Enterprise Content Management
We set up document management where contracts are approved and e‑signed in one system, and the archive holds up in an audit.
What the technology gives you
Work on documents keeps going when people are out of the office. Each employee sees only the documents their role allows. The history of decisions is kept with the document and stays when people leave. Tasks raised from documents have an assignee and a deadline, so nobody chases them in spreadsheets. You need less paper and fewer filing cabinets. We implement a new system or modernise yours and connect it to ERP, CRM and state registries.
What’s included
- Approval routes and qualified e‑signatures
- Electronic archive
- Document recognition
- Exchange with counterparties
What it solves
Contracts take weeks to approve
The route is visible from request to signature, and documents no longer get stuck in inboxes.
Documents are scattered across email and folders
Every version and signature is kept in one system, with the current one clearly marked.
An audit turns into a paper hunt
Any document turns up in minutes, with its signature and activity log.
Staff sort incoming scans by hand
The system splits scan batches into documents, identifies each one’s type and passes unclear cases to a person.
Each branch handles documents its own way
Branches share common document types, so management can compare them like for like.
Contracts go to counterparties by courier
The counterparty signs with a qualified e‑signature, and the signed copy comes straight back into the system.
When you need it, and when you don’t
You need it
- documents carry qualified signatures and are kept for years
- contracts and orders pass several approvals
- the vendor no longer updates your document system
- a regulator requires a log of actions on documents
You don’t
- documents are few and rarely signed: an e‑signature service is enough
- your current system works and the vendor supports it: develop it further
- you only need to store scans without approvals: a document repository is enough
How we do it
- 01
We build exceptions into the route
Everyday exceptions, such as a large amount or a signer on leave, go into the route before launch. Otherwise documents drift back to email.
- 02
We test the archive early
A document must stay readable with its signature ten years from now. So we verify signatures and archive recovery before go‑live.
- 03
AI suggests, people decide
AI fills in the document card and proposes a route; people approve and sign. If AI is unavailable, documents are registered by hand.
Project stages
- 4–6 weeks
Discovery
Who really approves what, email and messaging apps included.
- 3–4 weeks
Architecture
Platform, routes, signatures, retention periods.
- 2–3 months
Pilot on contracts
One document type from registration to archive.
- 6–12 months
Rollout
Orders, HR and technical documents, one type at a time.
- if needed
Recognition
Classification and data extraction with a review queue.
Platforms and standards
Megapolis.DocNet · Scriptum.DMS · OpenText · M‑Files
Nectain · ABBYY Vantage · Azure Document Intelligence
QES under eIDAS 2.0 · Ukrainian KEP · Diia.Signature
ISO 15489 · ISO/IEC 27001 · PDF/A
Questions
How long does implementation take?
A pilot on one document type takes 2–3 months. A mid‑sized organisation moves over fully in 10–18 months.
Can we go fully paperless?
Mostly, if signatures can still be verified years later. Some documents stay on paper because of law or process.
Cloud or our own servers?
We choose by data category, security requirements, where data must be stored and total cost.
Further reading
Let’s talk about your documents
Thirty minutes with an architect to work out where to start.