The challenge
As a facilities or estates management team you're managing multiple jobs and sites, but the paperwork that proves the work was done is spread across inboxes, shared drives and filing cabinets. Contractor records arrive by email. Inspection certificates come in by post. And when an auditor or FOI request lands, someone has to manually piece it all together.
CAFM blind spots
CAFM manages activity, but documentation isn’t linked within the system which causes confusion and compliance risks.
Separate paper processes
Physical documents are treated differently to digital ones, with no consistent capture or classification.
Missing, fragmented data
Duplicated documents, shadow filing, and inconsistent links between paperwork and jobs erodes confidence in what’s been done by whom.
The solution
FileSmart captures estates documentation the instant it enters your organisation – whether via email, tenant apps, PO boxes, scanners or systems. Physical documents are digitised through FileSmart’s scanning service and treated with the same level of governance as digital content. Emails and digital files are automatically ingested from existing workflows – no manual sorting required.
Does what your CAFM can’t
FileSmart acts as the system of record for all work order documentation, while your CAFM system continues to manage operational activity.
No more lost or missing documents
Intelligent metadata links every document directly to the right work order, asset or building.
Nothing leaves your IT domain
Everything is stored securely in your Microsoft 365 with governed access, retention policies and full audit trails.
Feel the FileSmart difference
for work orders
Instead of chasing paperwork, your team is managing outcomes. Instead of dreading audits,
you're ready for them. Every work order has a single, complete, auditable record – and retrieving
it takes seconds, not hours.
Less operational
risk
Job histories become visible across all assets, buildings and contractors. No more shadow filing or missing documents.
Built-in
compliance
Retention policies, access controls and audit trails are applied automatically. No more reliance on individuals to follow process.
Scales with your
business
Whether you're managing a single site or a complex multi-building estate, FileSmart scales with you.