Guide: document management in a company
Eight short answers to the questions every company asks when putting its documents in order: what you keep, how long you keep it, and how you find it fast.
Document management means four things: you register documents on arrival, route them through an internal circuit, archive them in a structured way, and dispose of them on schedule.
The legal anchors are the same for every company in Romania: Law 16/1996 for the archive, Law 135/2007 for the electronic form, Law 82/1991 and OMFP Order 2634/2015 for the periods on financial-accounting documents, and Regulation (EU) 2016/679 for personal data.
Each page below answers a single question, in under two minutes of reading.
Archiving and legal value
What a properly built digital archive means, and when an electronically kept document stands in for the original.
What is electronic document archiving?
Electronic archiving is the organized, legally-compliant retention of a company's documents in digital form.
What does legally-valid archiving mean?
A document kept digitally only has value if you can prove it wasn't altered after registration.
Physical archive or electronic archive: which do you choose?
The choice does not change the legal retention periods: it only changes cost, search time and the risk of loss.
Retention periods and compliance
How long you keep each document and how to reconcile legal periods with GDPR obligations.
How long are accounting documents kept?
The retention period is set per document type and written into the company's records retention schedule.
How do you set a GDPR-compliant document retention policy?
A retention policy means a written period for every document type, and a deletion that actually happens.
The daily document flow
How documents enter the company, where they circulate, and how you find them once they reach the archive.
How do you organize a company's electronic registry?
The electronic registry is the gateway through which documents enter the company, and the first step toward the archive.
How does OCR work on scanned documents?
OCR turns a scanned page from a plain image into a document you can search for any word in.
How do you run a document circuit in a company?
A good circuit has three elements: a registered document, clear steps and a deadline for every step.
The 4docs modules
The six modules that cover the topics in this guide.
Electronic archiving
A digital archive structured by fund and inventory, with retention periods per document type.
Electronic registry
Incoming and outgoing mail in a single register, with an automatically assigned registration number and handover logs.
Document circuit
Internal routing by department, approval with a deadline and a named person in charge for every step.
OCR and full-text search
Scanning with text recognition and search inside document content, not just in file names.
Retention and GDPR
Legal retention periods, expiry alerts, disposal on schedule and a disposal register.
Secure sharing
Access rights by role, expiring links for third parties and a complete access log.
Put your company's archive in order
See which modules fit your needs and what they cost, or write to us about your document volume.