Our Electronic Document Management Services (EDMS) involve the complete life cycle management of your documents, from digitization (scanning) and indexing to secure storage, retrieval, and eventual compliant disposal.

The primary benefit is centralized control and instant global access to critical information, leading to faster decision-making, reduced operational costs, and significantly improved audit readiness and compliance.

We process all forms of business records, including financial statements, invoices, HR files, contracts, legal documents, patient records, engineering drawings, and archival documents.

By eliminating physical storage, automating retrieval, and reducing manual search time, EDMS saves costs on rent, physical security, paper, printing, and employee time dedicated to filing and searching .

Absolutely. We implement systems that enforce access controls, audit trails, and data retention policies compliant with stringent regulations like GDPR (Europe), HIPAA (USA), and SOX, reducing legal risk.

We coordinate secure, tracked logistics through certified carriers, providing detailed chain-of-custody documentation for paper records shipped to our secure processing facility.

We are flexible. We can implement a client-preferred third-party EDMS platform, utilize our own secure cloud-based solution, or integrate with your existing ERP/DMS system.

We guarantee 99.99% availability of your digital documents via the secure online portal, backed by robust cloud infrastructure and disaster recovery protocols.

Once the document is digitized, indexed, and quality-checked, retrieval is virtually instantaneous, typically within 1-3 seconds using search metadata.

Yes. We define a formal retention schedule based on legal requirements and ensure physical documents are destroyed via certified, secure shredding after digitization and verification.

EDMS enables simultaneous, controlled access to the same documents by authorized personnel across all global offices (USA, UK, Australia, etc.), eliminating the need for email attachments or physical transfer.

Yes. We utilize specialized large-format scanners, book scanners, and conversion equipment to handle everything from standard letter/A4 paper to large engineering plans and microforms.

While dependent on volume and process complexity, clients often see a tangible ROI within 6 to 12 months due to labor savings, reduced storage costs, and penalty avoidance.

By significantly reducing paper consumption, printing, and physical transportation, EDMS contributes directly to your corporate Environmental, Social, and Governance (ESG) initiatives.

Data is processed in our secure facility in India, and the final digital archive is stored in a certified cloud environment (e.g., AWS, Azure) located in a region of your choosing (e.g., EU, US, Australia) to meet data residency laws.

We typically scan to a minimum of 300 DPI (Dots Per Inch) in both color and black-and-white, delivering files in industry-standard formats like Searchable PDF, PDF/A, TIFF, or JPEG.

PDF/A is an ISO standard specifically designed for the long-term archiving of electronic documents, ensuring that files will render exactly the same way decades from now, independent of the generating software.

We follow documented, legally defensible digitization standards, including clear image quality, unalterable file format (PDF/A), and a verifiable audit trail linked to the document capture.

OCR is technology that converts images of text (scanned documents) into machine-readable, editable, and searchable text data, enabling full-text search capabilities within your digital archive.

For high-quality printed documents, our OCR process, combined with Intelligent Character Recognition (ICR), achieves accuracy rates often exceeding 99.5%.

These documents are flagged for specialized scanning and image enhancement, followed by manual keying and verification (double-key entry) to ensure metadata and content accuracy.

Document Indexing is the process of extracting key metadata (e.g., date, vendor name, invoice number, category) from the document and tagging the digital file, making it instantly retrievable via search queries.

We use a hybrid approach: Automated Indexing via template-based extraction for high-volume structured documents, and Manual Indexing with verification for unstructured or complex files.

A Metadata Schema is the defined set of index fields (tags) we use for a specific document type (e.g., an invoice schema would include Date, Amount, Vendor ID, Currency). We customize this for you.

Yes. We use database lookups during indexing to validate vendor IDs, GL codes, and employee numbers against your master files, ensuring data consistency.

A Data Validation Report is a log confirming that the extracted index data (metadata) meets all predefined business rules and has been successfully mapped to the target system fields.

Yes. We provide an initial Condition Report logging documents that were damaged, stapled, or folded, detailing any necessary preparation steps taken prior to scanning.

We employ a multi-stage QA process, including pre-scan preparation checks, page-by-page post-scan image verification, and a final index accuracy audit before file delivery.

Batch Processing involves grouping documents by type, date, or department for efficient, high-volume handling. This optimizes scanner configuration and indexing rules, improving throughput.

The file name is automatically generated based on the index data (e.g., [Vendor Name]-[Invoice Number]-[Date]), ensuring a uniform, searchable, and human-readable identifier.

Yes. Our advanced data capture tools can extract details beyond the header, including specific line-item descriptions, quantities, and unit prices, often needed for inventory management .

Audit trails record every action taken on a document—who viewed it, who modified its index, and when—providing irrefutable proof of its integrity for legal and regulatory purposes.

Yes. We perform electronic file ingestion and re-indexing, ensuring your existing digital archives are standardized, tagged correctly, and integrated into the new EDMS framework .

Yes. We can provide controlled, temporary access to digitized files as they are being processed, allowing your team to retrieve urgent documents before the batch is complete.

Fragile or sensitive records are handled by trained archivists using non-destructive flatbed scanners and specialized handling procedures to prevent damage.

Our facility features 24/7 CCTV surveillance, biometric access control, fire suppression systems, and manned security to protect physical and digital assets.

We ensure that personal data processing adheres to GDPR principles by implementing strict access restrictions, documented data retention periods, and encryption of all PII .

All digital data transfer utilizes 256-bit AES encryption via secure protocols such as SFTP (Secure File Transfer Protocol) or HTTPS .

Yes. RBAC is central to our security. Access permissions are granted based solely on a user's role (e.g., Accounts Payable vs. HR Manager), ensuring the principle of Least Privilege.

PII documents are flagged and processed in a dedicated, highly restricted area by authorized personnel, with enhanced encryption applied to the digital files .

Yes. We partner with major cloud providers (AWS, Azure) to host your data in the country or region required to comply with data residency regulations (e.g., EU data must stay in the EU.

We employ a robust Disaster Recovery (DR) plan with geo-redundant backups and a defined Recovery Point Objective (RPO) and Recovery Time Objective (RTO) .

Yes. Every employee involved in the processing of client data is legally bound by a stringent, multi-year Confidentiality and Non-Disclosure Agreement (NDA) .

We follow a defined Incident Response Plan involving immediate isolation of the affected system, notification to your security team, forensic analysis, and documentation .

Yes. We provide detailed Audit Trail Reports that summarize all document accesses, modifications, and deletions for any specified time period, essential for external auditors.

We utilize technology features that make archived documents immutable (unchangeable), with any subsequent changes stored as new versions, preserving the integrity of the original.

Yes. Our system includes an automated Retention Policy Management feature that flags documents for compliant, verifiable deletion once their legal retention period expires.

The EDMS automatically tracks multiple versions of an active document, retaining a history of changes, and ensuring that users are always working on the latest approved version.

Yes. Our system allows for geofencing and IP-based restrictions, limiting document access only to users logging in from approved corporate networks or geographic areas.

We support robust authentication, including Single Sign-On (SSO) via SAML, two-factor authentication (2FA/MFA), and standard username/password protection.

Yes. We generate Policy Compliance Reports detailing how well documents adhere to internal rules regarding tagging, retention, and access permissions.

Our IT security framework and protocols are reviewed by external auditors and updated internally on a Half-Yearly basis to align with evolving threats and regulatory standards.

Yes. All temporary files generated during the scanning and OCR process are securely deleted immediately after the final quality-checked archive is delivered and verified.

Documents under a Legal Hold are immediately locked down, overriding the standard retention schedule, ensuring they cannot be deleted or modified until the hold is officially released.

We provide a Certificate of Destruction (COD) detailing the date, method (cross-cut shredding), and witness signature for all physically destroyed records.

Yes. The EDMS platform can be configured to integrate with your existing DLP systems to prevent unauthorized viewing, printing, or download of sensitive files .

We use a logical separation structure within the EDMS, tagging documents with the originating legal entity and enforcing strict RBAC based on that entity tag.

Yes. Our systems support the integration of certified digital signature workflows, maintaining the integrity and legal admissibility of electronic records.

Index data is entered on secured, diskless terminals in a monitored environment, ensuring operators cannot save or transfer any client data locally.

We utilize air-gapped or immutable backups separate from the production environment, ensuring that a ransomware event cannot affect the backup copies .

Yes. We facilitate integration via API, Web Services, or File Import to link archived documents (e.g., invoices) directly to their corresponding transactions within your ERP.

Yes. Our solutions feed documents directly into AP automation workflows (e.g., invoice processing), triggering approval routes based on document metadata.

Our solution is web-based and mobile-responsive, allowing authorized users to securely view and approve documents on tablets and smartphones.

Yes. We convert specialized file formats into searchable PDFs or TIFFs while retaining necessary metadata for easy retrieval by engineering teams.

We commit to an industry-leading service level agreement (SLA) guaranteeing 99.99% system uptime, excluding scheduled maintenance windows.

Yes. Due to our extensive OCR process, the EDMS supports full-text search, allowing users to search for any word or phrase within the body of the documents.

Yes. We link customer-related documents (e.g., signed contracts, service agreements) to the corresponding customer record in your CRM (e.g., Salesforce).

We set up secure SFTP drop-off points or use a client-specific secure web portal for remote offices to upload files for centralized processing and indexing.

Yes. We provide an analytics dashboard tracking key metrics like most accessed documents, user activity levels, search performance, and document aging.

Yes. Our cloud-based architecture is designed for scalability and can handle hundreds of concurrent users accessing large document archives without performance degradation.

Yes. We manage the entire data migration process, including metadata mapping, transformation, and validation from your legacy system to the new platform.

Cloud-native architecture offers elastic scalability, automatic security updates, and built-in redundancy, ensuring your system adapts instantly to changing business needs.

Yes. The system allows authorized users to add annotations, highlights, and comments without altering the original immutable document file.

We convert documents to PDF/A, which is specifically designed to be technology-independent, guaranteeing readability regardless of future software advancements .

Yes. The user interface can be customized to show different features, dashboards, and search fields based on the user's role and departmental needs.

Yes. We provide Daily or Weekly reports tracking the volume of documents received, processed, and the average turnaround time per document type .

Our system supports Unicode standards, allowing for the accurate capture and searching of documents in multiple languages (English, Arabic, Chinese, European languages, etc.. ).

Documents are viewed through a secure web viewer that prevents unauthorized downloading or printing unless specific permissions are granted by the administrator.

Yes. We provide a sandbox environment for training, testing new workflow integrations, and validating configuration changes before deployment to the live system.

Yes. The system automatically identifies and reports on documents where mandatory index fields are missing or fail validation rules, ensuring data completeness.

Daily service ensures that all critical documents received (e.g., high-priority invoices, new sales orders) are scanned, indexed, quality-checked, and uploaded to your system within 24 hours of receipt .

Clients in finance, sales, and logistics who rely on immediate access to current-day transactions for cash flow management and inventory updates .

Weekly deliverables include a full batch upload of the week's digitized documents, a Processing Volume Summary Report, and a Weekly Index Accuracy Audit.

It ensures a consistent inflow of data for weekly reporting cycles (e.g., expense tracking, vendor analysis) without the urgency required for daily transactions.

Monthly service focuses on non-critical documents, the Month-End Control Report (reconciliation of physical vs. digital counts), and a review of user access logs.

This report provides auditors with evidence that all documents received during the month were fully digitized, accounted for, and correctly filed, supporting the financial close.

Quarterly service involves a full Quality Assurance Review of index mapping, a comprehensive SOD (Segregation of Duties) audit of user permissions, and a compliance status update.

It ensures that user permissions and system configurations remain compliant with regulations and internal security policies over time, preventing control drift.

Half-Yearly service includes a detailed Data Retention Policy Audit, a review of the Disaster Recovery plan effectiveness, and a full report on physical archive integrity.

Yearly service is focused on Audit Readiness and Archival Management: preparing the final physical destruction batch and providing the full Year-End System Control Certification Report for external auditors .

Yes. We offer flexible contracts that allow for scaling processing capacity up or down to accommodate seasonal peaks (e.g., tax season, year-end closing.

TAT is tracked from the moment of receipt to the moment of upload, with defined TAT targets guaranteed in the SLA for Daily, Weekly, and Monthly batches.

Yes. Our Quality Assurance Reports detail the detected error rate for OCR and manual indexing per batch, confirming our adherence to the promised accuracy SLA.

Urgent documents are immediately pulled from the batch, scanned and indexed within one hour of the urgent request, and uploaded to a priority access folder.

Yes. We offer Quarterly refresher training sessions for new hires and a Yearly session on new features or compliance changes.

We conduct a pre-project consultation to define preparation rules (e.g., staple removal, document separation) to optimize throughput for large, archived batches.

Yes. The system can issue Monthly or Quarterly reports flagging documents that are nearing the end of their legal retention period, requiring client decision on disposal.

Our check-in process records the initial physical count, and the final scan report verifies the total digitized page count, ensuring a full reconciliation for every batch.

Yes. Our initial Process Discovery involves mapping your current flow, identifying bottlenecks, and recommending best practices for physical document management .

The first step is a Consultation and Process Discovery Session where we assess your document volume, compliance needs, and system integration requirements to propose a tailored solution.