One product, set up the way your sector files things.
Hospitals, finance teams and factories all need documents stored, read, approved and accounted for. What differs is the folders, the classifications and the fields that matter. Here is how each one is usually set up.
Document management for hospitals and diagnostic centres
Classify patient records Confidential so only their department can open them. Every view and download is recorded.
What usually goes wrong
- Patient files live in several departments, and nobody can say who opened one last week.
- Supplier invoices and purchase orders wait on paper for a signature that is three floors away.
- Consent forms and discharge summaries are scanned, but the scans cannot be searched.
How DigiDocSmart is set up
- Folders per department: wards, lab, radiology, billing, pharmacy, HR and purchase.
- Patient records classified Confidential by default; HR files Restricted.
- Invoice and purchase-order approvals routed to purchase, accounts and the administrator in turn.
- Lab reports and claims read on upload, with low-confidence fields held for a person.
Documents filed
- Patient files
- Lab reports
- Consent forms
- Insurance claims
- Discharge summaries
Fields read on upload
Document management for finance, legal and HR teams
Invoices and contracts are read on upload, sent for approval, and filed under the right classification.
What usually goes wrong
- Contracts are approved over email, so the final signed version is hard to find.
- Accounts re-type supplier invoices into the ERP by hand.
- Board minutes and HR letters sit in shared drives anyone can browse.
How DigiDocSmart is set up
- Folders for finance, legal, HR, procurement and the company secretary.
- Board minutes and salary letters classified Restricted.
- Contract review and invoice approval routes with delegation when someone is on leave.
- GST invoice fields extracted and exported to Excel or CSV for the ERP.
Documents filed
- Contracts
- GST invoices
- HR letters
- Board minutes
- Policies
Fields read on upload
Document management for plants and quality teams
Certificates, challans and SOPs are filed by department, with the key fields pulled out for search and export.
What usually goes wrong
- An auditor asks for the test certificate behind a batch, and it takes a day to find.
- Several versions of the same SOP circulate on the shop floor.
- Delivery challans and inspection reports are filed by date, not by what they say.
How DigiDocSmart is set up
- Folders for purchase, stores, quality, production and maintenance.
- SOPs under version control, with check-out so two people cannot edit at once.
- Heat numbers, grades and inspection dates extracted from certificates and searchable.
- Inspection and SOP change approvals routed to quality heads.
Documents filed
- Purchase orders
- Delivery challans
- Test certificates
- SOPs
- Inspection reports
Fields read on upload
Not on this list?
The same building blocks fit schools, NGOs, logistics firms and government offices: departments, four classification levels, extraction templates and approval routes. Tell us how your paperwork flows and we will show you how it would look.
See it with your own documents in it.
Bring three real files and the approval route you use today. In half an hour you will know whether this fits, which is more than any brochure can tell you.