Document Management for SharePoint
Our Document Management (DMS) solution is a modular system for central records, management and processing of documents — including trusted archival. It stores documents of defined types (invoices, contracts, policies, directives…) and orchestrates their processing through workflows.
We support digitization, OCR and metadata extraction. Beyond DMS, the product includes an electronic mailroom that fully handles incoming and outgoing correspondence.
We support deployments compliant with legislative requirements on electronic records management systems, including the Czech ESSS standard, eIDAS and GDPR.
What our DMS delivers
Clear overview
Real-time status of document processing for individuals and managers, including bottleneck detection.
Scalability
From a single document type up to a complete solution covering every document across the organization.
SharePoint integration
Fully leverages Microsoft SharePoint and your existing Microsoft 365 investment.
Workflow & automation
Configurable approval processes with notifications, escalations and full audit trail.
Digitization & OCR
Scanning, OCR and machine-driven metadata extraction during document intake.
Regulatory compliance
Ready for electronic records management, eIDAS, GDPR and the Czech ESSS standard.
What our clients say about Document Management
„Allium's solution met the requirements of our tender for SharePoint, confidential document mode and price. The subsequent cooperation was truly pleasant thanks to quality project management and Allium's positive approach."
How an electronic document workflow helped Pipelife streamline key processes
Pipelife Czech traces its history back to 1994. After the 2009 merger with Instaplast Praha, the company gained a new plant in Zápy, which complicated the flow of paper documents between sites. See how DMS solved it.
Available functionality
Managed documentation – workflow
Document processing can be driven by a predefined workflow. The process moves through defined states and users transition between them via workflow actions; the definition controls which transitions are allowed and under what conditions. Workflow schemas are designed in a graphical designer (Datapolis Process System), which we deliver as part of the solution. Ad-hoc transitions between users without a fixed definition are also supported.
Digitization, OCR, extraction
The system integrates with scanning processes and digitization software for character recognition (OCR) and metadata extraction (e.g. Kofax, ABBYY, Konica Minolta, KnowledgeLake, Iron Mountain). Searchable documents with metadata are stored in DMS for efficient retrieval.
ISDS and email integration
The module automatically receives and dispatches messages via the Czech ISDS data box system, including delivery receipts. Multiple data boxes can be connected at once. DMS can also receive emails sent to dedicated addresses (e.g. invoice@company.com) and send messages by email; add-ins for MS Outlook are included.
Electronic signatures and time stamps, eIDAS
Processing electronic documents requires proving the author's identity and the time of creation. Electronic signatures and time stamps cover both. The system automatically validates them on intake and tracks the data throughout the document lifecycle.
Records management service
We support deployments compliant with legislative requirements on electronic records management, including the Czech ESSS national standard. The solution covers document handling, work with files, file plan management and archival and disposal processes.
Trusted archival
Documents stored in the system can be marked with a recognized time stamp and periodically re-stamped before expiry — typically as a daily batch over a defined set. Closed documents can be moved into an archival repository for an electronic registry and archive.
Agenda-based solutions
DMS supports agendas for specific document types (incoming invoices, contracts, policies, etc.). All agendas share a single platform and a common foundation, making the system easier for users to adopt.
Access control, GDPR
The system offers broad options for managing access to documents — by document type, organizational structure or a combination of both. Each document can also be granted to specific users involved in its processing. The product complies with GDPR.
Third-party integrations
We routinely integrate with existing systems in the organization, typically CRM or ERP. A documented API delivered as a set of web services is available for exchanging data with other applications.
SharePoint platform
The solution targets Microsoft SharePoint. It makes the most of the platform's strengths, mitigates its weaknesses and extends it for document management — resulting in a powerful DMS.
Want to learn more?
Get in touch — we'll discuss how this solution fits your business.