Custom document management system
Case files, contracts and records with version control, permissions and traceability. No more network folder where nobody knows which version is the right one.
- Supply agreement — Medical suppliesEXP-2026-0318 · v4Active03/12/2027
- General liability insurance policyPOL-118 · v2Expiring09/21/2026in 21 days
- Workplace safety certificateSH-2026-04 · v2Expired08/02/202610 days ago
- NDA — Logistics providerNDA-0442 · v3In approval—2 of 3 signatures
- Business license — Plant 2LIC-2026-07 · v1OCRActive01/14/2027
- Employee handbook — Compensation addendumHR-2026-11 · v7Active06/30/2027
Versions
- v408/14/2026M. Ruizcurrent
- v307/02/2026Legal
- v205/19/2026M. Ruiz
- v103/03/2026Admin
Access
- Legaledit
- Leadershipapprove
- Purchasingview
- Rest of the companyno access
Activity
- 08/14 09:12 · M. Ruiz uploaded v4
- 08/14 09:40 · Leadership approved
- 08/18 16:03 · Purchasing downloaded the PDF
2 documents expire in the next 30 days · alert sent to Legal
Interface illustration with sample data. We don't publish client screens for confidentiality reasons.
If any of these sound familiar, you're in the right place
Nobody knows which version is the latest
Contract_final_v3_REVISED_ok.docx. The wrong one gets signed and the problem surfaces months later.
Anyone can access everything
A shared folder doesn't distinguish between who should see a file and who shouldn't. And there's no record of who opened it.
Finding a document takes half an hour
If you don't remember the exact file name, it doesn't show up. Searching by what's inside isn't an option.
Deadlines slip by
Contracts that auto-renew, expired insurance policies, lapsed permits. It wasn't anyone's job to keep an eye on them.
What's included in document management
A repository with your structure
Organized the way your company works (by case, by client, by project), not however the default folder happens to be.
Real version control
You always know which version is current and can roll back to a previous one. No more suffixes in the file name.
Permissions by role and by document
Who can view, who can edit and who approves, defined and auditable.
Full-text search
Find documents by what they say, not just by file name. Scanned documents included.
Approval and signature workflows
The document is routed to whoever needs to approve it, with a record of every step.
Expiration alerts
The system warns you beforehand, not after it has already expired.
How it was solved in a real project
A collections platform for a law firm
The problemThe portfolio was tracked in spreadsheets everyone edited on their own. Nobody knew for sure where a file stood without asking around.
A system where every debtor has a record, a status and a history of every action taken. The whole team sees changes as they happen, with role-based permissions.
What the system is made of
Debtor portfolio · Statuses and stages · Activity log · Roles
What changes once it's up and running
- One current version of every document
- You know who accessed what, and when
- Finding a document stops being a task
- No expiration date goes unnoticed
Five stages, each with a concrete deliverable
Discovery
Sessions with the people who do the work today, not just the people who manage it. The output is a map of the real process and an estimate with a written scope.
Scope document and estimate
Prototype
The key screens, clickable, before the system is built. It's far cheaper to find out here that something was poorly thought out.
Approved prototype
Build
Releases every two weeks on the real system, not on a slide deck. You watch the product take shape and can course-correct.
Working releases
Launch
Migration of the data you already have, team training and hands-on support for the first few weeks. A system nobody uses is the same as not having one.
System in production
Support and evolution
Maintenance with committed response times and improvements as the business changes. Software that isn't maintained gets abandoned within a year.
Service agreement
Hiring a small team shouldn't be a risk
The system is yours
The repository, the database and the service accounts are in your company's name from day one. You're not renting access to something of ours.
No vendor lock-in
We hand over documented code and credentials. If you decide to continue with another team, you take it with you without asking permission or paying a ransom.
Confidentiality from the first meeting
We sign an NDA before you walk us through your operation. What we see of your business stays within our team.
Backed-up, traceable data
Role-based access, audit logs and automatic backups. You can see who viewed or changed what, which is what any serious review requires.
Darío Infurna
CEO & Founder at Arara
He sold his first company, IN2BONE, in Miami in 2021 and has led Arara Expert ever since, helping businesses across Latin America and the United States turn traffic into clients.
What almost nobody doesView LinkedIn profileIn 2025 he built a law firm in Colombia from scratch — a different industry, a different country, fully remote — and grew it with the same system he sells to his clients.
+8
lawyers
600
cases handled
550
active clients
Yes. Text recognition (OCR) is applied on upload, so they can be searched by content even if they came in as images.
Yes, and it's part of the work. Migration is usually the moment to clean up what was misfiled, so it's worth planning for in the scope.
It depends on the type of signature and the jurisdiction. The system records who approved and when, which works for internal control. If you need legally binding e-signatures, we integrate a certified provider for the relevant country.
Wherever you decide, and under the jurisdiction you need. We settle it during discovery because it depends on your business and the regulations that apply to you.
Tell us which process is costing you money
We'll take a look and tell you whether custom development makes sense or something that already exists will do the job. Free of charge.