Digital document management platforms have become essential for approving contractors, controlling documentation and ensuring compliance. However, when choosing a solution, companies face an important decision: hire a platform that already includes validation and support services, or hire the platform on its own and decide separately who provides those services.
In this article, we compare the two models and explain the advantages of keeping the platform separate from the services, the points to watch in each option and how to decide according to the company’s situation. We also present a practical example, a checklist and answers to frequently asked questions.
Two contracting models
| Model | How it works | Suitable for |
|---|---|---|
| Platform with integrated services | The same supplier provides the platform and validates the documents | Companies that want a complete solution and a single point of contact |
| Platform separate from services | The company hires the platform separately; the internal team or another provider validates the documents | Companies that want control, flexibility and freedom of choice |
Both models can work well. The choice depends mainly on internal resources, workload and the degree of control the company wants to retain.
Advantages of digital document management platforms separate from services
Freedom of choice
When the platform is independent, the company can choose who validates the documents: its own team, a specialised provider or a combination of both. In addition, it can change service provider without having to change platform, which avoids migrations and retraining.
Greater control over criteria
The company defines the requirements and validation criteria directly in the platform. In this way, the rules belong to the organisation and do not depend on a supplier’s interpretation.
No conflicts of interest
When the platform supplier does not provide the validation services, it has no interest in making the process more complex to sell more service hours. Therefore, separation favours transparency.
Clearer costs
With separate contracts, the company knows exactly how much it pays for the technology and how much it pays for the service. As a result, it can compare alternatives and adjust each component to its real needs.
When the integrated model makes sense
The integrated model also has advantages. For example, a single point of contact simplifies management, and the supplier knows the platform in depth, which can speed up validation. For companies without an internal team or with very high workload peaks, it may be the most practical solution. Even so, the contract should ensure that the data and criteria belong to the company and that the services can be separated in the future.
How to decide between the two models
To choose the most suitable model, it is worth answering a few questions. First, does the company have people with the time and knowledge to validate documents consistently? Second, is the workload stable or does it have sharp peaks, such as maintenance shutdowns or the opening of large sites? Finally, how important is it to keep direct control over the validation criteria and the relationship with contractors?
If the company has its own team and wants maximum control, the separate platform is usually the best option. Conversely, if it has no internal resources and prefers a single point of contact, the integrated model may be more practical. There is also an intermediate solution: an independent platform, with internal validation during normal periods and support from an external provider during workload peaks. This way, the company combines control with responsiveness.
The role of the internal team
Even when third parties validate the documents, the company cannot step away from the process. Indeed, it remains responsible for authorisation decisions and for the risks associated with contractors. It should therefore keep an internal lead who defines the criteria, monitors service indicators, analyses exceptional cases and liaises with the safety, procurement and legal departments. This person should also review the requirements periodically, so that they stay aligned with legislation and operational reality.
Indicators to monitor the service
Whatever model is chosen, the company should measure service quality with objective indicators. Among the most useful are average validation time, the percentage of validations within the agreed deadline, the error rate found in sample checks and the number of complaints from contractors. As a result, it can quickly see whether the model is working and has concrete data to negotiate improvements or change provider.
Contractual safeguards in both models
Whatever the model, certain points should always be included in the contract: measurable service levels, data protection rules in line with the GDPR, ownership of the data and validation criteria, export conditions at the end of the contract and the right to audit. In the integrated model, it is also advisable to provide for the option of hiring only the platform in the future.
Data protection and responsibilities
In both models, the hiring company is normally the controller of the personal data of the contractors’ workers. The platform supplier and the validation service provider act as processors. Consequently, each must have a contract that complies with Article 28 of the GDPR, with clear instructions, security measures and rules for the end of the service.
In the separate model, this division of roles is more visible and therefore easier to control. The company knows exactly who hosts the data and who accesses it. Furthermore, it can set different permissions for its internal team and for the external provider, limiting each one’s access to what is strictly necessary. In this way, it complies with the data minimisation principle and reduces the impact of any security incidents.
Practical example: Changing provider without changing platform
Consider a company that hired the platform separately and an external provider to validate documents. After a year, the provider fails to meet the agreed deadlines. The company hires another provider, which starts working on the same platform, with the same criteria and the full history available. As a result, the change takes just a few weeks, with no data migration and no impact on contractors.
Checklist for choosing the model
- Internal resources available for validation.
- Expected document volume and workload peaks.
- Desired degree of control over criteria and data.
- Option to change provider without changing platform.
- Technology and service costs identified separately.
- Contract with exit rules and data ownership.
Frequently asked questions
Can I start with the integrated model and change later?
Yes, provided the contract allows it. For this reason, it is worth negotiating from the outset the option of keeping the platform and changing the service provider.
Who is responsible for personal data?
As a rule, the hiring company is the controller. Both the platform supplier and the service provider act as processors and must have GDPR-compliant contracts.
Is the separate model more expensive?
Not necessarily. Although there are two contracts, the company pays only for what it needs in each component and can negotiate separately. In many cases, the total cost is similar or lower.
Which type of company benefits most from the separate model?
In general, companies with several sites, many contractors and a well-structured safety or procurement team. These organisations value control over the criteria and the freedom to adjust services over time, without depending on a single supplier for everything.
Is it possible to have internal and external validation at the same time?
Yes. On the same platform, the internal team can handle some document types and an external provider others, with permissions and criteria defined by the company.
Conclusion: Digital document management platforms
Digital document management platforms can be hired with or without integrated services. Separation offers freedom of choice, greater control, cost transparency and no conflicts of interest, while the integrated model can be simpler for companies without internal resources.
In any case, the company must ensure that the data and criteria belong to it and that it can change provider in the future. In this way, it keeps control over a process that is essential to its safety and compliance. Finally, it is worth reviewing the model periodically, as workload, internal resources and legal requirements change.
Read also: Main features of a document management platform and how they benefit your business and Difficulties in implementing a document management platform.
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