Organized documents & records
A unified classification structure in which every document has a known place, type and owner.
Records Management
Electronic Document Management Systems in Saudi Arabia
An organized environment for storing files and managing access, search and versions according to your organization's needs, with the scope agreed with you before work starts.
Why it matters
Why shared folders are not enough
Shared folders and email work at first, then the problems appear: several copies of the same file with no way of knowing which one is approved, access open to people who do not need it, a long time spent searching for a document, and files lost when an employee leaves.
A document management system solves this with clear rules for storage, access, versions and retention.
What the system provides
What a document management system provides
Role-based permissions
Each employee accesses only what they need, based on their department and role.
Versions & approval workflows
Tracking changes to a document and who made them, and approving the final version before it is published.
Full search
Searching document names, metadata and text to retrieve documents quickly.
How it works
Implementation steps
- Understand how you work todayDocument types, and who creates, approves and uses them.
- Design the classification structureCategories, metadata and naming rules.
- Permissions matrixDefining who can view, edit and approve in each category.
- Retention rulesHow long each document type is kept and what happens afterwards, in line with your organization's policies and regulatory requirements.
- Setup & migrationConfiguring the system and moving existing documents into it in an organized way.
- Training & go-liveTraining users and monitoring usage during the first weeks.
Permissions
Example permissions matrix
| Category | View | Edit | Approve |
|---|---|---|---|
| Policies & procedures | All employees | Quality department | Senior management |
| Contracts | Legal & finance | Legal department | Authorized signatory |
| Employee files | Human resources | Human resources | HR manager |
This example is for illustration only; the actual matrix is designed around your organization's structure.
Deliverables
What your organization receives
A clear document structure
Unified classification, naming rules and metadata for each document type.
Permissions matrix
Defining who views, who edits and who approves in each document category.
Storage & review procedures
Rules for versions, approval and retention periods in line with your organization's policies.
Integration
Integration with other systems
The document system can be connected to your ERP or other business systems so that each document is automatically attached to its related transaction. See our ERP integration and process automation services for details.
If a large share of your documents is on paper, we usually start with document digitization and then upload the result to the system.
FAQ
Frequently asked questions
What does an electronic document management system do?
It provides an organized environment for storing files and managing access, search and versions according to the organization's needs.
How is access to documents controlled?
Access permissions are defined and delivered in a clear permissions matrix as part of the project deliverables.
Can documents be linked to workflows or other systems?
Yes. The scope of the service includes linking documents to workflows or systems according to the organization's needs.
Contact
Tell us about your documents
Share the document types you handle, the departments involved and the systems you use, and we will propose a suitable scope.
Arabic version: النسخة العربية
