Document Management System
Which Version Is the Real One? End the Argument
When documents multiply on a shared drive as "final", "final_latest" and "final_latest_v2", nobody knows which one governs. Approvals get lost in email, and no one can say where last year's contract went.
We build document management systems that govern the full lifecycle from creation to destruction. Every document has one valid version, a named owner and a traceable approval history.
Key Capabilities
Incoming & Outgoing Records
Physical and electronic correspondence recorded in one register, with automatic reference numbers, source, responsible unit and due dates.
Version Control & Check-Out
Only one person edits a document at a time. Each save creates a version, earlier revisions can be restored and differences displayed.
Approval Workflow & E-Signature
Parallel or sequential approval chains by document type, with electronic and mobile signature integration reducing the need for wet ink.
Full-Text Search & OCR
Scanned documents are converted to text by OCR and become searchable by content, with tags and metadata for rapid filtering.
Permissions & Confidentiality
Access controlled by unit, role and document type, with a separate tier for confidential records and full logging of views and downloads.
Retention Schedule & Disposal
Statutory retention periods defined per document class. Expired records move to a disposal list and the process is fully recorded.
Where It Is Used
- Public institutions and municipalities
- Law firms and consultancies
- Construction and contracting projects
- Healthcare providers and patient files
- Quality management system documentation
- Educational institutions and student records
- Insurance and financial institutions
- Import-export and customs paperwork
How We Work
Document Inventory
Document types in circulation, originating units and existing approval routes are catalogued, along with retention requirements.
Workflow & Permission Design
Approval chains, access matrix and numbering standards are defined for each document type.
Development & Archive Migration
The system is built; the existing digital archive is classified and physical files are scanned and OCR-processed.
Unit-by-Unit Go-Live
The organisation migrates department by department rather than all at once, with training and support until the habit settles.
Data Protection Built In From the Start
Access restrictions, retention periods and disposal rules for documents containing personal data are encoded from day one. When a data subject request arrives, a single query finds every relevant document — see our data protection compliance consultancy for details.