From records to risk: Why Microsoft Purview is redefining governance in the modern era

For more than two decades, Electronic Document and Records Management Systems (EDRMS) have been the go-to solution for information compliance. But in today’s world of hybrid work, cloud platforms and rising data risk, traditional records systems are falling behind.

EDRMS platforms were built for a different era, when content was centralised and compliance meant storing records in a dedicated system. Today, information is spread across Teams, SharePoint, email, personal devices and third-party cloud services. At the same time, data breaches and regulatory scrutiny are increasing.

It’s no longer enough to “store and retrieve” records. Modern governance requires a proactive, integrated approach that treats data as a dynamic asset. That’s where Microsoft Purview comes in.

Microsoft Purview unifies compliance, data security and governance in a single intelligent platform. It allows organisations to classify, protect, retain and monitor data across their environment, whether it’s stored on-premises, in Microsoft 365, or across other clouds. Crucially, Purview is embedded into everyday tools like Outlook, SharePoint and Teams, so users stay productive while governance happens behind the scenes.

This isn’t just recordkeeping. It’s real-time risk management. Purview offers tools for Data Loss Prevention, insider risk detection, lifecycle management, audit logging and eDiscovery. It helps organisations meet legal obligations like the Archives Act and FOI, while also addressing emerging challenges such as data sprawl, insider threats and AI-generated content.

So why aren’t modern EDRMS keeping up?

Despite their evolution, even the latest versions of EDRMS are struggling to meet the demands of today’s digital workplace:

• Many still rely on manual processes. Users are expected to classify, tag and manage records themselves, often leading to inconsistency, human error and compliance gaps.
• They don’t integrate easily with modern workflows. Information today is created and shared across many platforms, and EDRMS often create friction by requiring users to move content into a separate system.
• Unstructured data remains a challenge. Email, chat messages and multimedia content are difficult to manage using traditional EDRMS structures.
• Migration is complex. Moving from legacy systems is resource-intensive and can result in data loss or operational disruption.
• Scalability is limited. EDRMS can struggle to adapt to fast-changing regulatory environments or increasing data volumes.
• Adoption is often poor. Interfaces can be outdated or unintuitive, and without strong user engagement, records go uncaptured.
• Security can be a significant concern. Many EDRMS lack the ability to detect and respond to threats in real time. Their siloed nature and limited visibility into user activity make them poorly suited to handle insider threats, data leakage or compliance breaches. Without integrated security controls, organisations risk exposing sensitive information or retaining data that should be defensibly disposed of.

It’s clear that while EDRMS have served a purpose, the landscape has changed. Microsoft Purview is built for this new reality.

But here’s a critical point: just like a poorly implemented and configured EDRMS can undermine its effectiveness and deliver limited long-term value, the same is true for Microsoft Purview. If it’s rolled out without the right understanding, experience or alignment to modern governance goals, organisations risk repeating the same mistakes. Treating Purview like a traditional records system, or trying to simply replicate legacy EDRMS processes in the cloud, can lead to complexity, low adoption, and missed opportunities. Done poorly, it may even create new risks and technical debt that are difficult to unwind.

At Affinity Data, we’ve seen first-hand how challenging this transition can be, especially for organisations with deeply embedded processes and large volumes of legacy records. That’s why we exist.

Affinity Data is a Australia-based consultancy founded to help government, public sector and regulated private sector organisations get the most from Microsoft Purview. With decades of experience across both traditional EDRMS and modern cloud platforms, we bridge the gap. Our team supports clients with legacy classification mapping, policy alignment to Australian standards, and tailored configuration of Purview to suit organisation-specific needs.

The message is clear: governance has changed. Microsoft Purview delivers continuous compliance, reduces risk, and helps build trust across the organisation.

With the right platform and the right expertise, governance becomes more than a checkbox. It becomes a strategic advantage. Affinity Data is here to help you make that shift. Contact us here to start a discussion, or subscribe below to recieve future content, or check our Blog page here for more articles.