THE CHALLENGE
When Information Spreads,
Risk and Cost Follow
Your teams adopted Microsoft 365 for collaboration. Now content is everywhere across Teams channels, SharePoint sites, OneDrive folders, and legacy file shares or EDRMS. Without consistent structure and oversight, visibility drops, duplication grows, and compliance becomes harder to enforce. The result is fragmented content, increased risk, and data that cannot be trusted or used safely for AI.
Does this sound familiar:
- Limited visibility across Microsoft 365 and legacy repositories.
- Duplicated and outdated information, increasing risk and storage costs.
- Users creating Teams, SharePoint sites, and OneDrive folders without governance.
- Compliance requirements become difficult to enforce at scale.
- Manual processes for records classification, retention, and disposal.
If you’re nodding, you’re not alone. But there is a better way.
THE SOLUTION
iWorkplace – Information Governance, Compliance and Control Built into
Microsoft 365
iWorkplace is a comprehensive information management and compliance framework that runs natively in Microsoft 365, transforming Teams, SharePoint, OneDrive, and Purview into a governed, automated, and audit-ready system.
Unlike standalone tools that sit outside your workflow, iWorkplace embeds governance directly into the Microsoft 365 apps your teams already use.
iWorkplace enables organisations to:
Automate governance and compliance to confidently meet local Australian regulations.
iWorkplace delivers full visibility, control, and defensible compliance across Microsoft 365, without slowing teams down. Automated governance classifies, protects, and manages content in Teams, SharePoint, and OneDrive with the right retention and access rules. Real‑time monitoring, audit trails, and defensible disposal reduce risk, simplify audits, and keep your organisation secure and compliant at scale.
iWorkplace helps organisations achieve compliance with the local data handling regulations:
- Australian Privacy Act 1988.
- NSW State Records Act.
- Public Record Office Victoria.
- Public Records Act 2023 (Queensland).
- AS ISO 1 Records Management.
- Western Australia Freedom of Information Act 1992.
- HB 171_2003 Guidelines for the Management of IT Evidence.
- Electronic Transactions Act.
- National Archives.
Control content sprawl across Teams, SharePoint, and OneDrive.
iWorkplace delivers secure, scalable enterprise content management across Microsoft 365. Built-in governance, smart metadata, and automated lifecycle rules keep content organised, protected, and compliant across Teams, SharePoint, and OneDrive.
- OneDrive visibility.
Identify orphaned files, monitor storage growth, and proactively remediate content silos. - Teams governance.
Auto-apply retention policies, security labels, and metadata to every channel and file. - Smart templates.
Provision compliant workspaces instantly using pre-approved structures.
AI-Powered Auto-Classification.
iWorkplace AI Autoclassification automatically recognises, classifies, and protects information across Microsoft 365.
Content from Teams, SharePoint, OneDrive, file shares, and legacy systems is accurately tagged with business‑ready metadata, improving search, security, and compliance. Automation reduces errors, scales effortlessly, and turns messy content into trusted, usable information.
- Intelligent recognition.
Automatically organise and tag files based on their actual content, not just keywords, even from legacy file shares. - Enhance security and data protection.
AI proactively spots sensitive information, allowing organisations to protect it through automated rules and sensitivity labels, ensuring that only the right people have access to critical data. - Reduce manual effort and human error.
Automating manual sorting and tagging improves metadata accuracy and reduces errors, freeing teams to focus on higher-value, strategic work. - Improves searchability and AI readiness.
Turn messy environments into a single secure source of truth. By consistently tagging and classifying files, iWorkplace makes information easier to find and ensures that data is safe for use with AI.
Make information easy to find, manage, and protect in Microsoft 365.
With structure, metadata, and governance built into every SharePoint page, business users can publish content confidently without coding, while IT stays in control.
Smart navigation, automated lifecycle management, and AI-ready metadata keep content findable, compliant, and consistent across sites, libraries, and Teams, now and into the future.
- Creates a single source of truth.
Centralise disparate information into a cohesive digital workspace, ensuring staff can easily find authoritative, up-to-date content across the entire organisation. - Enhance productivity.
By leveraging a well-structured design and powerful search capabilities, it significantly reduces the time employees spend hunting for documents, policies, or colleague information. - Integrates seamlessly with Microsoft 365.
iWorkplace is built to work natively with tools like SharePoint, Teams, and Viva, providing a secure, governed environment that simplifies the user experience rather than adding another complex layer of software.
Get up and running fast with pre-configured solutions.
iWorkplace Business Solutions delivers ready-to-use, templated workspaces for documents, employee files, contracts, and projects in Microsoft 365.
Preconfigured structure, security, and governance reduce content sprawl while enabling fast, self-service collaboration. Teams work confidently with controlled versions, smart metadata, and automated compliance without IT bottlenecks.
- Controlled Documents
Turn disorganised policies into protected assets. Gain full control over your critical documents with automated publishing, version control, and audit logging, ensuring total compliance without the chaos. - Employee Files
Securely manage sensitive personnel records with confidence. This module ensures employee data is protected, easily accessible, and fully compliant with privacy standards while enabling seamless team collaboration. - Contract Management
Eliminate the risks of missed deadlines and lost agreements. Streamline your entire contract lifecycle with a secure, organised system that keeps your legal documents compliant and easy to track. - Project Management
A secure, structured Microsoft 365 solution to plan, track, and deliver with control. Use templates for instant organisation, task tracking, and real-time collaboration to keep every project on schedule.
Explore iWorkplace’s Innovative Capabilities
Built into Microsoft 365
iWorkplace delivers industry-leading information and compliance management directly within Microsoft 365, embedding governance, structure, and intelligence where work actually happens.
Automated Records Management
Apply retention, disposal, and compliance rules automatically behind the scenes within Microsoft 365, helping organisations reduce risk, improve governance, and simplify information lifecycle management.
Set-and-forget retention and disposal
Ensure files in Microsoft 365 are protected from day one and disposed of on schedule, scaling compliance with minimal effort.
Control OneDrive overuse
Discover files, monitor storage, and proactively take action where necessary to mitigate content silos and information risks.
Instant, compliant workspace setup
Automate the creation of compliant Microsoft Teams and SharePoint workspaces using pre-approved templates, ensuring governance, security, and consistency without slowing down users.
Zero-effort metadata tagging
Automatically apply and maintain metadata based on folder structures in SharePoint and Teams to improve findability, governance, and compliance without changing how users work.
Role-based case file updates
Enable secure, compliant, and end‑to‑end management of case files in Microsoft 365 by letting authorised business users easily create, control access to, and automate the lifecycle of cases without heavy IT involvement.
Self-service Teams site request
Bring instant order to Microsoft Teams by combining easy self-service creation with built-in governance, so teams can collaborate freely while everything stays consistent, discoverable, and compliant from the start.
Secure external collaboration
Make external collaboration easy and secure by automating guest access in Microsoft 365, giving teams fast approvals and full visibility while ensuring every guest is governed, auditable, and removed when no longer needed.
Built for Australian Industries
iWorkplace is built to cater to the information management and compliance needs of mid-sized to large, regulated industries,
whether commercial, government, or not-for-profit. Professional Advantage has a strong track record of success implementing iWorkplace in these industries:
Local Councils
Meet State Records Act requirements while enabling modern digital collaboration.
Aged Care
Protect sensitive resident information while meeting strict aged care compliance and privacy requirements.
Not-for-Profits
Strengthen governance, protect donor and beneficiary information, and simplify compliance while empowering teams to collaborate securely in Microsoft 365.
Real Results from Australian Organisations
Energy and Water Ombudsman NSW
Professional Advantage helped EWON gain enterprise‑wide visibility and governance across Microsoft 365, reducing information risk while enabling compliant, scalable collaboration. {Read full story}
Read full story →A large, aged care facility
An aged care provider modernised information management with iWorkplace, improving access, compliance and governance while reducing risk and costs.
Download summary →Proven expertise in Information Management and Compliance
For over 20 years, we have helped Australian organisations design, deliver, and scale SharePoint and Microsoft 365 collaboration and governance solutions.
We have seen information management challenges evolve, and we have built the expertise to solve them.
What sets us apart:
Microsoft Expertise You Can Trust
Microsoft Solutions Partner for Modern Work and Security.
20+ years delivering SharePoint and Microsoft 365 solutions.
Exclusive Microsoft focus for content management and compliance.
Australian-first Approach
Deep understanding of Australian compliance requirements (State Records Acts, Privacy Act, National Archives, etc).
Local teams in Sydney, Melbourne, Brisbane, and Perth.
Client Satisfaction that Speaks Volumes
90+ consistently high net promoter score.
9.7 years average client tenure.
Client references across Australian councils, commercial and not-for-profit organisations.
Professional Advantage is a Microsoft Solutions Partner for Modern Work and Security.
Top Frequently Asked Questions
Below are the top FAQs about iWorkplace, but you can find the complete list here.
What is iWorkplace?
iWorkplace is an information management and compliance solution that runs on Microsoft 365 and helps compliance-focused organisations meet their information regulatory obligations at scale, ensuring their organisation is up to Australian data privacy and information standards.
It unifies practical information management and compliance with collaboration to help you achieve your data protection and compliance requirements at scale easier, more cost-effectively, and in a more user-friendly way. iWorkplace utilises Microsoft 365 collaboration and content management platforms that your users already use and love, such as Teams and SharePoint, and leverages Microsoft 365’s built-in robust security capabilities, such as data loss prevention, sensitivity labels, and retention policies.
Developed by Information Leadership in New Zealand, Professional Advantage is the exclusive partner implementor of iWorkplace in Australia.
Access our iWorkplace Resource Hub for more information, or contact us to learn more.
What data protection standards does iWorkplace comply with?
iWorkplace for Microsoft 365 helps your organisation comply with several data protection standards such as, but not limited to:
- Australian Privacy Act (APP).
Governs the collection, use, disclosure, and storage of personal data, emphasising the need for secure and responsible records management practices.
- Australian Consumer Law (ACL).
Provisions related to consumer data protection and ensure that consumers' rights are protected when dealing with businesses.
- Government Information Public Access (GIPA).
Grants the public the right to access government information, promoting transparency and accountability in government operations.
- General Data Protection Regulation (GDPR).
Ensures data privacy by regulating how personal data is collected, processed, and protected by organisations.
- Australian Prudential Regulation Authority (APRA).
Financial regulator, supervising banks, insurers, superannuation funds, and credit unions to ensure stability, safety, and compliance.
- Australian Health Practitioner Regulation Agency (AHPRA).
Oversees the registration and regulation of healthcare practitioners in Australia to ensure they meet professional standards and protect public safety.
- Australian Securities and Investment Commission.
Australia's financial watchdog, regulating financial markets and services to ensure fairness, transparency, and consumer protection.
- Therapeutic Goods Administration (TGA).
Regulates and monitors therapeutic products in Australia to ensure their safety, quality, and efficacy, including pharmaceuticals and medical devices.
What Microsoft 365 license do I need to run iWorkplace?
Microsoft 365 E1 license is already sufficient to run iWorkplace which makes it a cost-effective solution for many large enterprises. There is also a cost-effective annual subscription to the iWorkplace apps.
What is the difference between the information management and compliance capabilities of Microsoft 365 E3, E5, Purview, and iWorkplace?
Microsoft 365, E3 and E5 provide various tools through the Purview solutions to assist with content management, sensitivity, and compliance but there will be greater efforts required to establish effective compliance and a significant ongoing systems management overhead without the ongoing benefits delivered by the iWorkplace tools and frameworks.
iWorkplace will ensure compliance, improve the user experience, aid in adoption, provide better integration with Microsoft Teams, enhance reporting capabilities and more. All while still working within the Microsoft 365 apps like SharePoint and Teams.
Ready to take control of your Microsoft 365?
Get a personalised demo and see how iWorkplace can transform your information management and compliance.
You can also call us at 1800 126 499.
Not quite ready yet?
We understand that the software selection process takes time and research, so to help you in your journey, we have selected free resources for you to access.
The Government Agency’s Guide to Content Management and Compliance with Microsoft 365
Download eBook →
AI Readiness Starts Before the AI
Read article →
AI and Privacy: How to Build Privacy-First Foundations
Watch webinar →
Compliance Made Easy with Microsoft 365
Watch webinar →
How Australian Government Agencies and Councils Can Close the Microsoft 365 Compliance Gap
Read article →Still looking for further information?
Resource Hub
Download eBooks, infographics and other free resources in our resource hub.
Access now →
