A Controlled Home For Every Document You Have To Produce Later
Shared drives work until someone asks which version was signed, who approved it, and whether the copy on the laptop matches the one in the folder. A document management system answers those questions by design: one indexed repository, versions kept, access controlled and every action logged.
iTimes Solutions deploys and runs the DMS, maps it to how your departments already file, and migrates what you have today. The result is faster retrieval day to day, and an access trail you can hand to an auditor without assembling it by hand.
What The DMS Gives You
Built around the three things people actually need from documents: find it quickly, trust the version, and prove who did what to it.
Indexing, Search & Retrieval
Documents filed against your own metadata – department, party, date, reference number – with full-text search so retrieval takes seconds, not a folder hunt.
Role-Based Access Control
Access granted by role and department rather than by who knows the folder path, with permissions reviewed on a schedule.
Version History & Audit Trail
Every revision retained with the author and timestamp, and a log of who opened, edited, downloaded or shared each document.
Approval & e-Sign Workflows
Route documents for review and sign-off along your own hierarchy, with reminders and a record of each approval step.
Retention & Disposal
Retention periods applied per document class, with scheduled review and controlled disposal instead of indefinite accumulation.
Secure Storage & Backup
Encrypted storage on infrastructure we manage, with daily backups, restore testing and optional offsite replication.
From Cupboards And Shared Drives To One Repository
Most DMS projects fail at migration, not at software. We treat the existing pile as the hard part and plan it first – what gets scanned, what gets indexed, what gets archived as-is, and what is simply out of retention and does not move at all.
- File plan – document classes, metadata and retention agreed with each department
- Scanning & indexing – bulk digitisation with OCR, indexed against the agreed metadata
- Access design – roles mapped to departments before anything is loaded
- Workflow build – approval routes configured to your actual sign-off hierarchy
- Cut-over & training – staged by department, with the old location kept read-only
What Changes For Your Team
- Retrieval by search instead of by folder path
- One current version, with older ones still available
- Approvals tracked rather than chased over email
- Controlled sharing, internal and external
- Access from office, site or home over a secure connection
What You Can Produce On Request
- Who accessed a document, and when
- The approved version, with its approval history
- Current access rights per role and department
- Retention status and disposal records
- Backup and restore evidence for the repository