Development of a Cloud-Based Document Lifecycle Management System for Enterprise Data and Record Handling

The client faces difficulties in managing comprehensive record lifecycle processes with existing legacy systems, limiting efficiency and scalability in handling electronic and physical legal files across multiple jurisdictions. They require an integrated solution that supports secure, compliant, and scalable management of large document volumes throughout their lifecycle, from creation to retention and disposal.

A mid-to-large enterprise specializing in document and data management solutions, serving clients with extensive legal and regulatory compliance needs, aiming to streamline their full document lifecycle processing within a scalable environment.

• Implement a cloud-based platform capable of managing full lifecycle processes for electronic and physical legal records, ensuring compliance and security.
• Enhance system scalability to accommodate increasing data volumes and user demands, with a goal to support double the current data processing capacity within 12 months.
• Automate key document management workflows to improve operational efficiency by at least 30%.
• Integrate secure authentication and role-based access controls to ensure regulatory compliance and data privacy.
• Provide administrative tools for seamless recruitment, onboarding, and management of professional data management teams in offshore or distributed locations.

• Document Management Module: Enables secure storage, retrieval, and version control of electronic and physical records.
• Lifecycle Automation Engine: Automates processes across document creation, review, retention, and disposal phases.
• Compliance & Audit Trail: Tracks all actions with detailed logs to ensure regulatory adherence.
• Role-Based Access Control: Manages permissions for various user roles, ensuring data security and confidentiality.
• Workflow Integration: Supports seamless integration with existing enterprise systems and custom workflows.
• Administrative Dashboard: For HR and operational teams to manage user onboarding, legal compliance, and team support activities.
• Multi-location Support: Capable of managing documents across multiple offices or jurisdictions with synchronization capabilities.

• Existing enterprise authentication systems (e.g., LDAP, Active Directory)
• Legal and compliance management tools
• External document scanners and physical record digitization services
• APIs for integration with internal legacy systems

• System uptime of 99.9% with disaster recovery capabilities
• Ability to process and manage increasing data volumes, supporting scalability growth of at least 50% annually
• Data security adhering to industry standards (e.g., ISO/IEC 27001, GDPR)
• User response time within 2 seconds for critical workflows
• Role-based access with audits and detailed logging

The implementation of this document lifecycle management system aims to significantly enhance operational efficiency by automating workflows and reducing manual intervention, with a targeted 30% reduction in processing times. Scalability improvements are expected to support doubling data handling capacity within a year, while enhanced compliance and security controls mitigate regulatory risks, providing the client with a reliable platform to support future growth and regulatory requirements.