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CONTMAN Archive · Document archive

CONTMAN Archive,
the electronic archive.

A modern electronic archive that keeps documents secure, quick to reach and easy to manage, all in one place.

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CONTMAN Archive: the searched word "zastaw" (pledge) highlighted in the text of a sample registered pledge agreement

What is an electronic document archive?

CONTMAN Archive is a modern, convenient electronic document archive that lets companies store and share documents securely in a digital environment.

A modern archive puts an end to the chaos: no more paper folders, files on local drives or threads lost in e-mail.

With CONTMAN Archive, you and your team reach your documents in the browser, on a phone too, which makes remote work smoother and cooperation easier.

Every archived file is described in one standard way, whoever adds it, and the system lets you find and share it in no time, saving time and resources.

CONTMAN Archive records who has accessed your documents and keeps them secure, protecting them from unauthorised access.

It is the ideal solution for companies that value efficiency, ecology and modern document management.

CONTMAN Archive: a loan agreement described in its category fields, with the tab of file versions, each with its author

How does the electronic archive work?

The CONTMAN Archive digital archive lets you store and organise documents securely in one place, reached through the browser.

Files sent to the system go into the category chosen by the person adding them, and their description and content are indexed automatically, which makes them easier to find later.

Search ignores letter case and Polish diacritics and shows only documents from the categories the person may read.

The system handles various formats such as PDF, Word, Excel and images, giving you full flexibility.

Documents can be viewed right in the web application, with no need to download them.

Every change of permissions goes into a log that cannot be altered, and access to files can be controlled by granting different levels of permission.

This allows convenient, secure cooperation both within your team and with external partners.

A flexible licensing model lets you adjust the space to your company's growing needs.

CONTMAN Archive: the search results for "zastaw" (pledge) with the filter panel

Core functions of the electronic archive

  • Secure storage

    CONTMAN Archive protects documents with encryption: the connection to the archive is always encrypted, and files in chosen categories and sensitive data are stored encrypted. Encrypted files and data stay unreadable even in a copy of the database or file store made without the installation's keys.

  • Advanced search

    With the search tools, finding a document takes only seconds. Search the archive by keywords, dates or attributes, which speeds your work up considerably.

  • Access control

    Precisely defined roles and user permissions make sure only authorised people can reach documents, increasing security and control over your data.

  • Integration with other systems

    CONTMAN Archive offers every one of its functions through an API, so your business software can connect to it with no changes on the archive's side. It also supports integration with electronic signature systems, which streamlines document workflow and approval.

  • Mobile access

    With the phone app, photos of documents go straight to the archive, and the archive in the browser works on phone and tablet screens too. It is the ideal solution for people working remotely and in the field.

Benefits of the electronic archive

  • Saving space and costs

    Keeping documents in digital form removes the need for physical archives, cutting the cost of renting office space and of organising and handling paper records.

  • Quick access in the browser

    Documents are available in the browser, so you can manage them in no time from a computer, a tablet or a phone.

  • Greater security

    Thanks to advanced safeguards such as data encryption, backups run on your administrator's schedule and file versions that nothing overwrites, documents are protected from unauthorised access, loss or damage.

  • Smoother teamwork

    Users can work on documents together: share them, add notes and upload new versions, with every change kept in the history, which makes group work considerably more efficient.

What sets CONTMAN Archive apart from other systems on the market?

  • Organised document management

    In CONTMAN Archive all documents are kept in dedicated business categories such as contracts, invoices or orders. As a result, you can shape the category structure to your needs yourself, ending mess and chaos in your records. Every user has to assign a document to the right category and describe it - no more searching through piles of files labelled "Other".

  • Structured document description

    Each category has defined descriptive attributes, so documents are always labelled in one clear, consistent way. As a consequence, you no longer have to worry about random file names - the system lets you assign a unique identifier, such as a customer ID or tax number, which makes documents quick to find whatever their category.

  • Integrity and record of documents

    Some documents - invoices, contracts, employee, logistics and other documents - must be kept in a way that ensures their authenticity and integrity. CONTMAN Archive never overwrites anything in stored files: every change creates a new version, signatures and seals are checked, and the history shows who accessed a document and when.

  • Flexibility and growth

    Your company is growing, and its documentation needs are changing with it? In CONTMAN Archive you can add new categories and ways of describing documents as your business develops. Adapt the system to new processes to make the most of digitisation and remove paper from your organisation completely.

Questions and answers

How does CONTMAN Archive organise documents?
Every file goes into the category chosen when it is added, such as contracts, invoices or orders, and gets a description from that category's fields. Your company sets the category structure itself and extends it as the business grows.
Can I search the content of a document?
Yes. The description and content of files are indexed automatically, and search ignores letter case and Polish diacritics. Results include only documents from the categories the person may read.
How does the archive protect documents?
The connection to the archive is always encrypted, and files in chosen categories and sensitive data are stored encrypted. Access follows roles and permissions, and every change of permissions goes into a log that cannot be altered.
Does changing a document overwrite the previous version?
No. CONTMAN Archive never overwrites anything in stored files: every change creates a new version, and the history shows who accessed a document and when.

Demo

See the archive
in action.

We will show you description, search and document history on examples of invoices and contracts.

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