Workspaces designed around the task
Contract staff need parties, dates and obligations; finance teams need approvals and accounting links. The application should reflect those working needs.
Connect specialist registers to records management
Contracts and invoices need their own data and workflows. We help connect these applications to records management without making people enter the same information twice.
A clear authoritative record
We define where the authoritative record is held and who manages its metadata, retention and disposal. Under Czech rules, a separate register must meet the applicable requirements; its name alone does not establish its status.
Controlled handover
We design the handover point, identifiers, message content and receipt checks. Documents remain traceable when a transfer fails or is repeated.
A shared solution on ELO
Document applications can work with the DMS and DEPO. We define the boundary between the working application and the recordkeeping function.
Separate register / Controlled transfer / Electronic records management → Document identity / Metadata and relations / Access and audit. Transfer follows the register rules; it is not unrestricted movement outside the legal regime.
Frequently asked questions
Can a contract application act as a separate register?
Define the records, metadata, responsibilities, retention and any link to the main records system. Czech separate registers have specific requirements. Being a standalone application does not by itself establish that legal status.
How does DMS differ from Czech eSSL?
A DMS supports document work and workflows. Czech eSSL also addresses the statutory registration and lifecycle requirements of the organisation concerned. The systems can work together, but a general DMS is not automatically an eSSL.
How are a document and a case file related?
A document is an individual record; a case file brings related records together. Storing files side by side is not enough. Relationships, completion status and closure and retention rules also matter.
Do we need to replace our ERP or CRM?
Usually not. Document services can connect to existing applications. We first review their interfaces, available data and identity handling, then design the integration.
Can records be deleted as soon as retention expires?
Not automatically. Follow the applicable appraisal and disposal procedure, including archival selection where required. Other retention duties or a hold may prevent deletion even after the scheduled period.
How can we reduce vendor lock-in?
Agree export of documents, metadata and relationships, interface documentation and exit assistance. Test whether the export is usable. Being able to download files is not the same as transferring the whole solution.