Requirements assessment · Document management

What do you need from your document management system?

Tell us how you want to work with documents, from signing in to synchronization. Your answers help us prepare a focused discussion and a rollout proposal.

Answer only what you already know. Requirements questions are optional and you can select multiple options. We use your answers to align the key features with your rollout.

Do not provide passwords, trade secrets or personal information in documents. Answers are not saved automatically; you can download your own copy before sending.

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Starting situation and goals

We start from the current operation. Estimated data also helps.

What are the top three problems you would solve?

What kind of system do you work in now and what do you want to keep from it?

How many employees would use the document management system?

How many documents do you receive in a month?

What documents do you handle, such as invoices, contracts, delivery notes or HR records? What are typical page counts and file sizes?

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Sign-in and work environment

Select your preferred sign-in methods and where you will use the system.

How would you like to sign in?

Email and password Enterprise Single Sign-On (SSO) Microsoft Entra ID / Active Directory Two-step authentication Own account of external partners I would like to discuss this

Where would you use the system?

On an office computer From home On a mobile phone On a tablet Even without internet At multiple locations

Which interface languages do you need? Do you have sign-in, session or network requirements?

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Organization and permissions

Who can see, modify or share the documents?

What isolation is required?

Separate management of several companies Departments and teams Access by projects or clients Authorization per document External accountant / auditor access Read only permission

What roles should there be? Who can upload, edit, delete, share or approve?

How should employee onboarding, cover arrangements and access removal work?

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Document intake, mail and digitization

We also assess the path of paper-based and electronic documents.

Where do documents come from?

Manual file upload Bulk Upload / ZIP Email and attachments Scanner Mobile photo External system / API Watched folder or cloud storage

What postal or digitization help do you need?

Central mail collection Incoming and outgoing mail register Track shipments Industrial scanning Barcode / QR code identification Tracking the physical placement of paper documents

What file formats, legacy files and peak volumes need to be handled?

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Processing, OCR and sorting

Verifiable data and classifications can be made from the contents of the document.

Which processing steps are important?

PDF-Preview and Thumbnails OCR / searchable text Document type recognition Data extraction (partner, date, identifier) AI classification proposal with human verification Manual Sorting Worklist Mass classification Flag duplicates

What should a document be linked to?

To a partner For a project For a contract A department A mail register A case For custom labels

Which fields are required? What language or handwritten documents are received? How is recognized data checked?

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Daily work, search and versioning

How do you find documents and collaborate on them?

What daily features are needed?

Full text search Filtering for document data Saved searches Versions and history Comments and internal consultation Regrouping Closure and unlock request Mass modification / export

Which information do you most often search by? How should concurrent edits and older versions be handled?

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Approval, tasks and notifications

Describe a typical process from receipt to closing.

What kind of process control is needed?

Single or multi-step approval Parallel approvers Conditional routes Assignee and deadline Substitution Rejection and revision Automatic escalation Individual data sheets / business rules

When would you like to receive notifications?

For a new document For changes or comments For an approval task At the expiring deadline For an unprocessed document Weekly / monthly total

What is a typical approval process, who is involved and how long does it take to complete? Which notification channels are used?

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Sharing, authentication and archiving

Sharing and retention expectations are agreed upon before implementation.

How would the documents be handed over?

Internal sharing Expiring external link Password protected link Download restriction Revoking access Logging of opens and downloads

What document certification and retention requirements do you have?

Electronic signature Time stamp PDF conversion Making a certified copy Setting retention times Approval of deletion Restore / backup Full audit log

What retention periods, archiving rules and evidentiary requirements must be taken into account?

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Integration, migration and reports

The related systems and old documents are also part of the needs assessment.

Which systems do you need to connect to?

ERP / administration system CRM Bookkeeping / invoicing Email system Nextcloud OneDrive / SharePoint Google Drive S3 compatible storage Custom API

What should be taken over from the old system?

Document files Document data Versions Rights Comments and statuses Old identifiers and references Event history

Which systems do you currently use, how much content do you have, and what reports or exports do you need?

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Synchronization

Between which storage locations and systems should the documents be up-to-date?

What do you want to sync?

Local folder Network drive / NAS Nextcloud OneDrive / SharePoint storage Google Drive storage space S3 compatible storage Another administration system

In which direction should the data move?

How often should you sync?

What should synchronization cover?

For new files For changes and versions For renaming / relocation For document data For rights Propagating deletions after approval Updates after working offline To report an error and retry

Which system should take precedence when changes conflict? How should deletions, connection failures and files with the same name be handled?

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AI assistant

What tasks would you entrust to the assistant and under what conditions would you use it?

What would an AI assistant help you with the most?

Answering questions based on the documents Summary of documents Highlighting data and deadlines Classification suggestions Compare documents Preparation of tasks Helping to use the system We do not need an AI assistant at present

Under what conditions would it be used?

See only documents available to the user Cite the source of the answer Ask for approval before making changes Let its operation be logged Sensitive documents may be excluded Operate in its own / isolated environment

What specific question or task would you give the assistant? Do you have requirements for AI data handling or languages?

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Rollout and priorities

Based on the answers, we can jointly select the first implementation step.

Which NOPA variant are you interested in?

Which three features are essential for launch, and which can wait?

When would you like to go live?

Is there a planned budget, storage or operational requirements? What training, support and trials are required?

What would make the rollout successful? Who makes the decision, and what other requirements should we discuss?

Last step

Contact details and submission

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Name * Email * Organization *

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