Agree a first workflow
Choose a bounded set of documents and identify who uploads, reviews and maintains them. Decide which dates, categories and fields need to be recorded. Use synthetic or approved sample files during evaluation.
Prepare access and the register
Confirm the workspace owner and the roles each team member needs. Arrange source files and metadata so an import can be reviewed before it is committed. Keep a copy of the original register.
Review documents and dates
After files pass the required scanning checks, confirm metadata against each source. Assign ownership and maintain renewal dates. Reminder delivery depends on notification setup.
Decide whether to enable OCR
Manual metadata entry remains available. Optional Azure OCR requires approved setup, data-handling review and validation using suitable files. Confirm extraction errors and the human review process before relying on the output.
Agree operational responsibilities
Confirm retention, permitted exports, support arrangements, processing allowances and any separate implementation work. Workspace activation follows the agreed onboarding process.