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Document Management System

A Document Management System (DMS) is a digital solution for organizing, storing, and managing documents securely. It streamlines access, version control, and collaboration across teams or institutions.

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The Document Management System is a comprehensive platform designed to streamline how organizations manage, store, and share documents. It supports various file formats—including Microsoft Office files, PDFs, images, audio, and video—with built-in preview functionality. Integrated with both Amazon S3 and local storage, it offers flexible and scalable storage solutions.

Users can organize documents by categories, manage metadata, track version history, archive files, and request documents securely from external users. Advanced audit trails log every action, ensuring full transparency—from creation and updates to downloads and sharing.

Optimized for productivity and compliance, the system features AI-powered document generation, intelligent search, encrypted file sharing, deadline reminders, and role-based access controls. With email integration, multilingual support, and a customizable interface, it fits the needs of any organization—enabling secure, efficient, and automated document workflows.

Why Choose Digital Document Management?

Transform your business efficiency and reduce operational costs with our comprehensive solution

Increase Productivity

Reduce time spent searching for documents by up to 75%. Instant access to all your files from anywhere.

Enhanced Security

Bank-level encryption and access controls keep your sensitive documents protected 24/7.

Better Collaboration

Enable seamless teamwork with real-time editing, comments, and approval workflows.

Powerful Features Built for Business

Everything you need to manage, share, and collaborate on documents efficiently

Secure Storage

Enterprise-grade security with end-to-end encryption, automated backups, and compliance certifications.

Easy Sharing

Share documents instantly with customizable permissions, expiration dates, and access tracking.

Version Control

Track all document changes, restore previous versions, and maintain a complete audit trail.

Cloud Integration

Seamlessly connect with popular cloud platforms like Store locally, on S3, or both.

Cloud Integration

Find any document instantly with AI-powered search that understands content, metadata, and context.

Team Collaboration

Real-time editing, comments, approvals, and workflow automation for seamless teamwork.

Supports All Major Document Formats

It provides robust support for a broad range of industry-standard file formats, allowing users to upload, view, organize, and manage documents seamlessly—without the need for external file conversions.

File Formats:
Supports Office (.docx, .xlsx, .pptx), PDFs, text (.txt, .csv), images (.jpg, .png, .svg, etc.), and media files (.mp3, .mp4, .webm, etc.). Additional formats can be added via the UI.

Classification & Storage:
Categorize files by type (Invoice, Contract), status (Draft, Final), or client. Store locally or on Amazon S3.

Custom Metadata:
Add searchable fields like Department, Project Code, Tags, or Reviewer Name for better sorting and filtering.

The system integrates effortlessly with OpenAI, enabling instant generation of high-quality content. Whether you’re drafting business emails, writing blog articles, creating social media posts, or composing professional testimonials, AI helps you produce it all in just a few clicks.

Supported Content:
Blogs, emails, social posts, testimonials, grammar fixes, and custom text.

Custom Settings:
Choose language, tone, creativity level, word limit, and AI model (GPT-4/GPT-3.5).

Features:

  • Live Preview during content generation

  • Download as PDF or auto-save for later

  • Access History anytime

  • Built-in Templates for quick content creation without prompts

The Document Management system features a powerful Deep Search capability that performs full-text searches across various text-based document types. Unlike simple file name searches, it allows users to locate specific keywords and content within documents, making retrieval faster and more precise.

Supported Document Types

Word (.doc, .docx) • PDF (text-only) • Text (.txt) • Excel (.xls, .xlsx)

Key Features:

  • Full-Text Indexing for quick, deep content search

  • Content Search beyond file names and metadata

  • Instant Results with keyword highlights and previews

It offers smooth integration with Amazon S3, a trusted and highly scalable cloud storage solution. This enables users to securely store documents in the cloud while providing fast, reliable access from any location.

Key Features

  • Amazon S3 Integration: Upload and manage files directly in S3

  • Secure Storage: Benefit from encryption and data redundancy

  • Scalable: Easily handle growing storage needs

  • Dual Options: Store locally, on S3, or both

  • Flexible Settings: Choose storage type per upload or category

The Document Management System features advanced Secure Document Sharing, allowing you to control access based on user roles or individuals. This ensures that confidential files are only accessible to authorized users, for specific durations, with precise permission settings.

Key Features:

  • Targeted Sharing: Grant access to specific users or entire roles (such as Admins, Managers, or Clients) for controlled document visibility.

  • Scheduled Access: Define precise start and end dates to automatically manage when shared documents are available.

  • Download Controls: Enable or restrict download options, allowing secure view-only access when needed.

  • Dynamic Access Management: Edit or revoke access permissions anytime with comprehensive audit logs to track all actions.

Effortlessly share documents with anyone through encrypted links—no registration required. Maintain full control over access permissions, expiration dates, and link security to ensure safe and reliable file sharing.

Key Features:

  • Secure Public Links: Create unique, encrypted links to share documents externally with ease.

  • Expiration Settings: Define a specific expiry date and time—links automatically become inactive once expired.

  • Password Protection: Add an optional password for extra security; recipients must enter it to view the document.

  • Download Control: Decide whether recipients can download the document or only preview it online.

  • Immediate Revocation: Instantly disable any active link to revoke access at any time.

It offers robust version control for each document, enabling users to track, manage, and retain multiple versions over time. This ensures clear change history, enhances accountability, and allows easy restoration of previous file states when needed.

Key Features:

  • Multi-Version Support: Save multiple versions of a document without overwriting earlier files.

  • Version History Preview: Review and compare past versions to monitor changes and edits.

  • Download Any Version: Access and download any previous version at any time.

  • Version Restore: Quickly revert to a prior version and set it as the active document with one click.

The Document Management System features a robust Archiving capability that securely stores inactive documents without permanent deletion. This keeps your workspace organized while preserving essential data for future access.

Key Features:

  • Archive Inactive Documents: Transfer outdated or inactive files to the archive for organized long-term storage.

  • Restore Anytime: Quickly reactivate archived documents whenever needed.

  • Permanent Deletion: Option to permanently remove documents from the archive when they’re no longer needed.

  • Safe & Secure: Archived files stay protected and accessible within the system, separated from active workflows.

The Document Management System records and logs every action taken on each document, delivering thorough and transparent audit trails. This feature enables you to monitor all document activities, offering a precise history of interactions and modifications to guarantee accountability and compliance.

Key Features

  • Full Activity Tracking: Logs every document action—view, edit, delete, and more

  • Detailed Logs: Tracks events like uploads, downloads, permission changes, and email shares

  • Audit Access: Authorized users can view complete action histories

  • Compliance Ready: Maintains full records for audits and accountability

The Document Management System features a robust Built-In Preview tool that lets users view documents instantly within the platform, eliminating the need to download files. This enhances convenience and speeds up quick reviews and approvals.

Supported File Types

  • Office Docs: DOC, DOCX, XLS, XLSX, PPT, PPTX

  • PDF, TXT, CSV

  • Images: JPEG, PNG, etc.

  • Audio/Video: MP3, WAV, MP4, WEBM, etc.

Note: Document preview (Word, Excel, PPT) requires a public server—won’t work in local environments.

The Document Management System simplifies collecting files from external users by sending secure, customizable upload links. This removes the hassle of email attachments and provides a safe, controlled way to receive documents from clients, vendors, or partners.

Key Features:

  • Secure Upload Links: Create unique links that let recipients upload files directly without needing an account.

  • Custom Upload Rules: Set upload restrictions such as allowed file types (e.g., PDF, DOCX, JPG), maximum file size, and file quantity limits.

  • Password Protection: Optionally secure upload links with a password, requiring recipients to enter it before accessing the upload form.

  • Link Expiry: Define an expiration date and time for upload links, after which they become inactive.

  • Submission Management: Uploaded documents are sent to the admin panel for review, with options to approve or reject submissions.

The Document Management System enables users to send documents directly through email without the need to download and attach files manually. This feature simplifies communication while ensuring secure and trackable delivery to both internal and external recipients.

Key Features:

  • In-System Email Sending: Effortlessly select and send documents to one or multiple recipients directly from the platform.

  • Customizable Email Content: Personalize the email subject and message before sending.

  • Automatic Attachments: Documents are attached automatically or sent as secure download links.

  • Audit Logging: Every email sent is recorded in the audit trail for full compliance and tracking.

The Document Management System features a robust Automated Reminder tool that helps you keep track of important tasks, deadlines, and document activities. With customizable scheduling and timely alerts, it boosts productivity and ensures nothing slips through the cracks.

Key Features:

  • Recurring Reminders: Set up reminders to repeat on flexible schedules such as daily, weekly, monthly, quarterly, half-yearly, yearly, or on a specific date.

  • System & Document-Level Reminders: Create reminders for system-wide events or attach them to individual documents for renewals, reviews, expirations, and more.

  • Notifications & Alerts: Get automatic notifications or email alerts according to your personalized schedule.

  • User-Specific Triggers: Customize reminders based on user roles to ensure the appropriate individuals receive timely alerts.

The Document Management System provides comprehensive multi-language support, enabling you to tailor the user experience to your preferred languages and regional requirements. Whether managing a global team or serving multilingual clients, the system ensures seamless language management and adaptability.

Key Features:

  • Language Management Interface: Add, update, or remove languages easily from the admin panel with no technical knowledge required.
  • Customizable Labels: Tailor interface labels, buttons, and text elements to suit the chosen language or brand tone.
  • Dynamic Switching: Users can switch between available languages as needed, enhancing accessibility and user experience.
  • Localized Interface: Ensures that all parts of the system reflect the selected language for a consistent and localized environment.

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