Developing a secure documentation workflow platform for a mid-sized European enterprise aiming to streamline document control and prepare for multiple ISO certifications.
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Document management platform for ISO certification
- RegionEurope
- Duration2024 - 2025
- Services
- Industry
Enabling ISO-certified workflows and audit trails
This project showcases how implementing a scalable document management platform helped a multinational company prepare for ISO certification. Before deployment, the client faced fragmented document handling, unclear role permissions, and no unified audit trail across departments such as logistics, environmental safety, and security.
With the new system in place, the organization achieved the following:
- Role-based access for document controllers, approvers, and viewers increased workflow accuracy by 75% and cut approval times from days to hours.
- Over 500 departmental folders and subfolders were created, ensuring structured storage and faster retrieval.
- Instant stakeholder notifications reduced missed approvals by 90% and boosted compliance responsiveness.
- The audit log now tracks and exports 100% of document actions, enabling seamless ISO audit preparation.
- Additionally, by eliminating per-user monthly licensing costs, the platform saves the client more than €30,000 annually, with savings expected to grow as the organization expands.
What were the project challenges?
The client, a multinational organization operating across multiple departments, needed a secure platform to manage approvals, records, and compliance documentation. Its existing fragmented tools struggled with complex hierarchies and sensitive data, making coordination and auditing difficult.
The main challenges were designing an intuitive UI/UX to handle intricate permission models, enabling users to belong to multiple departments, and implementing instant notifications for approvals and status changes. The system also had to comply with strict ISO requirements, maintain complete audit logs and version tracking, scale easily as new standards emerged, and allow external auditors fast, secure access to department-level documentation.
Client overview
Our client (name under NDA) is a mid-size logistics and environmental management firm operating across Central and Eastern Europe. It manages supply chains, warehousing, and environmental compliance for dozens of partners. Preparing for ISO 9001 and ISO 14001 certifications prompted the company to build a dedicated document management system to centralize documentation, improve collaboration, and provide full audit trails for compliance checks.
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We built an auditable, role-based document control platform
- Fine-grained permissions. Authorized users can create, edit, approve, or view documents and folders, with custom roles, including external auditors, easily added.
- Departmental flexibility. Employees can participate across multiple departments, supporting complex, real-world matrix structures.
- Document workflow. Automated notifications keep all stakeholders informed on approvals, rejections, and updates.
- Audit-ready logs. Every access, edit, download, and approval is tracked, with logs exportable and printable for audits.
- Compliance by design. Built-in ISO-standard support enables efficient, paperless certification processes.
- User experience. Editable folder trees, streamlined navigation, and responsive design accelerate onboarding and everyday use.
Adexin engineers delivered a secure, role-based platform designed to streamline document management and compliance processes. The system empowers operational staff and compliance teams with precise permissions, clear workflows, and full auditability to meet modern certification and reporting standards.
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