Document Tracking
A searchable archive where every scanned document is OCR'd, typed, routed, retained, and linked to the record it belongs to.
Upload a file and the system extracts its text by OCR, so a single search box looks inside every document, not just its title. Each one carries a status through its lifecycle, a retention schedule, a custodian, and links to the records, HR files, or purchases it relates to.
What you can do
Upload & OCR
Drop in a scan with a title and type; the system stores it, records its size and SHA-256, and extracts the searchable OCR text automatically.
Full-text search
One search box queries titles and the extracted OCR text, so you can find a document by a phrase buried inside it.
Type & retain
Assign a document type and a retention schedule — retention years and a disposition — and the system tracks when retention expires.
Route & assign
Route a document to a staffer with an event type (assign, forward, return) and a note; every routing event is logged on the detail page.
Link to other modules
Attach a document to an asset, permit, project, HR, payments, records, utility, or equipment record so it travels with that work.
Status & versions
Each document moves through received → scanned → indexed → routed → action → archived → retention-expired → disposed, with versions kept.
A typical workflow
- Upload the scan — staff add the file with a title, type, and optional retention schedule.
- It's indexed — OCR pulls the text out and the document becomes findable by full-text search; its status advances from received to indexed.
- Route it — send it to the right staffer with an event type and note; a custodian is recorded.
- Link it — attach it to the related record (a permit, HR file, purchase, and so on) so it's never orphaned.
- Retain & dispose — the retention schedule drives the expiry date; expired documents are flagged and ultimately disposed.
A closer look
Because the OCR text is stored and searchable, the archive behaves like a filing cabinet you can grep — a clause in a contract or a name on a form is findable even when the title gives nothing away. Retention schedules carry a disposition, so the lifecycle ends in a defensible, recorded disposal rather than a guess.
Staff:
/dashboard/documents, with tabs for the document list, document types, and retention schedules.Works with
Records for public-information requests · HR for personnel files · Purchasing for contracts & POs.