SmartDocs – Digital Document Archive with OCR
Archive, search and securely share all documents in one central place
Companies, associations and organizations handle a large number of documents every day. Invoices, contracts, certificates, minutes, forms or scanned documents must be easy to find quickly and stored securely.
With our digital document archive, you manage all documents centrally in one place. Thanks to integrated OCR technology, PDF files and images are analyzed automatically, so their content can later be found using a smart full-text search.
Archive documents digitally
Store your documents securely and in an organized way in a central archive.
Supported document types:
- PDF files
- Scans
- Images
- Contracts
- Invoices
- Forms
- Minutes
- Correspondence
All documents remain available at all times and are easy to manage.
OCR full-text search for maximum efficiency
After upload, PDF and image files are automatically processed with OCR (text recognition).
The system recognizes the text they contain and creates a searchable index.
This means:
- Search for individual words
- Search for names
- Search for invoice numbers
- Search for contract contents
- Search for any part of the text
You no longer need to know which folder a document was saved in. A single search term is enough.
Structured organization of your documents
Organize your documents according to your individual requirements.
Possible categories:
- Invoices
- Contracts
- Member documents
- Personnel files
- Projects
- Finance
- Administration
- Custom categories
This creates a clear, easy-to-manage document structure.
Share documents securely
Documents can be shared easily with colleagues, association members, customers or external partners.
An individual sharing link can be created for each document.
Possible sharing options:
- Public sharing via link
- Sharing with specific people
- Time-limited sharing
- Automatic deactivation after expiry
- Sharing for a few hours or several days
For example, you can make documents accessible for just 24 hours and then have them locked automatically.
Teamwork
Multiple users can access the archive at the same time and work on documents together.
Teams benefit from:
- central document management
- faster access to information
- less time spent searching
- more efficient workflows
Features at a glance
✓ Digital document archive
✓ OCR text recognition for PDF and image files
✓ Full-text search across all documents
✓ Custom categories and folder structures
✓ Secure document sharing via link
✓ Time-limited sharing
✓ Shared use across your team
✓ Central management of all documents
✓ Quick access to archived records
✓ GDPR-compliant storage
Find instead of search
Say goodbye to cluttered folder structures and time-consuming document searches. With the digital document archive and its built-in OCR technology, you can find any document within seconds and securely share important files with your team or external partners.