Document management services for Long Island businesses
TDS document management services turn filing cabinets, shared drives and scattered email attachments into one searchable, secured document system built on the Microsoft 365 you already pay for. We design it, migrate your files, automate the paperwork and support your people.
Your documents, organized, searchable and secured in Microsoft 365
Most offices keep documents in four places at once: a file server, OneDrive, email and a cabinet. Nobody is sure which copy is current, and finding a contract from 2022 takes a phone call. TDS Document Management puts every document in one structured SharePoint library, indexed so it can be found in seconds, with version history, access control and an audit trail behind it.
Built on Microsoft 365
SharePoint, OneDrive, Teams and Power Automate are already in your Microsoft 365 licence. We configure them into a document system instead of selling you another platform.
Paper goes digital
Scan-to-SharePoint with OCR from the copiers you already own. Scanned pages become searchable PDFs, indexed and filed on arrival.
Managed by TDS
We design the libraries, migrate the files, set the permissions, train your staff and keep it running. One help desk for your documents, your phones and your IT.
Document management services: from paper and inboxes to one searchable library
Scanned paper, email attachments and files on shared drives land in one system with the data extracted, indexed and searchable in seconds.
- Scan and OCR paper on arrival
- Capture attachments straight from email
- Full-text search across every document
- Version history on every file
Built for offices that live on documents
Law firms
Matter-centric libraries, privileged documents labelled and locked down, retention by matter type and litigation hold when a case needs it.
Medical practices
Patient records and intake forms with PHI labelled automatically, HIPAA-aligned sharing rules, and a log of who opened what.
Any office drowning in paper
Accounting firms, contractors, property managers and distributors with invoices, drawings, contracts and forms that have to be found fast and kept for years.
Seven capabilities, one system
Capture
Scanning and OCR turn paper and PDFs into searchable, indexed documents.
Central storage
One structured library replaces file shares, scattered folders and the cabinet.
Search and indexing
Find documents by metadata, keyword or full text, including the scanned ones.
Version control
Every change is kept with history, so the current version is never in doubt.
Access control and audit
Permissions by role, encryption, and a trail of every view, edit and share.
Workflow automation
Reviews, approvals, signatures and archiving run on their own, with due dates.
Collaboration
Co-edit in Word, Excel and PowerPoint with comments, from Teams or the browser.
Three tiers, priced per user per month
Starter gets your documents organized and findable. Pro automates the paperwork around them. Elite adds the governance regulated firms need. Each tier is priced per user per month and quoted after a free assessment of your files and licences.
Starter
Organize and find
- Library design around clients, matters, patients or projects
- Migration of file shares, network folders and cloud drives
- Metadata templates and naming standards
- Full-text search, including scanned paper (scan-to-SharePoint with OCR)
- Version history on every document
- Role-based access by team
- Staff training and ongoing admin support
Pro
Automate the paper
- Everything in Starter
- Review, approval, signature and archiving workflows with due dates
- E-signature connected to the library
- Incoming mail, invoices, intake forms and attachments captured and indexed
- Co-authoring and comments from Teams or the browser
- Audit trail reporting: who viewed, edited, shared, downloaded
- External sharing controls and expiring links
Elite
Govern and comply
- Everything in Pro
- Sensitivity labels with encryption (confidential, privileged, PHI) applied by default
- Data loss prevention policies, including HIPAA and PII templates
- Retention labels, schedules and defensible disposition, with legal hold
- eDiscovery readiness: content search and export
- Quarterly access review and governance report
- Microsoft 365 and SaaS backup of the libraries
Optional with any tier: bulk scanning of paper archives (quoted per box), AI document data extraction for high-volume invoices and forms, and integration with practice management, EHR or accounting systems. Elite requires Microsoft 365 Business Premium or an E5 or Purview licence per user, quoted with the tier.
Where it pays off first
Legal
A matter is a folder, a permission set and a retention clock at the same time. We build libraries per matter type, label privileged work product so it cannot leave the firm, wall off conflicted matters, and put a legal hold on anything in dispute.
- Matter-centric libraries with document sets
- Attorney-client privilege labels and ethical walls
- Retention schedules per matter type
- Litigation hold and eDiscovery export
Healthcare
Protected health information has to be findable for the people treating the patient and invisible to everyone else. We label PHI automatically, apply the HIPAA data loss prevention templates, log access, and keep the configuration aligned with Microsoft’s Business Associate Agreement for Microsoft 365.
- Patient records and intake forms indexed on arrival
- PHI labelled automatically, HIPAA-aligned sharing rules
- Access logging and quarterly reviews
- Retention for medical records and billing
From filing cabinet to one library
1. Assess
We inventory where your documents live today, what has to be kept and for how long, and which Microsoft licences you already have.
2. Design and migrate
Libraries, metadata and permissions are built, then files move in with their history. Paper gets scanned on the way.
3. Automate
Approval, signature and filing workflows are built around the documents you handle every week.
4. Train and support
Your team learns the system in their own apps. TDS supports it from the same help desk as everything else.
Who can see what, with an audit trail to prove it
Permissions follow the folder, the document type or the user. Retention rules do the clean-up, and every view, edit and share is logged.
- Role-based access by department
- Retention and legal hold rules
- Complete audit trail
- Approval workflows for invoices and contracts
What clients say
Live Google reviews from TeleData Services customers.
What document buyers ask first
What do TDS document management services include?
Design of the library structure and permissions, migration of files from shared drives and email, scanning of paper records, automated routing and approvals, and ongoing support, all inside your own Microsoft 365 tenant. The three tiers above set how much of that is included.
Do we need to buy new software?
Usually not. TDS Document Management runs on SharePoint, OneDrive, Teams and Power Automate inside Microsoft 365. If your licence is Business Basic or Standard, Starter and Pro work as they are. Elite uses Microsoft Purview features that need Business Premium or an E5 or Purview licence, which we quote with the tier.
What happens to our paper files?
Scanners and copiers you already own send pages straight into the right library, where OCR makes them searchable. Back-file scanning of archive boxes is available as an add-on, quoted per box.
Can it handle HIPAA or attorney-client privilege?
Elite applies sensitivity labels with encryption, data loss prevention policies with the HIPAA and PII templates, retention and legal hold. We configure it to align with HIPAA and with firm confidentiality rules; compliance itself remains the practice’s or firm’s responsibility, and we document the controls so you can show them to an auditor.
How is it priced?
Per user per month, by tier, quoted after a free assessment. Setup, migration and scanning are scoped and quoted separately. No figures are published because the size of the migration and the licences you already hold change the number.
How long does it take?
A single-library Starter deployment typically moves in weeks, not months. Pro and Elite add time for workflow design and label rollout, which we schedule around your busiest periods.
Is this part of TDS Guardian?
No. TDS Document Management is its own service and works with or without a Guardian plan. Guardian clients get it on the same bill and the same help desk. Microsoft 365 and SaaS backup in Elite is the same service as in Guardian Elite.
Ready to find any document in seconds?
Tell us how many people need access, where your files live today and which industry you are in. We will come back with the document management services tier that fits and a quote.