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Document Management Solution

Status: Final Validation · UAT

Documents, approvals and governance in one place

A document repository with versioning, configurable workflows, multistage approvals across departments, role-based access and audit trails, currently in final validation.

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For
Enterprises and public-sector departments
Deployment
Cloud deployment, with dedicated or private options subject to scope.
Commercial model
Custom quotation.
Document Management Solution concept: a document repository with departments, owners and statuses, a multistage approval workflow from draft to published, version history and an audit trail.
Concept visual. It may show planned features, and the names and figures in it are samples. The capabilities below describe what is available today.

The challenge

Approvals stall in inboxes and paper files

  • Documents live in shared drives and email, with unclear current versions.
  • Approvals move slowly between departments and are hard to track.
  • Access to sensitive files is difficult to control and review.
  • Audit and retention requirements are met manually.

The solution

How Document Management Solution works

The Document Management Solution provides a central repository with metadata and versioning, and a drag-and-drop designer for approval workflows that can route documents across departments.

Governance features include role-based access control, legal holds and audit trails, with analytics and SLA visibility for administrators.

Capabilities

What it covers

Each group shows its current availability.

  • Repository

    In Validation
    • Central document repository
    • Metadata
    • Versioning
    • Advanced search

  • Workflow

    In Validation
    • Drag-and-drop workflow design
    • Multistage approvals
    • Cross-department routing
    • Tracking and SLA visibility

  • Governance

    In Validation
    • Role-based access control
    • Legal holds
    • Audit trails
    • Analytics

  • AI-ready (future)

    Planned
    • OCR
    • Multilingual document understanding
    • Document classification
    • Semantic search

‘In validation’ capabilities are being validated in UAT. ‘Planned’ capabilities are not yet available.

Who it's for

Intended users

  • Departments and approvers

    Submit, review and approve documents through defined workflows.

  • Administrators

    Design workflows, manage roles and access, and monitor SLAs.

  • Governance and audit

    Apply legal holds and review audit trails.

Typical workflows

Multistage approval

  1. Document is uploaded with metadata
  2. Workflow routes it to the first approver
  3. Approvals move across departments
  4. Every action is recorded in the audit trail

Intended benefits

What it is designed to improve

  • One authoritative version of each document
  • Approvals that can be tracked instead of chased
  • Controlled, reviewable access to sensitive documents
  • Audit evidence produced as part of the workflow

Product status

Status: Final Validation · UAT

The Document Management Solution is an MVP / Beta in final validation (UAT). AI capabilities such as OCR and semantic search are planned and not part of the current release.

Architecture overview

  • Web application with REST APIs
  • Relational database
  • Containerised cloud deployment

FAQ

Document Management Solution questions

Related

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