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DocumentMS
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Platform overview

DocumentMSプラットフォーム

DocumentMS is a single document management platform made of ten modules: storage and versioning, OCR search, electronic signatures, approval workflows, access control, audit reporting, records retention, e-forms and generation, AI processing, and integrations. They share one repository, one permission model and one audit trail.

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DocumentMS repository with folder tree, document versions, approval status and the audit trail for the selected record
client verification — interface wireframe pending a real product capture.

Why one platform

Ten modules, five things they share

Most organisations end up with storage in one tool, signatures in another, approvals in email and retention in a spreadsheet. The cost of that is not licence fees — it is that no single system can answer what happened to a document.
  • One repository, so a document has one identity no matter which module is acting on it
  • One permission model, applied per module, so access is decided in a single place
  • One immutable audit trail, so evidence does not have to be assembled from several logs
  • One metadata model, so a field captured by a form is filterable in search and reportable in a dashboard
  • One retention framework, so disposal follows the document type rather than the folder it ended up in

The modules

What each module does

Each page below sets out the capability in detail, with a specifications table, security notes and the questions we get asked about it.

  • Document management

    A versioned central repository with folders, physical locations, check-out and check-in, automatic numbering and content-hash duplicate detection.
    How document management works

  • OCR & full-text search

    Optical character recognition reads scanned images and image-only PDFs so their text becomes searchable, then combines it with custom metadata in one global search.
    How ocr & full-text search works

  • Electronic signatures

    Request signatures from colleagues or external parties through a secure link, with saved signatures, a complete request history and DocuSign integration.
    How electronic signatures works

  • Workflow automation

    Configurable templates define the steps and approval chain a document must clear, with step history, reassignment, reminders and recorded policy acknowledgement.
    How workflow automation works

  • Security & compliance

    Per-module role-based access control, two-factor authentication, OIDC single sign-on, 256-bit encryption, IP restrictions and logged break-glass access.
    How security & compliance works

  • Audit trails & reporting

    An immutable, append-only record of every document action, plus dashboards and reports for storage, activity, duplicates and pending signatures.
    How audit trails & reporting works

  • Records management

    Retention schedules by document type, disposition review rather than silent deletion, legal holds and automated retention policy enforcement.
    How records management works

  • e-Forms & document generation

    Custom forms capture structured data once, then produce contracts, letters and certificates from approved templates that stay under version control.
    How e-forms & document generation works

  • AI document processing

    Classification, named-field extraction, summarisation and semantic search — every action logged, attributable and reversible.
    How ai document processing works

  • Integrations & API

    Microsoft 365, an Outlook add-in, DocuSign, S3 and Azure storage, OIDC single sign-on, plus a documented REST API and signed webhooks for everything else.
    How integrations & api works

How the modules connect

One controlled path from capture to disposal

The modules are not a feature list — they are stages of the same path. This is the sequence every controlled document follows.

  1. Step 1: Capture

    Upload, drag and drop, scan, import from a watched mailbox, generate from a template, or push through the API. Classification, numbering, hashing and OCR run on arrival.

  2. Step 2: Control

    Permissions inherit from the folder, versions accumulate rather than overwrite, and check-out prevents two people producing conflicting edits.

  3. Step 3: Decide

    Workflow templates route the document through its approval chain, then a signature request goes to internal or external signers.

  4. Step 4: Retain

    The retention rule for the document type attaches, a disposition review date is set, and every action so far is available as audit evidence.

Platform

Platform specifications

Module-specific values are on each module's page; these apply across the platform.
Platform-wide specifications
PropertyValue
DeploymentCloud-hosted web application
ClientsWeb, desktop application, mobile and tablet browser
Storage backendsLocal disk, Amazon S3, Azure Blob Storage — switchable at runtime
IdentityOIDC single sign-on (Microsoft Entra ID, Okta, Google Workspace) plus local accounts with 2FA
Multi-entityBranch and subsidiary separation under central administration
APIDocumented REST API with scoped keys, plus signed webhooks
Real-timeWebSocket notifications for approvals, signatures and watched documents
BrandingConfigurable per tenant
LocalisationInterface available in the languages listed in the footer language switcher
Uptime commitment99.9% monthly, with service credits, contracted on Enterprise
Current version4.2

FAQ

Questions about the platform

Module-level questions are answered on each module's own page.
Do we have to buy all ten modules?

They are not licensed separately — the platform is one product, priced per user. That is deliberate: retention without an audit trail cannot be evidenced, and workflow without version control approves something that may already have changed. Modules that only work together are misleading to sell apart.

Which module should a first rollout start with?

The repository, with search, for one department. Get documents in, permissions right and people finding things, then add workflow for one document type. Starting with workflow means designing an approval process for content that is not yet in the system, which is how projects stall before anyone sees value.

How does DocumentMS relate to Microsoft 365?

Alongside it, in most cases. Authoring stays in Word and Excel, and documents open directly from DocumentMS and save back as new versions. What moves is the record: the version that was approved, who approved it, and how long it is kept.

Is the AI optional?

Yes. Classification and extraction are proposals presented for confirmation, and the platform works fully with them switched off — you simply file and enter metadata by hand. AI processing can be disabled for the whole tenant, for a folder and everything beneath it, or for a document type wherever it appears, which is how privileged and special-category material is usually excluded.

Can we use our own cloud storage?

Yes. The storage backend is configurable at runtime between local disk, Amazon S3 and Azure Blob Storage, so document bytes can sit in a bucket or container in your own account, under your keys, region and logging.

Where to go next

Depending on whether you are scoping, evaluating or comparing.

最終レビュー: 2026-08-24

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