Key Benefits

Version Control

Track every change with comprehensive version history. Compare versions, restore previous revisions, and maintain complete audit trail of all document modifications.

Approval Workflows

Streamline document approval with customizable workflows. Route documents through multiple approvers, track status, and automate notifications.

Access Control

Granular permissions for viewing, editing, and approving documents. Control access by roles, departments, or individual users with fine-grained security.

Lifecycle Management

Manage documents from creation to archival. Automated expiration reminders, periodic reviews, and retention policies ensure compliance.

Features & Capabilities

Document Management

  • Centralized document repository
  • Hierarchical folder structure with categories
  • Document metadata and custom fields
  • Full-text search across all documents
  • Document tagging and classification
  • Document templates for quick creation
  • Bulk upload and import
  • Document preview without downloading

Version Control

  • Automatic version tracking for all changes
  • Version comparison (diff view)
  • Restore previous versions
  • Version comments and change logs
  • Check-in/check-out functionality
  • Concurrent editing protection
  • Version branching for parallel development

Approval Workflows

  • Multi-level approval workflows
  • Parallel and sequential approval paths
  • Conditional routing based on rules
  • Automatic notifications to approvers
  • Approval delegation and escalation
  • Comments and feedback during approval
  • Workflow status tracking and reporting
  • Emergency approval bypass with logging

Collaboration & Review

  • Document comments and annotations
  • Review periods and periodic reviews
  • Collaborative editing with track changes
  • Document discussions and Q&A
  • Reviewer assignments and reminders
  • Review history and compliance tracking
  • External reviewer access (secure links)

Security & Compliance

  • Role-based access control (RBAC)
  • Document-level permissions
  • Watermarking for sensitive documents
  • Digital signatures and validation
  • Encryption at rest and in transit
  • Audit logs for all document activities
  • Compliance tracking (ISO 27001, GDPR)
  • Document retention and disposal policies

Notifications & Automation

  • Automated expiration reminders
  • Review due date notifications
  • Approval request alerts
  • Document change notifications
  • Scheduled reports and summaries
  • Webhook integrations for events
  • Email digest of activities

Reporting & Analytics

  • Document inventory reports
  • Approval workflow analytics
  • Compliance status dashboards
  • Document usage statistics
  • Review completion tracking
  • Expiration and renewal reports
  • Export to PDF, Excel, CSV

Use Cases

Security Policy Management

Centralize all security policies, procedures, and standards. Implement approval workflows for policy changes, track review cycles, and ensure all policies are current and approved. Provide employees easy access to latest policy versions.

ISO 27001 Documentation

Manage mandatory ISO 27001 documentation including policies, procedures, risk assessments, and records. Track document versions, maintain approval records, and demonstrate compliance during audits with comprehensive audit trails.

Standard Operating Procedures (SOPs)

Create, maintain, and distribute operational procedures across departments. Version control ensures teams always work with current procedures. Approval workflows guarantee quality and management oversight.

Contract and Agreement Management

Store and manage contracts, NDAs, and legal agreements. Track expiration dates, renewal periods, and approval status. Secure access controls protect confidential legal documents.

Compliance Documentation

Maintain regulatory compliance documentation for GDPR, HIPAA, SOX, or industry-specific regulations. Automated reminders ensure timely reviews and updates. Audit trails prove compliance during regulatory inspections.

Incident Response Plans

Manage incident response plans, playbooks, and runbooks. Version control tracks improvements after lessons learned. Approval workflows ensure plans are validated by stakeholders before implementation.

Technical Details

Architecture

Built as Django application with document storage in filesystem or cloud (S3, Azure Blob). Uses PostgreSQL for metadata and search index. Celery for background tasks (virus scanning, notifications, cleanup). Redis for caching and job queuing.

Security

Document encryption at rest using AES-256. TLS for data in transit. Virus scanning for uploaded files. Content Security Policy (CSP) headers. XSS and CSRF protection. SQL injection prevention. Access logs for compliance.

Scalability

Supports unlimited documents and concurrent users. Efficient file storage with deduplication. CDN integration for faster downloads. Database query optimization with indexes. Horizontal scaling with load balancers.

Customization

Custom document types and metadata fields. Configurable approval workflows. Customizable document templates. White-label UI. Pluggable storage backends. Custom notification templates. API for integrations.

Frequently Asked Questions

What file formats are supported?

The system supports all common document formats: PDF, Microsoft Office (Word, Excel, PowerPoint), OpenOffice/LibreOffice formats, text files, images (PNG, JPG, GIF), and more. Preview functionality is available for most formats.

How does version control work?

Every time a document is modified, a new version is automatically created. The system maintains complete history of all versions with timestamps, author information, and change comments. You can compare any two versions, view differences, and restore previous versions if needed.

Can we customize approval workflows?

Yes! You can create custom approval workflows with multiple levels, parallel approvers, conditional routing based on document properties, and automatic escalation. Each document type can have its own workflow. Approval rules can be as simple or complex as your organization requires.

How are documents secured?

Documents are protected with multiple security layers: encryption at rest and in transit, role-based access control, document-level permissions, watermarking for sensitive content, digital signatures, virus scanning, and comprehensive audit logging. You control exactly who can view, edit, or approve each document.

Does it support electronic signatures?

Yes, the platform supports digital signatures for document approval. Signatures are cryptographically secure and include timestamp and signer identity. Signature validity can be verified at any time. This meets regulatory requirements for electronic signatures.

Can external users access documents?

Yes, you can generate secure, time-limited links for external reviewers or partners. Links can be password-protected and expire after specified period. External access is logged for audit purposes. No account creation required for external users.

How does document expiration work?

You can set expiration dates for documents that require periodic review. The system automatically sends reminders before expiration to document owners and reviewers. Reports show expired and soon-to-expire documents. Expired documents can be automatically archived or flagged for review.

Related Modules

Standards & Compliance

Risk Assessment & Management

Incident Management

Ready to Get Started?

Explore this module and enhance your organization's security posture