The digital management of your documents lifecycle

Optimize your documents management and visibility

Find out the document management module’s new features by giving it a lifecycle.
Bring down your working habits, it has never been easier to sort out your essential documents.

Identify the lifecycle’s key moments

Easily find the documents you have to deal with

In companies, professional documents utility and visibility are constantly evolving, so they have their own lifecycle. Our product offers you a lot of different features to meet this need.

Flexible features

Set a lifecycle management rule for a wholeness of documents identified by a folder or a classification rule.
Select an activation date of the rule and a time-conservation of the document.
Choose people to notify when documents are expired.
Track expired documents and make it done by deleting definitively or hiding them.

Document management processes

Optimize your storage space’s volume by deleting your expired documents

Free some storage space by deleting your expired documents.
Optimize your searching time
Improve your accountability documents management (customer and supplier invoices) beyond the expiration date.
Make sure users don’t look at or share some expired content.

Improve your GDPR compliance

Meet the GDPR’s obligations to make sure about the automatic delete of your personal documents within the deadline given (respecting the resume’s 2-year conservation time, for example)

A question about the documents’ lifecycle?

Useful Resources

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What does the term “documents life cycle” refer to in a business context?

In the realm of business, the “documents life cycle” pertains to the various stages that a document undergoes from its creation to its eventual disposal. This cycle is particularly crucial as it encompasses the creation, use, storage, and final deletion of documents. Different types of business documents, such as those in Human Resources (like resumes and employee records), Legal (including contracts and agreements), and Financial (such as tax invoices and rental bills), each follow this life cycle. They are often governed by specific regulations mandating how long they must be retained before they can be securely disposed of.

How can setting a lifecycle management rule for documents streamline our document management processes?

By establishing a lifecycle management rule for your documents, you can significantly streamline your document management processes. This rule allows you to set specific activation dates and define the retention period for each document, ensuring that they are stored only as long as necessary. This approach not only optimizes your storage space but also enhances the efficiency of document retrieval. It simplifies managing a large volume of documents, particularly those categorized in folders or defined by classification rules, making your document management system more organized and less cluttered.

How does lifecycle management of documents aid in compliance and operational efficiency?

Lifecycle management of documents plays a crucial role in both compliance and operational efficiency. By choosing specific individuals to be notified when documents expire and tracking expired documents for deletion or concealment, you maintain better control and oversight. This method is particularly effective in preventing the viewing or sharing of outdated or irrelevant documents, thereby improving data security and privacy. Moreover, adhering to such lifecycle rules helps in meeting GDPR obligations, ensuring that personal documents are deleted within the required deadlines, like the 2-year conservation time for resumes. This not only aids in GDPR compliance but also frees up storage space and optimizes search times, thereby enhancing overall operational efficiency.

Explore Open Bee’s Features

Boost your documents signing with the electronic signature solution. Sign your documents online and in conformity to the European norms (eIDAS regulation).
Simplify and accelerate your documents’ approval and handling processes with the Open Bee’s workflow module.
Digitize and streamline your forms processes with our electronic form.
Integration API Web services: Integrate content management to your business applications
The Digital Workplace: modular and intuitive, Open Bee’s Digital Workplace concept allows you to consult, share, co-edit and validate all your work information.
Streamline your accounts payable processes with Open Bee: Automate every phase of vendor invoice processing; from reception of the original document to the creation of an accounting book entry.
Simplify day-to-day tasks to save time and money: Open Bee platform gives you tools to build custom applications to streamline your business processes with customized e-forms and automated workflows.