Document management platforms
AI document management platforms: Choosing well and making them work
Good document management platforms apply your organisation’s rules to every document: who submits it, who validates it and how long it remains valid. AISP implements, administers and runs these platforms so that they work day to day.
Illustration. We define the criteria with each client.
The problem
Costly mistakes with document management platforms
A platform rarely fails for lack of features. It fails when the organisation chooses and configures it without looking at the real process.
Buying features, not processes
The choice happens in a sales demo. Meanwhile, the problem that prompted the project remains unsolved.
Changes that require programming
A new requirement or a new site has to wait for development. Operations go back to spreadsheets.
Data migrated without criteria
Old documents move to the new system exactly as they are. The disorganisation simply changes place.
Nobody looking after the platform
The project leaves out support, adoption and multilingual needs. As a result, usage drops as soon as the first questions arise.
The AISP solution
We do not just implement platforms. We make sure they work.
The process comes first and the technology second. After go-live, we continue to administer the platform and, if needed, to run it.
How it works
From choosing the platform to daily operation
Six stages we apply to every project. The AISP Methodology sets them out in 8 phases.
Define the problem
Contractors, expiry dates, audits or internal records. Together, we identify what the platform must solve first.
Real requirements
Document types, entities, rules by activity and external users. Everything structured before configuration.
Proof with real cases
We show you the platform configured for a process in your organisation, with real documents and difficult cases.
Implementation and configuration
Our team configures requirements, profiles, workflows, alerts and integrations, and migrates only useful information.
Training and go-live
Remote, multilingual training, free for all users. We also follow the move into production closely.
Administration and operation
Our team manages users and settings. If you need it, we also validate documents day to day.
What is included
Implement, administer and operate: The role of AISP
You can contract implementation only, or also hand over day-to-day management to us. Either way, you choose the level of support you need.
The AISP methodology turns them into results.
Implementation
Assessment, functional design and configuration following the AISP Methodology.
AI in validation
AI-assisted document reading and classification, with final validation by the responsible team.
Integrations
Connection to ERP, HR, access control and BI through APIs.
Administration
Users, requirements and workflows. You subscribe only to the hours you need per day.
Document operations
Day-to-day document validation and approval of companies and workers.
Free training
Remote and multilingual, for all users of the platforms we implement.
Data protection
Choosing a platform also means choosing where your data lives
The data stays in the data centres where the technology partners run the platforms. AISP does not host documentation on its systems: it only accesses what each task requires, on the terms agreed with each client and under GDPR.
- ✓Security and GDPR criteria assessed when choosing the platform
- ✓Role-based access profiles, configured and tested before go-live
- ✓AISP does not host documentation on its systems
- ✓Administration from Portugal, at the AISP centre in Ílhavo
Related services
A service connected to the whole operation
The right platform is the start. These services make sure it keeps working.
HSE platform implementation
From assessment to continuous improvement, with the AISP Methodology.
Administration and specialist support
Users, requirements and workflows managed from Portugal.
Document management and HSE services
Day-to-day document validation and approval of companies and workers.
Frequently asked questions
Questions about document management platforms
Can’t find the answer? Talk to us and we will show you the process applied to your operation.
What is a document management platform?
It is software that centralises documents and applies the organisation's rules: which documents each party must provide, with what validity and with what approval. In this way, it replaces folders and spreadsheets with a traceable process.
What should I assess before choosing?
No-code configuration, tests with real documents, contractor experience, integrations, security and GDPR. Also ask who configures it, who trains the teams and who provides support after go-live.
Does AI replace human validation?
It should not. AI reads and classifies documents and suggests whether they comply; however, the final decision rests with the person responsible, with a record of what they validated.
Does the platform integrate with ERP and HR systems?
Yes, as long as it provides APIs. The information can also reach access control: the platforms we implement already send the approval status to entry barriers.
Which platforms does AISP implement?
Configurable digital document management and HSE platforms with AI. AISP's most recent technology partnership is with Glartek.
How much does a document management platform cost?
It depends on the scope, the number of entities and users, the integrations and the services included. For administration, you subscribe only to the hours you need per day.
Are you choosing or changing your document management platform?
Show us a critical process and the real documents from your operation. We will show you the platform configured for that case and what AISP does after go-live.