One governed place for every record, with permissions, approvals and an audit trail that hold up when they are examined.
HOW IT WORKS
A shared drive stores documents. It does not govern them.
It cannot tell you which version is in force, who approved it, who has read it, or whether the copy in the branch folder matches the one at head office. Each document here goes through four stages that answer those questions by default rather than on request.
Upload directly, import in bulk from a spreadsheet, connect Google Drive, Dropbox or OneDrive, index email, or save from the browser without leaving the page.
Category, document type, owner and branch are attached on arrival, and dates, reference numbers and parties are extracted automatically. Scanned pages are read so their text is searchable too.
A record stays private to whoever added it until deliberately shared. Permissions decide who can see, edit and approve, and approvals can require several people rather than any one.
Status marks what is draft, active or superseded, duplicates are caught on the way in, and every action is recorded in a tamper-evident history.
Filing is where document systems fail, because it depends on someone doing it consistently. These run on every document as it arrives.
Files arrive named IMG_4471 or scan0032 and are renamed to something a person can recognise later.
Documents are sorted into the right category on arrival instead of waiting for someone to file them.
Dates, reference numbers, amounts and the parties named in a document are pulled out as fields.
Contract end dates, licence renewals and other deadlines are found inside the document and surfaced before they pass.
Repeat copies of the same document are caught on intake rather than accumulating across folders.
Scanned and photographed pages are read in Nepali and English so their contents are searchable.
Every one of these starts with a document that exists and can be opened. The gap is governance: which copy counts, who agreed to it, and who is allowed to see it.
The same agreement exists in a branch folder and in a head-office drive, and they have diverged. One governed record with an explicit status removes the question of which one counts.
Someone asks who signed off a payment eighteen months ago and on what basis. The approval route, the people on it, and the documents attached at each stage are all recoverable from the record.
Records added by one person sit in their personal space with no obvious owner once they leave. Governed ownership and administrator access to shared mailboxes mean the institution keeps its own documents.
A renewal date sits inside a PDF nobody has opened since it was filed. Expiry and renewal dates are extracted from the document itself, so the deadline surfaces before it passes rather than after.
No. Connecting Google Drive, Dropbox or OneDrive and indexing email makes existing material searchable where it already sits. Bulk import driven from a spreadsheet is there for when you want to bring an archive in properly, and it reports progress as it runs.
Documents are private to whoever added them until deliberately shared, and view, edit and approve are separate rights. Search enforces the same rules, so a restricted record will not surface to someone without access, not even as a title in a result list.
Dates are extracted from the body of the document rather than typed in by hand, so contract end dates, licence renewals and similar deadlines are picked up from the file itself when it arrives. That means a deadline buried in a PDF nobody has reopened still surfaces.
Yes. An approval stage can require several named people to agree before a case moves on, rather than accepting any one of them. Stages carry owners and deadlines, and overdue items generate reminders automatically.
Yes. Nepali and English are supported throughout, the interface follows the reader’s language, and scanned Devanagari documents are read so their contents are searchable alongside everything else.
It can be reopened without starting again, and the reopening is itself recorded in the history. Cases can also be cancelled or deleted where that is the right outcome, with the same trail.
Not yet. Retention rules applied by document type rather than by folder are in progress. Today retention is handled through document status and access control, so if a fixed statutory schedule is a hard requirement, raise it early and we will be straight about the timeline.