Document Management & Archiving
A powerful Document Management System digitises your filing system, integrates documents directly into business processes and archives them in an audit-proof manner — for efficient workflows, fast access and long-term compliance.
Control documents in a targeted manner — with digital filing and archiving for smooth processes.
When documents circulate unstructured in emails or network drives, there is a lack of overview, traceability and control — especially in document-intensive processes in HR, finance or purchasing. Audits become complex and compliance risks increase.
CONVOTIS creates the necessary structure with powerful Document Management solutions: documents are managed based on rules, filed according to defined metadata and made available across systems. Archiving, access and deletion are legally compliant and traceable — for secure processes, fast searches and high data quality.
Technology that integrates – for scalable, compliant Document Management.
- Electronic files for HR, purchasing, contracts and invoices
- Integration into ERP, CRM and HR systems
- Automated document routing via metadata
- Lifecycle management for all document types
- Swiss DPA- and GDPR-compliant erasure and access control
- Audit-proof archiving and audit trails
- Compliance-ready: GeBüV/GoBD, ISO 27001, eIDAS
- Connection via REST API, OData, CMIS etc.
- Operation on-prem, in private cloud or hybrid
- Expandable with Workflow Automation & IDP
What are the specific benefits?
Better control, less effort, maximum traceability.
How we support you.
We realise scalable Document Management and audit-proof archiving — integrated into your existing system landscape.
Our experts analyse your processes, develop a suitable architecture and accompany the implementation, including interface connection, authorisation concept and productive operation. For high-performance Document Management with digital files, efficient workflows and centralised access to information.
Digital files form the basis for structured Document Management. Whether personnel, contract or supplier files — we create transparency, access logic and traceability with centralised file solutions. Content is systematically controlled via metadata, archived based on rules and made available in an audit-proof manner — ensuring efficient workflows and clearly defined responsibilities throughout the company.
CONVOTIS integrates documents directly into your existing specialised applications. This makes Document Management an active part of operational processes — for example in purchasing, sales or human resources. Thanks to API-based connection and role-based control, all content is available where it is needed - securely, traceably and without system interruptions.
Compliant archiving is a central component of any sustainable Document Management strategy. We realise digital archives that reliably implement retention periods, deletion rules and legal requirements — GeBüV-/GoBD-compliant, Swiss DPA - and GDPR-proof and fully auditable. Automated processes reduce sources of error and create security in auditing and everyday work.
Whether receiving, processing or archiving, we structure the entire document life cycle in a technically clean way. With consistent metadata logic, automated classification and a defined filing structure, our Document Management supports targeted control of all content — audit-proof, traceable and centrally manageable.
Our solutions for Document Management and archiving adapt to your IT landscape: whether locally, in the Private Cloud or as a Hybrid platform with secure data sovereignty. Thanks to open interfaces, API-first architectures and modular components, we guarantee maximum scalability and future-proofing, tailored to your governance and compliance requirements.
Your IT Transformation starts here.
Let’s talk about your goals.
Whether you want to restructure your document processes or modernise existing archiving solutions, we support you with well thought-out system architecture, process-oriented integration and clear governance. Together, we will create a Document Management system that is efficient, audit-proof and sustainable in the long term.
Dive deeper into the topic.
Explore further resources.
Customer Story: MENNEKES
At MENNEKES, we have centralised the information architecture – for clear processes, integrated data flows and future-proof Document Management.
Document Digitalization – for better paperwork
How companies transform analogue records into a secure, searchable archive – with central access and seamless integration.
FAQ
In our FAQ you will find concise answers to key questions about the selection, integration, compliance, data sovereignty and future-proofing of modern Document Management Systems.
Still have questions?
A Document Management System (DMS) enables the structured filing, control and archiving of business-relevant documents — across systems, context-related and audit-proof. It supports automated processing through metadata, regulates access rights and integrates documents directly into operational processes such as purchasing, HR or accounting. This turns Document Management into an active component of your digital business processes.
A modern DMS ensures compliance with regulatory requirements such as GeBüV/GoBD, Swiss DPA and GDPR or ISO 27001 — through audit-proof archiving, traceable audit trails and automated deletion rules. Access is controlled on a role-based basis and retention periods are technically monitored. This enables companies to fulfil compliance requirements reliably and permanently audit-proof.
Typical fields of application are document-intensive areas such as human resources, contract management, purchasing or invoice verification. Document types range from digital personnel files, delivery notes and invoices to contracts and minutes. Hybrid formats such as email attachments or scanned receipts can also be captured, indexed and processed based on rules using a DMS.
Our Document Management solutions rely on open interfaces (e.g. REST API, OData, CMIS) and can be flexibly integrated into existing ERP, CRM or HR systems. Documents are not only linked, but also provided in context, with automatic metadata assignment, version history and direct archiving from the target system.
While simple file storage systems offer no structure or compliance logic, a DMS ensures that documents are stored, classified and archived in an audit-proof manner according to fixed rules. Archiving means that content is unalterable, versioned in a traceable manner and permanently accessible - even beyond legal deadlines. This protects companies from data loss, gaps in evidence and liability risks.
