Secure document access
We will make documents available in a way that ensures they are easy to find, properly managed, and securely shared.
We configure the solution based on roles, permissions, document type, and related processes. The result is secure internal and external sharing, full-text search, metadata, content management rules, and an audit trail of accesses, which can also be used for reporting or additional integrations.
Our Products
Centralized Document Repository: Rules, Metadata, and Audit Capabilities
ODV is a secure document repository featuring access control, metadata, full-text search, and audit trails. It enables both internal and external sharing, allows for the configuration of rules based on document type, and provides a record of document interactions for auditing purposes.
Tailored Applications, Integrated with Your Data and Systems
OXA are business and operational applications designed to fit your processes and integrate with your existing systems. They help automate workflows, reduce manual labor, lower error rates, and improve traceability in day-to-day operations.
Third-party products
BI – Microsoft Power BI
Reporting for management and operations, connected to our data sources.
We use Power BI for interactive reporting and dashboards based on centralized data, with controlled sharing based on roles and access permissions. By connecting to our data sources, we ensure automatic updates and a consistent interpretation of results across both operations and management.
Integration Platform – IBM
The IBM Integration Platform as the backbone for connecting your systems.
We deploy the IBM integration platform to connect systems using flows and connectors, whether they involve APIs, messaging, ETL, or events. We then integrate these systems with our applications so that data and events support process management in a single location and are operationally traceable.
Services
Document Digitization
Converting paper documents into digital content: structure, metadata, and rules for storage and access.
We will design and implement a document digitization solution, including guidelines on what to digitize, when, how, and where to store the documents. We will define metadata, indexing rules, and a storage structure to ensure that content is easily searchable and usable in practice. This includes designing procedures for document intake, quality control, naming, classification, and exception handling so that digitization reduces administrative burden rather than increasing it.
Analysis of Document Management Processes
Process first, then documents: clear rules for storage and access.
Before digitization and migration, we conduct a process analysis: we identify document types, their lifecycle, and links to business processes, and determine where they will be stored and who can access them (roles, internal/external sharing). We will establish rules for metadata requirements, approval workflows, retention periods, and audit requirements to ensure the long-term sustainability of the entire system. The result is a clear proposal that links documents to processes, security, and traceability.
Integration with internal systems
Integration of documents and metadata without manual retyping or copying.
We will ensure the integration of internal systems via API / MQ / ETL so that documents, metadata, and status changes (e.g., document creation, approval, expiration, version) can be automatically retrieved. We handle metadata mapping and validation, format transformation, and controlled synchronization so that documents do not lose context and can be traced according to uniform rules. This includes operational oversight of integrations (monitoring, alerting, retry) to ensure clarity on what was transferred, what was not, and why.
How we proceed
First, rules and metadata; then digitization, integration, and operations.
We will assess the situation and objectives
Let’s clarify who will be using the documents and what the requirements are for internal/external sharing and auditing.
We will map out the processes and document types
We will describe the document lifecycle, roles, and exceptions, and establish rules for storage and access.
We will design the metadata and structure
We define required metadata, code lists, tags, indexing, and structure to enable fast searching and secure access control.
We'll set up the solution and permissions
We will implement roles and permissions, publication/validity, audit logs, and version control rules.
We will integrate systems and document sources
We will integrate internal systems so that documents and metadata are loaded automatically and in context.
Digitization/Migration and Operational Fine-Tuning
We’ll set up imports, perform digitization or migration, verify quality, and fine-tune operations based on actual usage.
The right information, to the right people, securely
Prague 2 has replaced its outdated system with a modern extranet application for council members, committees, and contractors, featuring controlled access to documents.
When did you last engage with professionals?
Inform us of your challenges – fragmented systems, infrastructure integration, cybersecurity, monitoring, or AI utilization. We will collaboratively assess if and how our involvement makes sense – ranging from a one-time consultation to long-term partnership.