A Metadata-Driven Foundation for Utah's Trust Lands

Connecting land, lease, and well records to geospatial context through a modern M-Files platform.

Highlights

  • Replaced a legacy system (OCMS) with the scalable, cloud-based M-Files platform
  • Built a metadata-driven architecture so staff find documents by what they are, not where they're filed
  • Integrated M-Files with ArcGIS to link geospatial data directly to supporting documentation
  • Added Entra ID (Azure AD) integration for consistent identity and access control
  • Connected the platform to Google Workspace and Microsoft Office for day-to-day collaboration
  • Migrated the full legacy content repository, including metadata and historical context, from OCMS into M-Files

Customer Background

The Utah Trust Lands Administration (TLA), manages Utah trust lands to generate revenue for public schools and other state institutions. The agency oversees millions of acres of surface and mineral estate assets and depends on accurate land, lease, well, contract, and resource documentation to carry out that mission. 

TLA manages a large volume of documents tied to leases, wells, land assets, and natural resources. Because ArcGIS is central to how the agency visualizes and manages those assets, TLA needed a document management platform that could integrate geospatial context with supporting documentation, along with stronger records management, workflow, and document control than its existing system provided.

 

Project Details

The Problem To Be Solved

TLA's legacy system, OCMS, had become a constraint. Documents were organized around folder structures rather than the information itself, making it harder for staff to locate land, lease, and contract records tied to the agency's day-to-day work. The system also lacked the records management, workflow, and governance capabilities TLA needed to keep pace with its responsibilities. 

Why Solving The Problem Was Important

TLA's mission depends on accurate, accessible documentation. Every acre of surface and mineral estate the agency manages generates revenue for Utah's public schools, so delays or gaps in finding the right lease, well, or contract record carry real operational weight. A modern platform also needed to work alongside ArcGIS, since geospatial context is central to how TLA staff evaluate assets and transactions. 

How TEAM IM Got Involved

TLA engaged TEAM IM to modernize its enterprise document and records management capabilities, with the goal of replacing OCMS with a cloud-based platform built on M-Files. 

The Method

TEAM IM delivered a full lifecycle implementation covering solution design, platform configuration, data migration, integration, and user enablement. The core of the work was a metadata-driven architecture within M-Files, letting users retrieve information based on what a document is rather than where it happens to sit in a folder tree.

The solution integrated with ArcGIS for geospatial linkage of documents, along with Google Workspace and Microsoft Office for collaboration. Governance controls, secure cloud architecture, and Entra ID (Azure AD) integration rounded out the platform for enterprise-grade security and identity management. 

A central piece of the engagement was migrating TLA's existing content repository from OCMS into M-Files, including documents, associated metadata, and historical context. TEAM IM used automated import tools and structured configuration approaches to convert legacy data into object-based relationships within M-Files, improving searchability and long-term maintainability along the way. 

The End Result

TLA now runs on a scalable, metadata-driven platform that eliminates the technical debt of its legacy system. Staff spend less time searching for documents and get a more complete view of assets by working across M-Files and ArcGIS together. Entra ID integration keeps access control consistent across the organization, and the extensible architecture leaves room for TLA to add integrations, automation, and AI capabilities as needs evolve.

The TLA implementation shows what's possible when you combine the right platform with a well-defined strategy. The team delivered a scalable, secure foundation that enhances governance, integrates critical systems like ArcGIS, and creates long-term value for the organization.
Scott Olesen
VP of Delivery, TEAM IM
This project was about more than implementing a new system. It was about helping TLA rethink how they manage and access information. By aligning technology with how their teams actually work, we delivered a solution that meets their needs today and positions them for continued growth.
Nicole Lunberg
Delivery Lead, TEAM IM
One of the biggest successes of this engagement was shifting from a traditional, folder-based mindset to a true metadata-driven approach. That change improves how users interact with information, making it faster and more intuitive while still integrating with third-party tools like ArcGIS.
Dwayne Parkinson
Solution Architect, TEAM IM

Value Added

  • Staff locate land, lease, and contract records faster, without digging through folder structures
  • Geospatial data and supporting documentation now live in one connected view across ArcGIS and M-Files
  • Identity management and access control are consistent across the organization through Entra ID
  • A more intuitive interface aligned with familiar tools like Office and Google Workspace lowered the learning curve for adoption
  • Retiring the legacy platform reduced dependency on outdated, unsupported technology
  • The platform's extensible architecture leaves room to add automation and AI capabilities without a rebuild

Software and Cloud Services Involved

  • M-Files Content Management Platform: core enterprise content management and metadata-driven document platform
  • AutoRecords for M-Files: TEAM IM's records management and retention solution, enforcing policies, scheduling disposition events, and managing holds
  • TEAM IM AutoRecords Licensing & Support Services: ongoing licensing, version upgrades, and technical support, including multi-year license renewals tied to specific vaults
  • M-Files Professional & Support Services (Partner Collaboration): first-line support and coordination with M-Files during go-live and stabilization
  • TEAM IM ArcGIS Connector: integration between M-Files and ArcGIS for shared access to documents, metadata, and geospatial context
  • TEAM IM Professional Services