobile app for on-site uploads. Integration with Office, CAD software, and project management tools.
"We thought we needed better file naming conventions. Turns out we needed an actual system. Dataface built one that works with how we work, not against it. Finding files is now instant, not an expedition."
Common Questions
Q: How much does a document management system cost? A: Typical range: £8,000-£18,000 for small team systems (5-15 users) with basic features. £18,000-£35,000 for larger systems with advanced integration, client portals, and workflow automation. Includes migration, setup, and training. Fixed-price quotes.
Q: Can we keep using Google Drive/Dropbox or do we need new software? A: Depends. If Google Drive/Dropbox is working and you just need better organization, we can build structure and search on top of it. If you need advanced features (version control, workflow automation, audit trails), we'd recommend a more robust system (SharePoint, custom build, or specialized DMS).
Q: What about migrating our existing files? A: We handle it. Extract files from current locations, eliminate duplicates, organize into new structure, migrate to new system. You review folder structure before migration. Typical migration takes 2-3 weeks depending on volume.
Q: Will my team actually use it or revert to old habits? A: Change management is key. We make the new system easier than the old chaos. Integrate with tools they already use (email, Office). Train thoroughly. Monitor adoption. Adjust friction points. Our average: 85%+ adoption within 4 weeks.
Q: What about security and permissions? A: Fully configurable. Set permissions by role, department, project, or individual. Sensitive docs stay locked. Everyone gets access to what they need. Audit trail tracks who accessed/downloaded what.
Q: Can clients access files without logging in? A: Yes, we can build secure client portals. Clients get access to only their project files via secure link. No login required (or optional login for tracking). Expires after project completion.
Q: What if we're in a regulated industry (legal, healthcare, finance)? A: We build systems with compliance in mind. Audit trails, encryption, access controls, retention policies. We've built systems compliant with GDPR, ISO 27001, and industry-specific regulations. Compliance isn't bolt-on, it's built-in.