Modernizing Product Sampling with Power Apps

Executive Summary

A large North American financial services organization engaged atQor to design and deliver an enterprise-grade, Microsoft-native Information Management and Governance solution. The organization had well-defined information governance policies in place, but lacked automation, operational consistency, and defensible execution across its rapidly growing data estate.

atQor delivered a fully implemented, production-ready solution leveraging Microsoft Purview, Microsoft 365, Azure, and the Power Platform to operationalize information governance across structured and unstructured content. The solution enabled automated discovery, classification, retention, disposition, legal holds, and audit reporting—significantly reducing compliance risk while improving operational efficiency and governance transparency.

The customer is a large North American financial services organization operating in a highly regulated environment. The organization manages vast volumes of sensitive financial, customer, and operational data across:

  1. Microsoft 365 (SharePoint, Teams, Exchange)
  2. On-premises file systems
  3. Proprietary loan origination and servicing platforms
  4. Multiple SaaS and enterprise applications

As regulatory scrutiny increased and data volumes grew, leadership identified the need to move from policy-driven governance to system-enforced, automated information management.

  • Industry Financial Services
  • Region Canada

Business Challenges

The organization faced several critical challenges:

  1. Manual Governance Execution
    Information governance policies existed but were not automated or consistently enforced.
  2. Fragmented Information Landscape
    Content was distributed across Microsoft 365, file servers, legacy systems, and SaaS platforms, limiting visibility and control.
  3. Legal and Compliance Risk
    Inability to consistently apply retention, legal holds, and defensible disposition increased regulatory exposure.
  4. ROT Data Proliferation
    Redundant, obsolete, and trivial data was driving storage costs and operational inefficiencies.
  5. Limited Auditability and Reporting
    Governance activities lacked centralized reporting, confidence scoring, and audit trails.

atQor’s Approach & Solution

atQor delivered a Microsoft-native Information Management solution designed to operationalize governance policies at enterprise scale.

Key Design Principles

  1. Microsoft-first, cloud-native architecture
  2. Policy-driven automation
  3. Security-by-design and compliance-by-default
  4. Scalable integration with on-prem and SaaS systems
  5. User-centric governance with oversight and control

Solution Architecture & Implementation Highlights

  1. Discover & Inventory
  • Automated crawling of Microsoft 365, file servers, and business applications
  • Centralized catalog of repositories with metadata, ownership, and classification visibility
  • Enterprise-wide content discovery using Microsoft Search and Azure Cognitive Search
  1. Classify & Tag
  • Standardized and custom metadata schemas aligned to business and regulatory needs
  • Automated metadata extraction using Microsoft Syntex and Azure Cognitive Services
  • Manual override and exception handling for business flexibility
  • AI-driven classification with confidence scoring
  1. Action Policies (Retention, Disposition & Legal Holds)
  • Automated retention and disposition policies using Microsoft Purview
  • Defensible disposition workflows with audit trails
  • Legal hold management integrated across repositories
  • Exception workflows using Power Automate with approval hierarchies
  1. Secure Content
  • Role-based access control (RBAC) enforced via Microsoft Entra ID
  • Sensitivity labels, encryption, and information protection policies
  • Secure access across Microsoft 365 and connected systems
  1. Monitor & Report
  • Governance dashboards and audit reporting using Power BI
  • Policy change alerts and governance activity tracking
  • Enterprise search for governance, compliance, and audit teams

Business Outcomes & Value Delivered

The fully delivered solution enabled the organization to achieve measurable governance maturity:

  1. Automated Information Governance
    Manual governance processes were replaced with policy-driven automation.
  2. Reduced Legal and Compliance Risk
    Consistent application of retention, legal holds, and defensible disposition.
  3. Improved Operational Efficiency
    Significant reduction in ROT data and manual review effort.
  4. Enhanced Audit Readiness
    Centralized reporting, audit trails, and compliance visibility.
  5. Scalable Governance Foundation
    A future-ready platform capable of expanding with new data sources and regulatory requirements.

Why atQor

  1. Deep expertise across Microsoft Purview, Microsoft 365, Azure, and Power Platform
  2. Proven experience delivering governance solutions in regulated industries
  3. Ability to translate governance policy into enforceable technical controls
  4. Microsoft-aligned architecture ensuring long-term scalability and support
  5. End-to-end ownership from design through production deployment

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