Can existing documents be imported?

Yes. Digital files can be imported together with the information that already exists about them. Before importing we define the structure, the naming rules and how records are checked. For paper documents, the scanning approach and responsibilities are agreed in the project.

Can we search inside PDFs and scans?

In PDFs that contain text, yes. Scans need text recognition (OCR), whose quality depends on the scan, the language and the document layout. The OCR result is used for search and does not replace the original document.

Can access be restricted by department?

Yes. Access can be set by role, department, document category or folder. The rules are confirmed with you before go-live.

Are previous versions kept?

Yes, when versioning is part of the solution. Each version is kept with the date and the person who uploaded it, and the current version is clearly marked.

Can the archive connect to our CRM or ERP?

Often, yes, depending on what those systems offer, such as APIs or exports, and on access rights. Integration lets documents appear next to the related customer, order or employee.

Can we export all the information?

The format and method for exporting documents and their metadata are defined in the project, so the information is not tied to a single system.

What happens to paper documents?

The software does not decide what happens to originals. Whether they are kept, destroyed or handed over is your decision, under the rules that apply to you. Scanning alone does not automatically allow an original to be destroyed.

By the volume and condition of the documents, the number of users, the features required and the integrations. After an initial analysis we prepare a phased estimate.

DOCUMENT MANAGEMENT AND DIGITAL ARCHIVE

Find the right document, together with the information you need.

We build systems that organise documents the way your business works. Folders, categories, search, versions and controlled access — linked to the related customers, projects and processes.

Discuss your archive Features

Document archiveIllustrative concept

Search by name, reference or party

Reference: CTR-2026-014
Date: 14 Feb 2026
Party: Demo Client Ltd
Status: In force

Versions

v3 · 14 Feb 2026current
v2 · 2 Feb 2026
v1 · 20 Jan 2026

Search and filters
Versions and history
Role-based access

THE PROBLEM

A digital archive should be more than a folder of files.

Scanning documents and saving them to a shared folder does not solve the problem on its own. Without structure, rules and links to the work, documents stay hard to find and hard to control.

The most common problems

Unclear file names
Documents on several computers
Versions you cannot tell apart
Manual searching
Documents not linked to the process
Wider access than needed

Shared folder todayIllustrative concept

Contract_final_FINAL(2).pdfVersions you cannot tell apart
scan0042.pdfUnclear name
Desktop / Invoices 2026Only on one computer
New quote.docxNot linked to a customer or process
Payroll_2026.xlsxWider access than needed
Search: “customer contract”Manual search, folder by folder

Compare the same documents in a shared folder and in an organised archive.

STRUCTURE

Organised around how your business works.

The structure is built around the way you work, not a ready-made template. The same document can be reached from several directions.

Archive structureIllustrative concept

Demo Client

Service contract
CTR-2026-014 · 14 Feb 2026 · In force
Sales invoice
INV-0381 · 3 Mar 2026 · Paid
Quote
QTE-2026-031 · 28 Feb 2026 · Sent

Beta Client

Handover report
PRJ-A-HR-02 · 5 Mar 2026 · Signed

Gamma Client

Material request
REQ-2026-0142 · 3 Mar 2026 · In review

Choose how to organise. The documents stay the same; only the view changes.

Folders by customer or supplier
Documents by project or contract
Categories by department
Fields such as date, reference number, party and status
Links between documents and requests
Classification adapted to the process

FEATURES

Features we can build.

The solution is built with the features your process needs. Some are needed in almost every archive, others are added case by case.

Organisation and search

Upload and import
Custom categories and fields
Search and filters
Full-text search where processing allows it
Versions
Comments and notes kept separate from the original

Control and connections

Role-based permissions
Activity logging as defined in the project
Deadline notifications
Export of documents and their metadata
Integrations with other systems

Not every feature is automatically part of every project. The list is set during the analysis, based on need and budget.

THE EXISTING ARCHIVE

How is the existing archive organised?

How paper documents are scanned, and who is responsible for it, is agreed in the project. ENOR builds the software to import, organise and verify them.

01
Inventory of sources
Shared folders, email, computers, software and paper archives.
02
Defining the structure
Folders, categories and fields that match how you work.
03
Naming and classification rules
How documents are named and how their category is set.
04
Import or preparation of scans
Importing digital files and preparing scans according to the agreed rules.
05
Checking samples and records
We check samples for naming, category and fields.
06
Access control
Who can view, change and download, before the archive is opened for use.
07
Go-live
User training and rules for new documents.

We keep the link between the original file, its versions and the indexed information.

Files that look like duplicates are not deleted automatically. The criteria and the review process are agreed with you.

CONNECTIONS

Documents linked to the work you do.

A document is easier to understand in its context. We link it to the customer, employee, order, project or request it belongs to.

Examples

Contracts with the customer profile
Employee documents with their file
Order documents with fulfilment
Meeting and handover records with the project
Supporting documents with the approval request

Customer profile — Demo ClientIllustrative concept

Contact: Sales office
Status: Active customer
Owner: E. Prifti

Linked documents

Service contract CTR-2026-014v3
Contract amendmentIn review
Quote QTE-2026-031Sent

ACCESS

Access, history and lifecycle.

The rules are set for each document category, together with the people who know the process.

We define

Who can view
Who can change
Who can download
How versions are handled
How retention, export and deletion are set

Access rightsIllustrative concept

Access rights: Contracts
Role	View	Edit	Download	Delete
Sales
Finance
HR
Management

Deletion is only allowed under the retention rules defined in the project.

Retention and deletion periods are set according to your needs and the requirements that apply to your business; there is no single period for every case.

Activity logging supports control, but on its own it does not make the system certified or the history unchangeable. Scanning a document does not mean the original can be destroyed.

FAQ

Questions about document management

Bring order to your business documents.

Tell us where your documents are kept today, how many there are and who uses them. We will propose a structure and the first step.

What happens after you write to us

1We read your descriptionWe look at the process, the systems you mention and where it gets difficult.
2We contact youWe clarify the questions we need to understand the process.
3We propose the first stepAn analysis, a limited trial or an estimate, depending on the case.

Please do not send confidential documents or data at this stage.

Find the right document, together with the information you need.

A digital archive should be more than a folder of files.

Organised around how your business works.

Features we can build.

How is the existing archive organised?

Inventory of sources

Defining the structure

Naming and classification rules

Import or preparation of scans

Checking samples and records

Access control

Go-live