Audit-Compliant Document Management (DMS)
Fully automated GDPR lifecycle, decentralized offline availability, and structured document generation on a single, unified platform.
Architectural Standard
Centralized Document Management Without Volatile Interfaces
Our DMS module anchors digital record-keeping directly within the relational structure of the MyTISM platform to digitize your incoming documents straight at the source without media breaks. Every document is transactionally linked to operational business objects, completely eliminating error-prone synchronization scripts to external third-party systems.
Efficient Document Retrieval & Indexing
Locate documents based on content and filter complex metadata quickly without any coding knowledge.
- Integrated Full-Text Search: Search beyond file names—query the server-side indexed body across all text fields and document contents in real time.
- Semantic OQL Filters: Leverage Object Query Language (OQL) for advanced metadata queries and logically nested relationships without needing SQL expertise.
- Dynamic Bookmarks: Save frequently used, complex search queries as personal bookmarks to access up-to-the-minute document lists with a single click.
- Universal Data Export: Export search result grids and associated metadata tables directly into native Excel or CSV files with a single click for external analysis.
Automated GDPR Lifecycle
Protect your organization from liability risks through fully system-driven purging routines on the database layer.
- Autonomous Retention Calculations: Based on statutory regulations and the processing purpose, the system automatically determines the earliest possible deletion date for every document directly within the schema.
- Irrevocable Purging Protocol: Once retention periods expire, a centralized background service permanently destroys sensitive records—eliminating manual verification efforts for your staff.
- Built-In Safety Margin: A system-side grace period of 30 days buffers short-term administrative changes before data is physically overwritten.
- Automated Deletion Veto: As long as a legitimate interest exists or documents remain linked to active, billing-relevant transaction objects, the system autonomously blocks the deletion of parent records.
Protection Against Human Error
Adherence to statutory retention periods is strictly enforced by the system core. Missing deletions or manual oversights are architecturally impossible.
Audit Compliance via Zero-Data-Loss
Satisfy all statutory audit criteria through seamless, comprehensive logging of all data movements.
- Transaction-Safe Soft Delete (Ldel): Files or documents deleted via the UI are merely flagged as invisible database-side. They remain physically intact and can be reconstructed for audits at any time.
- Immutable Version Control: Every document update automatically generates a new, fixed version. Previous versions are locked for compliance and remain fully accessible for viewing.
- Unbroken Modification History: The system logs every read and write access securely in the background, ensuring complete tamper-resistance to withstand regulatory audits at any time.
- Compliant PDF Archiving: Documents are stored in long-term stable, standardized formats by default, ensuring cross-platform readability for decades to come.
Role-Based Access Control Boundaries
Secure sensitive HR documents, digital personnel files, and financial records effectively against unauthorized internal and external access.
- Adaptive Permission System: Enforce data access via a flexible, hybrid authorization model using both allowlists and blocklists that can be adapted precisely to individual application contexts.
- Fine-Grained Attribute Permissions: Control visibility down to individual columns and fields. For instance, an employee can view master records, while sensitive diagnostic notes remain locked.
- Data-Driven Process Control: The authorization system possesses unrestricted access to all data and metadata within the database, allowing approvals and visibility to be driven dynamically based on actual data content, such as contract terms or project states.
- Encrypted Transaction Layers: All communication across the client, application server, and core database layer is fully encrypted to reliably prevent data intercept maneuvers at the network level.
Proactive Deadline & Task Resubmissions
Transform your archive into an active assistant that prevents processing bottlenecks and monitors contract expirations independently.
- Process-Oriented Deadline Monitoring: The DMS monitors deadlines directly on the linked business object, triggering autonomous alerts before contracts, certifications, or personnel documents expire, as well as before payment deadlines and early-payment discount periods pass.
- Intelligent Task Resubmissions: Automatically resubmit documents to active queues after a defined delay if subsequent processing steps or approvals remain outstanding.
- Direct Notifications (Popups, Email & SMS): Critical events are signaled immediately via direct workstation client popups, structured emails, or SMS without delay.
- Bottleneck Prevention: The system automatically detects stagnant items in the digital inbox and escalates them once defined thresholds are exceeded to prevent processing bottlenecks.
Fail-Safe Offline Capability & Live Replication
Ensure your workforce remains fully operational in shielded industrial environments or during remote field service without a continuous internet connection.
- Local Server Instances (Notebook & On-Site): For field staff working autonomously or isolated factory units, a full platform instance runs seamlessly on their own notebook or an on-site server. All documents remain fully operational locally, requiring only standard commercial off-the-shelf (COTS) hardware instead of expensive server infrastructure.
- Server-to-Server Replication: Synchronization runs as a transaction-safe background server-to-server process as soon as a network connection is re-established—highly fault-tolerant.
- Bandwidth-Optimized Data Sync: Only modified data fragments and delta states are transmitted, keeping mobile network load during remote operations to an absolute minimum.
- Automated Background Sync: Synchronization triggers automatically without manual user intervention as soon as a stable connection is identified.
Integrated Multilingualism in Live Operations
Manage user interfaces and data synchronization within a fully localized system environment.
- Integrated Language Architecture: Forms, bookmarks, and reports are directly linked to the system core, allowing user interfaces and document content to interact smoothly.
- Multilingual Document Data: Maintain localized records and metadata in parallel across multiple languages — completely editable directly within the active system.
- Localized System Outputs: The system ensures that document metadata and system notifications are displayed with absolute linguistic accuracy, eliminating operational ambiguity.
- Localized Validation Rules: The system automatically adjusts mandatory fields and format checks based on the regional specificities of the respective document issuer.
Contact
Let’s Discuss Your Project
Address:
OAshi S.à r.l.
10, Rue du Bocksberg, L-6614 Wasserbillig, Luxembourg
10, Rue du Bocksberg, L-6614 Wasserbillig, Luxembourg
Business hours:
Monday - Friday 9:00 AM - 5:00 PM
Phone:
+352 26 71 30 1
E-mail:
sales@oashi.com
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