Solutions / Data and governance
Document management document management and workflow
A document management system stores contracts, invoices, drawings, HR files and SOPs with proper indexing, versions and access control, so finding a signed agreement takes seconds. Most of the value comes from the workflows around documents: approvals, renewals and retention.
Modules
Modules we build into your Document management
Start with the modules that matter most and add the rest in later releases.
- Capture and scanning
- Bulk scanning, email and WhatsApp intake, and OCR that works on printed English, Hindi and Gujarati text.
- Indexing and metadata
- Document types with their own fields, such as vendor, invoice number and date, so search works by field as well as by filename.
- Versions and check-out
- Version history, check-in and check-out for controlled documents like SOPs and drawings, and a clear current version.
- Access control
- Permissions by department, role and document type, with watermarking and download limits for sensitive files.
- Approval workflows
- Routing for approval, Aadhaar eSign or DSC signing, and reminders when a step is pending.
- Retention and renewals
- Retention periods by document type, expiry alerts for licences, contracts and insurance, and controlled disposal.
- Audit trail
- A record of who viewed, edited, downloaded or shared every document, ready for auditors.
AI built in
Where AI saves time in this system
Auto classification
Recognises document type and fills index fields from the content, with a person confirming low-confidence cases.
Question answering
Ask what the termination notice period is in the vendor contracts and get answers with links to the clauses.
Contract review
Highlights unusual clauses and missing terms against your standard template for the legal team.
Data extraction
Pulls figures from invoices, bills of lading and certificates into your ERP or a spreadsheet.
- Documents stored
- 2.4 L
- Pending approvals
- 58
- Contracts expiring in 30 days
- 14
- Auto-classified
- 87%
Documents captured per week
Approval turnaround within target (%)
- Purchase82
- Legal64
- HR91
- Quality77
Effort and cost
USD 400 to 900
INR 39,800 to 89,550, plus taxes, for a typical first release
- Effort
- 200 to 450 hours
- Timeline
- First release in 4 to 5 weeks
At the 2good.dev rate of USD 2 or INR 199 per hour, billed against outputs you accept. Your own estimate depends on modules, integrations and data migration.
Build, buy or both
If you live in Microsoft 365, SharePoint with good folder design and retention labels covers most needs, and Google Drive does the same for Workspace users. Products like M-Files, DocuWare or Zoho WorkDrive add workflow without custom code. Custom is worth it when documents drive a regulated process (pharma document control under GxP, loan files in lending, case files in legal), when you need Indian language OCR, or when documents must link tightly to records in your ERP or core system. Often we build the capture, extraction and workflow layer and store the files in SharePoint or cloud storage you already pay for.
Connects with
- Microsoft Azure
- Google Workspace
- SAP
- Tally
- Aadhaar eSign
- DigiLocker
- WhatsApp Business
Industries
Sectors that use Document management this way
Questions
Document management: common questions
- Project · O2EAI agent that reads supplier invoices and posts them into Tally for a distributor
- Project · FDEPrivate AI assistant for a pharma quality team to search SOPs, deviations and audit records
- Project · O2EDPDP Act compliance programme for a lending NBFC, run on TrustOS
- Business Intelligence and Management DashboardsBI and dashboards
- Governance, Risk and Compliance ManagementGRC and compliance
Can it read scanned Hindi or Gujarati documents?
Yes, with OCR models that handle Indian scripts. Accuracy depends on scan quality, so we test on a sample of your real documents before committing to a number.
Are e-signatures legally valid?
Aadhaar eSign and digital signature certificates are recognised under the Information Technology Act, 2000 for most documents. A few, such as wills and some property documents, still need physical execution.
Where are the files stored?
Wherever suits you: your own cloud account, SharePoint, or servers in India. The system manages indexes and permissions on top.
Talk to us
Planning your Document management?
Tell us what you use today and what is not working. We will say whether to extend it or build.
Start a conversation
Tell us what you are trying to build.
Share the problem in a short call. You leave with a clear view of the approach, the team and the cost.
A specialist replies within one working day. The first conversation is free.