Dear Customer,

We are currently experiencing disruptions on parts of our website.

Please note that these issues only affect certain parts of this website; all other platforms and systems provided by Corporate are operating normally.

Our team is working at full capacity to resolve the problem as quickly as possible, and we appreciate your patience and understanding.

Files & Documents
 Streamlined Sharing, Secure Storage, and Flexible Collaboration

Across different modules—ranging from Carrier Agreements and Employee Records to Whistleblower Reports and Equipment Leases — a reliable document handling solution is vital for ensuring security, compliance, and efficiency. Our Files & Documents module unifies all file-related processes on a single platform, allowing users to securely exchange, store, and collaborate on documents. By integrating this module, your organization can maintain consistent data governance standards, prevent version confusion, and foster greater inter-departmental synergy.

Central Repository with Role-Based Access

Our platform serves as a unified repository, ensuring every file — whether it’s a signed lease, a risk assessment, or a set of quality control documents—is housed in a secure, centralized location. Administrators can assign role-based privileges, guaranteeing that sensitive files remain visible only to approved users, while general resources are shared more broadly. This balance of accessibility and restriction maintains both security and operational fluidity across all modules.

Time-Critical Document Handling

In many cases, documents must be reviewed, signed, or acknowledged within a specific period. Our system lets you flag such time-sensitive materials—providing automated reminders and escalating alerts as deadlines approach. This ensures that vital tasks, like contract renewals or compliance reviews, never slip through the cracks and always receive the prompt attention they require.

Encrypted File Sharing with SMS Code

To safeguard particularly sensitive data, the module includes an encrypted file transfer feature. Users can send password-protected documents, where the encryption key is delivered to recipients via SMS. This dual-channel approach significantly minimizes risks of unauthorized interception, ensuring that confidential files—from whistleblower evidence to high-level financials—remain private and tamper-proof.

Digital Signatures and Workflow Automation

Many agreements, requests, or forms demand formal sign-offs. Our module integrates digital signature capabilities that align with eIDAS or other recognized electronic signing standards, enabling users to finalize documents swiftly. Customizable workflows guide each file through sequential approvals, ensuring signatories are alerted in turn and that every step remains fully auditable.

Version Control and Audit Logs

To prevent confusion over multiple drafts and to maintain a complete change history, our system captures version control data for each file. Whether a user modifies a carrier contract or updates an HR policy, every revision is time-stamped and traced. These detailed audit logs simplify compliance checks, clarify accountability, and demonstrate a robust chain of custody for all recorded documents.

Contextual Linking Across Modules

Documentation often needs to be referenced in multiple areas—like a lease agreement linked in Equipment Management or a compliance checklist attached to Quality Control. Our system supports contextual linking of files, ensuring a single stored version can be accessed from any relevant module. This feature eliminates redundant uploads and encourages consistent, up-to-date referencing platform-wide.

Advanced Search and Metadata

A robust tagging and metadata system allows users to categorize files by department, project name, or compliance requirement. Coupled with advanced search filters, teams can quickly locate specific documents—even across massive archives. This retrieval ease not only streamlines everyday workflows but also reduces time spent hunting for essential records during audits or urgent inquiries.

Key Takeaways

  • Unified Document Handling: Manage and store files from every module—whether employee forms, carrier contracts, or quality records—under one platform.
  • Time-Critical Flagging: Mark urgent or time-sensitive files, ensuring deadlines are met with automated reminders.
  • Secure, Encrypted Sharing: Send high-confidential documents with password protection, delivering access codes via SMS for added security.
  • Digital Signatures: Collect formal approvals electronically, minimizing paper-based processes and streamlining key workflows.
  • Version Control & Audit Trails: Retain a full change history, clarifying document evolution and supporting compliance efforts.
  • Contextual Linking: Cross-reference files between modules to maintain a single source of truth and reduce redundant attachments.
  • Metadata and Search: Locate files quickly using filters, tags, or specialized queries, no matter the volume.
  • Effortless Scalability: Add more storage, handle higher volumes of documents, and integrate new modules without reconfiguration.
  • Collaborative Flexibility: Facilitate real-time feedback, edits, and simultaneous usage, all within secure user permissions.
  • Operational Consistency: Ensure policy documents, checklists, and official records are consistent, updated, and universally accessible.