Unit, category and document type
The classification structure follows the organisation’s own filing plan: with a hierarchy of unit, category and document type, every document has a defined place. Reference numbers and index fields make it easy to find later.
Retention, disposal and transfer
Retention periods are tied to document type. Expired documents land on a disposal list; disposal passes through approval steps and is recorded in minutes. Because every step is written to the audit trail, “when, and on whose approval?” is answered from the record.
Loans and transfers
The movement of physical files between units is recorded too: loan requests need approval, you can see who holds a file, and a reminder goes out when the loan period ends. This largely solves the problem of lost files.
When data must stay in-house
With on-premises installation, all data stays on the organisation’s own infrastructure.
