P38, Inc.

How P38, Inc. Reduced Operational Friction by Unifying Content and Workflows with M-Files

Highlights

Centralized document management across the organization: Consolidated multiple repositories into a single, structured system.
Improved efficiency and reduced rework: Faster access to information and fewer errors through automation and integration.
Stronger security and governance: Metadata-driven access control and automated retention policies.
Foundation for AI and future innovation: Structured content enables advanced search, automation and AI-driven insights.

Use Case

Quality Management
Risk and Compliance Management

Industry

Manufacturing
Engineering

Country

Canada

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Company Introduction

P38, Inc. is a Canadian-based organization that manages a portfolio of manufacturing, engineering and energy businesses, including SLEEGERS Engineered Products and EDPRO Energy Group. These companies operate across industries such as pressure vessel manufacturing, propane systems, engineering services, and bulk propane distribution supporting customers across North America.

As a growing organization with multiple business units and systems, P38 manages a wide range of documents, including engineering drawings, operational data and customer-facing materials. Bringing structure and control to this increasingly fragmented information landscape became a clear priority for the company.

Key Challenges Before M-Files

Decentralized Document Storage and Information Sprawl

Before implementing M-Files, P38’s content was spread across multiple repositories, including a legacy document management system, file servers, Microsoft SharePoint sites, Microsoft OneDrive and local storage.

This created duplication, inconsistent data and no clear system of record. Finding the right document was often difficult, especially as employees stored content in different locations.

As Ryan Bryson, Director of Information Technology at P38 describes, the environment had become “a lot of sprawl,” with no clear way to identify the most current version of a document.

Manual Processes Slowing Engineering Work

Many business processes relied on manual workflows, including email-based approvals and physical signatures. Documents moved slowly through processes and could easily get lost in inboxes or delayed. Limited visibility made it difficult to track progress or ensure that tasks were completed on time.

Unstructured Access and Security Risks

Security was managed manually, often based on folder structures rather than structured rules. Permissions were frequently too broad or inconsistently applied, increasing the risk of errors. In some cases, documents were placed in specific folders simply to control access rather than based on logical organization.

Disconnected Systems and Limited Data Governance

There was little integration between systems such as ERP, document management and collaboration tools. Metadata was inconsistent or unstructured, making it difficult to maintain data quality. Retention policies existed but were not enforced, resulting in documents being stored indefinitely without proper governance.

"M-Files is a modern, scalable content management system that is highly capable, mature and well supported. I think the native experience integration with the Microsoft platform is a clear differentiator for the product by eliminating barriers to adoption that otherwise often inhibit SMBs from having this level of enterprise-grade integration."

Ryan Bryson, Director of Information Technology, P38, Inc.

The M-Files Solution

Improving Access to Content Across the Business

P38 selected M-Files to bring structure to its fragmented information landscape, introducing a context-first approach that organizes content based on how it is used across the business.

Instead of relying on folder structures, documents are classified using metadata such as customer, project or document type. This makes information easier to find, manage and control across the organization.

Simplifying Content Management with a Cloud-Based M-Files Solution

M-Files provided a modern, SaaS-based solution that aligned with P38’s goal of reducing infrastructure and simplifying system management.

“M-Files is a modern, scalable content management system that is highly capable, mature and well supported,” Ryan says.

The platform integrates seamlessly with Microsoft technologies, including Azure Entra ID, enabling automated user provisioning and authentication.

Automating Engineering and Approval Workflows

M-Files enabled P38 to automate key workflows, including document approvals and customer sign-off processes.

Engineering drawings now follow structured approval workflows with clear visibility into status and ownership. External approvals are integrated through DocuSign, eliminating the need for separate processes and significantly speeding up approvals.

Streamlining Internal and External Collaboration with Microsoft 365 co-authoring and M-Files Hubshare

M-Files supports both internal and external collaboration through structured workflows and tools such as M-Files Hubshare.

Customer-facing processes, such as risk and safety management plan renewals, are now managed through standardized and secure environments, improving visibility and reducing the risk of sharing incorrect information.

Co-authoring capabilities have also improved how teams work together on documents. Previously, users often worked outside the legacy system to collaborate on content in SharePoint or OneDrive. With native Microsoft 365 integration, M-Files brings co-authoring directly into the platform, enabling real-time collaboration while maintaining structured content, governance and security.

Using Metadata to Automate Security and Compliance

Security and access control are now driven by metadata, ensuring that the right users have access to the right information. Permissions are automatically assigned based on factors such as department, customer and document classification. Integration with Active Directory ensures that access is updated dynamically as roles change. Mandatory data classification also helps identify sensitive information and supports compliance requirements.

The Results

Establishing One Reliable Source for Business Content

M-Files has replaced multiple disconnected systems with a single, centralized platform for managing content. Teams now know where to find information and can trust that they are working with the correct version. This has reduced duplication and improved overall data quality.

Reducing Rework and Improving Operational Efficiency

Employees now spend less time searching for documents and more time focusing on their actual work. Automated workflows ensure that processes are completed correctly and on time.

As a result, P38 has reduced errors, minimized rework and improved overall efficiency.

Strengthening Data Quality and Business Processes

The implementation of M-Files has also improved underlying business processes. Integration with ERP systems has led to cleaner and more consistent data, particularly for customers, suppliers and projects. “Integration with M-Files has breathed new life into our ERP,” Ryan notes.

Standardized naming conventions and taxonomies have further improved consistency across the organization.

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"The native integration with the Microsoft platform is a clear differentiator. This eliminates barriers to adoption that would otherwise prevent organizations like ours from achieving this level of integration."

Ryan Bryson, Director of Information Technology, P38, Inc.

Turning Retention Policies into Enforced Practice

Document retention policies are now enforced automatically, ensuring that information is managed according to defined rules. Security is more consistent and less dependent on manual configuration, reducing risk and administrative effort.

Supporting a Foundation for Microsoft 365 Copilot and AI Innovation with M-Files

With structured metadata and centralized content in place, P38 is well positioned to leverage AI and advanced analytics.

Early use of Microsoft 365 Copilot together with M-Files has already demonstrated value in improving search and extracting insights from documents.

Ryan highlights the importance of this capability: “The native integration with the Microsoft platform is a clear differentiator. This eliminates barriers to adoption that would otherwise prevent organizations like ours from achieving this level of integration”.

Looking Ahead: Expanding Automation and AI Across the Business

P38 plans to expand M-Files across additional departments and continue integrating it with business systems.

Future plans include:

additional ERP integrations
expanding automation across processes
exploring dedicated quality management capabilities
advancing the use of AI and Microsoft 365 Copilot

With a strong, structured information foundation in place, P38 is well positioned to scale its operations and continue improving efficiency through automation and innovation.