A company archive kept by the book: every document registered, indexed, findable within seconds, kept for exactly as long as the law requires and removed on schedule, with approval and a log.
4docs is a document management system built for the way a company in Romania actually works. We started from a simple observation: a company's documents don't get lost because they don't exist, but because nobody knows anymore where they are or how long they must be kept. Incoming invoices, delivery notes, minutes, internal decisions, correspondence with authorities, personnel files, permits, reports — they all end up in binders, on file servers or in inboxes, each with its own logic. 4docs brings them into one place: you register them in the registry with a unique number and date, route them through an internal approval circuit with deadlines, search them full-text, keep them for as long as Law 16/1996 and Accounting Law no. 82/1991 require and dispose of them on schedule, in line with GDPR's storage-limitation principle. What we don't do: we don't manage the contract lifecycle and we don't issue electronic signatures — for contracts and digital signing there is 4mycontracts.net, a separate application in the same ecosystem; a document signed there gets archived here.
An electronic archive with no records retention schedule is just a bigger folder, nothing more. That's why the first stage of any implementation is the list of the company's document categories, each with its own retention period. From that moment, everything else — registry numbering, the approval circuit, disposal proposals — applies automatically.
Every archived document has a cryptographic fingerprint, a timestamp and immutable versions; every view, download or share goes into a log that users can't edit. When an inspection or an audit comes, you don't explain how the archive should work — you show it.
We don't claim that going digital automatically replaces every paper original. The legal regime for the electronic archive, set out in Law 135/2007, also involves an accredited electronic archive administrator. 4docs prepares documents for that regime — metadata, fingerprint, log — but we tell you openly where the platform's responsibility stops and where yours begins.
Behind 4docs stands a mixed team of archivists, data protection specialists and software engineers, based in Bucharest. Every account gets a dedicated point of contact for configuring the records retention schedule, the incoming-outgoing registers, the approval circuits by department, and for importing your existing archive — including anything scanned out of binders.
Documents are stored encrypted, on infrastructure within the European Union, with daily backups and no transfer outside the EU. Access is granted by role and by document category, and the access log cannot be edited and is exportable for audit. Legal retention periods — the 10-year rule for registers and supporting documents under Law 82/1991, the 50 years for payroll records, the shorter periods set by OMFP Order 2634/2015 for some financial-accounting documents — are attached to categories, not kept in anyone's memory. Disposal on expiry always goes through an approval, and deletion requests based on Art. 17 GDPR are handled with a prior check of legal retention obligations.
4docs is not a standalone application. It's part of the 4b2b ecosystem: a single account, the same access rights and a single invoice for every business application you use. Documents produced in the ecosystem's other applications can flow directly into the archive, with the category and retention period applied automatically. For contracts and digital signing, the ecosystem has a dedicated application — 4mycontracts.net.
We configure your company's records retention schedule, open the incoming-outgoing registers, define the approval circuits by department and import the documents you already have. Your point of contact answers you on the first business day.
