Taxonomy-Driven Document Governance
Transform chaotic file shares into a structured, intelligent document management system. Built on SharePoint with Term Store taxonomy, our DMS enables metadata-driven navigation, automated approval workflows, OCR-powered search, and enterprise-grade compliance — managing 500K+ documents with sub-second search.
Information Architecture
Term Store Taxonomy
Documents are classified using SharePoint Term Store — a managed metadata hierarchy that enables consistent tagging, intelligent navigation, and enterprise-wide search across all document libraries.
Region
Market
Property
Tenant
Document Type
Managed Metadata Service
Taxonomy terms are centrally managed in SharePoint Term Store. When a market expands or property is acquired, administrators add new terms — instantly available across all document libraries without migration or reclassification.
Select Portal
Choose document upload portal
Tag Metadata
Apply taxonomy classifications
Upload Files
Drag & drop or browse files
Submit Review
Route to approval workflow
Admin Approval
Review and approve content
Published
Document visible to users
Intelligent Discovery
Multi-Modal Search
Find any document in seconds — search by title, scan content with OCR, filter by taxonomy, or combine queries for precise results across 500K+ documents.
Title Search
Find documents by name, title, or filename
OCR Search
Search scanned document content via optical character recognition
Metadata Search
Filter by Region, Market, Property, Tenant, Document Type
Date Range
Find documents by creation, modification, or expiration date
Lease Letters
Auto-generate tenant correspondence with merged property data
Contract Templates
Create contracts from approved templates with auto-fill
Lease Abstracts
Extract and summarize key lease terms into standardized format
Expiration Reports
Automated tenant expiration tracking and notification
Stay Informed
Configurable Alerts & Notifications
Subscribe to document changes at any taxonomy level — Region, Market, Property, or Tenant. Receive instant notifications when documents are added, modified, or approaching expiration.
- New document upload alerts by property or tenant
- Document modification and version change notifications
- Lease and COI expiration warnings (30/60/90 day)
- Approval workflow status updates
Portfolio Administration
Property & Entity Management
Manage the complete property lifecycle — from acquisition through operation to disposition. Handle entity ownership changes, property transfers, and archive formerly owned assets without data loss.
Metro Tower
Central Plaza
Heritage Center
Formerly Owned Properties
When properties are sold or disposed, documents are preserved in archived status with full metadata and audit history. Legal and compliance teams can search and access historical documents without impacting active property views.
Platform
Built on SharePoint Online
Leverage your existing Microsoft 365 investment with enterprise-grade document governance, managed metadata services, and seamless cloud integration. Available on both SharePoint Online and SharePoint On-Premises.
What Our Clients Say
“Al Rafay Consulting was an outstanding partner in developing our internal pipeline tracker. They took a detailed upfront inventory of the team's existing tools and processes, as well as areas our overall system could improve. ARC was extremely communicative throughout the development process and instrumental in the successful launch.”
Adam Goldblatt
Director, Investments
BioMed Realty
“BioMed Realty engaged ARC 7 years ago originally to kick start an internal SharePoint campaign with the goal of increasing productivity through workflow automation. We've now grown our work with SharePoint into a full blown Business Intelligence platform that has created tremendous efficiency and value for our organization.”
David Hsiao
Senior Vice President, CIO
BioMed Realty
“When we were looking to design and implement our new website, ARC was an invaluable partner. ARC assisted us in selecting a flexible platform and implementing our design ideas into a website that we can easily manage and update as we grow our business.”
Catherine Hastings
Chief Financial Officer
Innovative Industrial Properties
“Al Rafay Consulting went above and beyond to give us the Event Management tool that we needed to take our organization to the next level. Ali and his team developed an events management platform for San Diego Theatres, sat side by side with us while learning our industry and business model, and through it all exhibited patience, collaboration, and resolve to get it done.”
Kelly Bargabos
CFO/COO
San Diego Theatres
“Working with ARC over the past 3 years has been nothing short of exceptional. The team has everything that you would look for in a consultant and then some. A vast knowledge of their core business as well as a hunger to learn new industries and skills has proven to be a critical aspect of our partnership.”
Mark Zikra
Director of Technology
CA Ventures
Frequently Asked Questions
How is this different from using SharePoint out of the box?
How does the taxonomy-driven navigation work?
Can you handle documents for properties we no longer own?
How does the approval workflow handle sensitive documents?
What search capabilities does the system provide?
Can the system generate documents automatically?
Ready to Transform Document Chaos into Governance?
Schedule a demo to see how our taxonomy-driven Document Management System can bring structure, compliance, and intelligent search to your enterprise documents.