Document Management Solutions for SMBs
Your business thrives on information. Our comprehensive Document Management Solutions empower you to centralize, secure, and access critical data with ease.
From contracts and invoices to compliance records, our platform centralizes your documents in a secure, searchable, and user-friendly system. Eliminate paper-based inefficiencies, reduce human error, and empower your team to focus on what matters—driving your business forward.
Centralized Document Storage
Improved Collaboration
Automated Workflows
Virtual Data Room Setup & Configuration
Data Encryption & Access Control
Protect your files with military-grade encryption, ensuring that data is unreadable to unauthorized users, both in transit and at rest. Define user permissions to ensure only authorized personnel can access, edit, or share sensitive documents. Add an extra layer of security with MFA, reducing the risk of unauthorized access even if credentials are compromised.
Audit Trails & Compliance Management
Track every action taken on your documents—from views to edits—with detailed, time-stamped logs for full transparency. Meet industry standards like GDPR, HIPAA, and SOC 2 with built-in compliance features that simplify audits and reporting. Receive instant notifications for suspicious activities, enabling you to respond swiftly to potential threats.
Secure Collaboration & Sharing
Share documents internally and externally with password protection, expiration dates, and download restrictions. Prevent unauthorized distribution by embedding dynamic watermarks and controlling how documents are used. Enable teams to work together on documents without compromising security, with version control and encrypted communication channels. performance. We conduct rigorous usability testing to identify friction points and optimize interactions.
Secure, Scalable, and Intelligent Document Management
Our Enterprise Document Management (EDM) solutions provide a centralized, secure, and scalable platform to streamline your document workflows, enhance collaboration, and drive productivity.
- Reduced Storage Costs
- Enhanced Accessibility
- Improved Searchability
- Efficient Organization
- Faster Searches
- Enhanced Accuracy
- Data Security
- Compliance
- Disaster Recovery
- Reduced Manual Tasks
- Improved Consistency
- Enhanced Productivity
- Track Changes
- Prevent Conflicts
- Ensure Accuracy
- Seamless Sharing
- Real-Time Editing
- Improved Communication
- Remote Work
- Increased Flexibility
- Enhanced Productivity
- Regulatory Compliance
- Efficient Management
- Reduced Clutter
- Accountability
- Enhanced Security
- Compliance
Secure Your Assets. Scale with Confidence.
Our business document management solutions centralize your documents into a single, intuitive system.
Document Digitization and Storage
Reduce expenses on physical storage and paper-based processes by up to 30%, freeing up budget for core operations. Eliminate the need for filing cabinets or offsite storage, reclaiming office space for productive use. Protect documents from loss due to fire, theft, or damage with secure, backed-up digital archives.
Automated Document Workflows
Accelerate document turnaround by automating tasks, cutting approval times by 50%. Standardize processes across teams, reducing errors and ensuring uniform handling of critical documents. Track document progress in real time, enabling proactive management and faster decision-making.
Secure Access and Permissions
Prevent breaches with end-to-end encryption, ensuring client and proprietary information stays confidential. Assign permissions by user, role, or department, minimizing internal risks and maintaining accountability. Meet industry regulations (e.g., GDPR, CCPA) with secure access logs and audit-ready features.
Intelligent Document Search and Retrieval
Find documents in seconds rather than hours, boosting team productivity and responsiveness. Leverage metadata and AI to categorize documents automatically, reducing manual sorting efforts. Enable all departments—sales, HR, finance—to access relevant files instantly, enhancing collaboration.
Our client say
Switzerland
Michel Bielecki
CEO & Co-founder of Testasy
“O16 Labs ultimately delivered a working product, allowing me to launch a unique service worldwide. The team was quite responsive, transparent and supportive throughout. They all worked really hard and fast, demonstrating amazing ability to deliver market-ready MVP swiftly”
greece
George Bardakis
Digital Communications Director, Bet Comrade
“O16 Labs worked tirelessly and consistently throughout the project collaboration, always ensuring high-quality outcomes. The team is always responsive, available and effortlessly accommodates to concerns and queries, thus providing top-tier assistance. Their skills, responsiveness and impeccable communications surpassed clients’ expectations.”
Spain
Nicolas Adolph
Founder of DocuDoc
“The outcome of partnering with O16 Labs has been highly favorable. The team is agile and utterly collaborative from a project management point of view. Internal stakeholders were impressed by the service provider’s patience and professionalism.”
Pakistan
Waseem Sindhu
Director of Technology from a Digital Marketing Agency
“Thanks to the work from O16 Labs, the client reached a whopping 200,000 downloads just within two months and secured 10,000 active monthly users. They communicated actively and effectively via Slack and Trello. Their transparency and project management styles have been hallmarks of their work.”
Washington
Woodrow Jones
Co-founder and CEO of Vibecoin
O16 Labs have all it takes to meet clients’ expectations in terms of process and delivery timelines. The team remained highly responsive and offered expert consultancy on app development. Their ability to listen and adapt to clients’ suggestions is highly plausible, allowing them to further extend their expertise in blockchain development.”
Dallas, Texas
Stephanie Phillips Fokas
Director of Patient Advocacy, Overwatch Digital Health
“Ever since O16 Labs took over the project, deliverables have been outstanding. The team is well-versed, fully-prepared and actively participates in meetings. Their sense of urgency and grasp on a project is fantastic.”
Automate Insurance Document Workflows
Streamline document-intensive processes, reduce operational friction, and deliver exceptional service—all while staying compliant and secure.
Claims Processing Automation
Reduce claims processing time by 50%, improving client satisfaction and retention. Automate data extraction and validation to eliminate manual mistakes, ensuring accurate payouts. Provide adjusters and clients with instant status tracking, enhancing transparency and trust.
Policy Issuance and Renewal Automation
Issue policies in hours instead of days, enabling quicker coverage for clients and faster revenue recognition. Standardize policy documents across agents and brokers, ensuring brand and regulatory alignment. Automatically notify clients and staff of upcoming renewals, boosting retention rates without added effort.
Underwriting Workflow Automation
Cut underwriting timelines by 40%, allowing faster quoting and binding. Integrate with external data sources for automated risk analysis, improving accuracy and pricing. Handle higher application volumes without increasing staff, supporting business growth efficiently.
Compliance and Audit Automation
Automatically enforce retention policies and document security, reducing compliance risks. Generate detailed audit trails instantly, cutting preparation time by 60%. Detect and flag compliance deviations in real time, minimizing penalties and reputational damage.
Steps to Automate Document Workflow
Automating your document workflow can save time, reduce errors, and boost productivity. Our Document Workflow Automation service can transform your processes in five straightforward steps.
01 Identify and Map Your Document Workflows
We analyze your project scope—number of users, storage volume, and duration (e.g., short-term M&A vs. ongoing collaboration). This step identifies whether you need pay-per-use, subscription, or enterprise-tier pricing.
02 Choose the Right Automation Tools
Select software that integrates with your existing systems and supports your document workflow needs. Consider tools with features like document templates, electronic signatures, and workflow automation.
03 Design and Implement Automated Workflows
Use your chosen tools to design and build automated workflows that streamline document creation, review, and approval. Set up rules-based workflows that automatically route documents to the right people at the right time.
04 Integrate with Existing Systems and Tools
Connect your automated workflows to other business systems, such as CRM, ERP, or HR software. Ensure seamless data exchange and synchronization to maintain data accuracy and integrity.
05 Monitor, Analyze, and Optimize Your Workflows
Track workflow performance and identify areas for further improvement. Analyze data to optimize your workflows, reduce bottlenecks, and improve overall efficiency.
Transforming Businesses with Efficient Document Management
A Telemedicine System For Appointments Management
Creation of a Telemedicine System For Appointments Management
Challenges solved:
- Development of the SaaS for providing and receiving telecare services
- Providing 24/7 online access to video and audio consultations of general practitioners and clinicians
- Creation of an online appointment booking functionality
- Compliance with the requirements of GDPR and UK healthcare regulators (CQC and MHRA)
QMS for Medical Device Manufacturers
Development of a Quality Management System to Check FDA/ISO Compliance
Challenges solved:
- Development of a Quality Management System (eQMS) from scratch
- Automation and UX improvement of document flow and processes of FDA/ISO certification
- Creation of a B2B SaaS to check compliance to FDA 21 CFR 820, 21 CFR 11 and conformance to ISO 13485:2016 and MDSAP
Technologies for Scalability and Security
Our Document Management System is built on a cutting-edge technology stack, ensuring reliability, scalability, and seamless integration for B2B enterprises.
Web Architecture
Frontend
Javascript
CSS
Vue
HTML5
React
Backend
Node.js
Database
MySQL
PostgreSQL
MongoDB
Elastic
Frameworks
Express.js
ASP .NET
Gatsby