Government-Ready Records Management for Microsoft 365

Say goodbye to your clunky EDRMS—embrace regulation-ready AI-powered classification, retention and disposal of Records in Microsoft 365, delivering audit-ready evidence without slowing your people down.

Why Upgrade Now?

  • New penalties under the amended Privacy Act mean larger fines for poor data retention practices.
  • Public offices must align with Functional and General Retention & Disposal Authorities (e.g. NAA, VIC PROS 10/13, NSW GA28) or risk compliance findings.
  • Legacy EDRMS like Content Manager (TRIM) often lock content in complex folder trees, making discovery, sentencing and API integration difficult.
  • Microsoft 365 is already your collaboration hub—extending it to full records compliance removes duplicate systems and licences.

Our Proven Approach

1.  Discover & Diagnose

  • Rapid workshops with records, ICT and business owners to surface regulatory drivers, legacy-system pain points and privacy obligations.
  • Inventory Microsoft 365 sites, Teams and OneDrive to baseline current architecture, metadata and permissions.
  • Confirm the Business Classification Scheme (BCS) and map functional & general retention authorities.
  • Select records engine (Microsoft Purview or AvePoint Opus) based on licence mix, feature gaps and budget.

2. Design the Information Blueprint

  • Translate your BCS and retention schedule into a modern taxonomy and SharePoint information architecture.
  • Prototype site templates, content types and AI recognition models in a sandbox tenant.
  • Configure metadata capture, auto-classification rules and security inheritance.

3. Migrate & Classify

  • Run our proprietary TRIM/Content Manager accelerator to extract, transform and load records with full metadata and chain-of-custody.
  • Apply labels or lifecycle rules on-ingest—no post-migration clean-up required.
  • Pilot with a priority business area, then roll out in controlled waves.

4. Govern, Assure & Optimise

  • Dashboards on retention, disposition and holds for auditors and business owners.
  • Automated disposal certificates stored back in SharePoint for traceability. 
  • Scheduled health checks and policy tuning to keep the file plan evergreen.

Our Toolset

TRIM to SharePoint
Migration Service

Extract, transform and load TRIM/Content Manager records into SharePoint—complete with metadata, permissions and chain-of-custody—in weeks, not months.


Microsoft Purview

Native Microsoft 365 solution with automated classification, retention and disposal using the E5 licences you already own—no third-party add-ons needed.


AvePoint Opus

Add-on engine with hierarchical taxonomies, multi-stage lifecycle rules, automated classification, disposals with audit evidence, all stored back into SharePoint.


SharePoint & Teams

Modern sites and channels built on a taxonomy that mirrors your Business Classification Scheme, so filing and finding records is intuitive.


Governance Framework Toolkit

Policies, roles and decision matrices aligned to PROV, NAA and ISO 15489, ensuring every disposal action is defensible.


Automation Toolkit

Automate routine reviews, approval workflows and reporting to keep teams informed and compliance on track with minimum manual effort.

Our Proven Approach

Venues NSW

  • 30 000 legacy records migrated to SharePoint in < 6 weeks

  • 100 % of 15 key metadata fields retained

  • Zero downtime—records searchable in Microsoft 365 from Day 1.


St Vincent De Paul

  • 207 000 TRIM records moved to SharePoint in six weeks

  • All 25 critical metadata attributes preserved for audit

  • Search times cut from hours to seconds via Microsoft Search

Ready to de-risk your records program?

Get in touch to book a 30-minute discovery call and see how Total Calibration can align Microsoft 365 to your retention schedule, fast.


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