Where Does Your Source Of Truth Actually Live?
Most regulated organisations store important documents, the ones needed for audits, compliance, eDiscovery, and AI, across 8 to 15 different systems. That makes one simple question hard to answer: which copy is the official one?
The Intelligent Repository is built to answer that question. It connects to the places your content already lives, M365, SharePoint, your legacy DMS, Box, supplier portals, line-of-business apps, and lets you query all of it as one system. Every action on every document is logged to the same audit trail. Every retrieval follows the same permission rules.
This is the layer everything else in TeamSync is built on.
Talk to a solutions engineer · See the platform overview · See the consolidation pillar
What “Intelligent” Actually Means
Most repositories just store files and control who can see them. The Intelligent Repository also understands what those files are.
Capability | What it does |
Federated capture | Connects natively to M365, SharePoint, Box, Drive, legacy DMSes, and line-of-business systems |
Classification at ingest | Identifies document type by content (contract, claim, batch record, FOIA response, regulatory submission), not by where it's stored |
Permissioned retrieval | Every document is only visible to users with the right permissions at the time they ask |
Audit-anchored | Every event is hashed and chained when it's recorded, so it can be verified later |
Retention-aware | Applies the correct retention rules by document type, and enforces legal holds consistently |
AI-grounding-ready | Structured so tools like DocuTalk, Semantic Search, and Document Summarisation can retrieve from it directly |
A repository needs all six to be more than storage with a search bar. This layer is what makes TeamSync's audit trail, AI features, and consolidation story possible.
What Builds On This Platform
The Intelligent Repository isn't a standalone tool, it's the foundation that other TeamSync capabilities read from and write to.
Capability | What it does with the platform |
|---|---|
Reads from it, to answer questions with citations | |
Reads from it, to search across your entire estate | |
Reads from it, to generate grounded summaries | |
Reads and writes, so agents can take action directly | |
Writes to it, so contracts become official records | |
Writes to it, so signed documents become official records | |
Reads from it, to place holds and collect files at the source | |
Writes to it, so workflow events are recorded |
The composition is structural. There are no integrations to maintain. The audit chain is uniform.
How The Federation Works
This is where a lot of older document systems struggle. Many tried to move everything into one central repository, which usually meant years-long migration projects with uneven results.
TeamSync takes a different approach: it doesn't move your files. Content stays where it already lives, and the platform keeps track of what's official, how it's classified, who can access it, how long to retain it, and its audit history. When the platform needs the actual file, for AI grounding, an export, or a legal hold, it retrieves it directly from the source system.
Federation pattern | Where it fits |
Native connector — M365 / SharePoint | Content stays in M365; the platform tracks the record-keeping details |
Native connector — Box / Drive | Same approach for major collaboration platforms |
Legacy ECM connector | OpenText, Hyland, and Documentum content stays accessible during migration |
LOB-system connector | Documents from CRM, ERP, EHR, and PLM systems, organised by document type |
Custom connector | REST and webhook support for systems without a native connector |
Instead of asking "how do we move everything to a new system?", the question becomes "what's the right record-keeping approach for each type of document?"
What Changes For Records Officers
The role shifts from managing a single DMS to designing how records-of-record work across every system.
Activity | Before | With TeamSync |
Records-of-record by document type | Handled per system, often inconsistently | Consistent across systems, by document type |
Retention enforcement | Manual, varies by system | Automated and uniform |
Legal holds across systems | Per-system, often incomplete | Applied in one query, across everything |
Audit response | Reconciling data across systems | Generated directly from one audit chain |
New regulatory requirement | Reconfigure each system separately | Configure once, on the platform |
How TeamSync Compares
At the platform level, customers typically compare TeamSync against:
OpenText Content Server / Documentum: Broad legacy presence, but weaker AI capabilities and audit verification
Hyland OnBase: Highly customisable, but less unified architecture and weaker cross-source federation
Microsoft 365 + Purview: Strong within M365, but limited records-of-record and audit capability across other systems
Box: Strong for collaboration, but not built as a regulated-records platform with cross-source federation
Read Further
The platform overview — how the platform fits with the rest
Why TeamSync — consolidate document sprawl — the architectural pillar
Why TeamSync — tamper-evident audit — the audit chain the platform writes to
Capabilities — the 16 capabilities, one platform