Automated Document Retention
DocRetain automates document retention compliance across your firm. From custom policy creation to audit-ready reports, manage the full lifecycle of your digital records effortlessly.
Visual retention policy builder
Smart rule engine for multi-criteria Place
Fuintegration with iManage, NetDocuments
Document lifecycle visualization & alerts
Role-based access and audit logs
GDPR-aligned compliance workflows
eSignature (Digital Certificate)
Streamline your document signing process with secure, auditable, and regulation-compliant digital certificates. Our built-in eSignature module is fully eIDAS-compliant, supports bulk sending, and is integrated directly with your DMS and retention policies.
Drag-and-drop signature field editor
Multi-recipient (sequential & parallel)
Multiple signature methods (draw, type)
Secure identity verification options
Tamper-proof audit trails
Real-time progress tracking
Retention tagging on signature completion
Product Overview
DocRetain - JIRA for Compliance Officers
1.
AI-Assisted Classification
- 85-95% AI pre-classification
- Human-in-the-loop verification
- 100% classification accuracy
- 80% time reduction vs. manual
2.
Action Center
- Kanban workflow
- Task prioritization
- Team collaboration
- JIRA for Compliance Officers
3.
3. Policy Library
- 20+ pre-configured policies
- Jurisdiction-specific rules
- Custom policy creation
4.
Approval Workflows
- Complete activity logging
- AI + human decision capture
- e-Discovery ready
5.
Audit Trails
- Digital signatures
- Multi-level approvals
- Email notifications
6.
Enterprise Architecture
- Dedicated tenant infrastructure
- Metadata-only processing
- Multi-platform integration
Law Firms (Large & Boutique)
Industry Challenges
- Managing retention across multiple DMS platforms and office locations
- Rising compliance obligations under GDPR, SRA, and eIDAS
- Costly storage of outdated or duplicate files
- Disparate eSignature workflows and risk of unauditable documents
How DocRetain Helps
- Seamless integration with iManage, NetDocuments, and Outlook
- Centralised policy enforcement with practice-area-specific rules
- E-signature module with retention-aware auto-tagging
- Full audit trails, alerts, and compliance dashboards
Outcomes
- Lower risk during client audits or SRA inspections
- Reduction in document storage costs
- Time savings through automated lifecycle management
Financial Services & Regulatory Institutions
Industry Challenges
- Regulatory pressure from MiFID II, GDPR, eIDAS, and local banking regulations
- Retention of contracts, customer communications, and trade documents
- Strict internal governance and audit-readiness requirements
- Siloed records across systems, departments, and subsidiaries
How DocRetain Helps
- Retention policy builder for different document classes (e.g., client KYC, trade reports)
- eIDAS-compliant digital certificate signing for external counterparties
- Secure document access controls and tamper-proof audit logs
- Region-specific data storage and encryption options
Outcomes
- Increased audit-readiness with defensible digital trails
- Harmonised policy enforcement across subsidiaries
- Reduced regulatory fines and compliance risk exposure
Healthcare & Life Sciences (In-House Legal Teams)
Industry Challenges
- Storing sensitive clinical, contractual, and compliance documents
- Navigating multiple regulatory bodies (EMA, GDPR, MHRA, etc.)
- Managing document signatures with external research partners
- Aligning retention policies with research timelines and trial phases
How DocRetain Helps
- Metadata-driven retention rules (e.g., by trial, study ID, or subject type)
- Secure e-signature capture for contracts and ethics approvals
- Full audit and version history for traceability
- Integration with SharePoint or internal legal repositories
Outcomes
- Consistent policy application across legal and research divisions
- Shorter contract execution cycles
- Improved defensibility in case of regulatory inquiries
Public Sector & Government Legal Teams
Industry Challenges
- Strict record-keeping and transparency obligations
- Large volumes of administrative and procurement documents
- Manual retention tracking and fragmented digital archives
- Need for legally binding digital signatures for internal/external use
How DocRetain Helps
- Automated enforcement of public-sector-specific retention schedules
- Self-service e-signature workflows for procurement and contracts
- Secure archiving and version control with public sector-grade encryption
- SSO and role-based access for user groups and departments
Outcomes
- Improved compliance with FOI, data protection, and transparency laws
- Faster approvals and contract turnaround
- Simplified reporting to regulatory bodies or oversight committees
In-House Legal Departments (Corporate / Enterprise)
Industry Challenges
- Supporting multiple departments while ensuring central compliance
- Lack of visibility into retention timelines for legal-critical documents
- Managing thousands of internal NDAs, MSAs, and HR documents
- Siloed document workflows across tools and regions
How DocRetain Helps
- Harmonised retention rules across departments and document types
- Role-based permissions for legal, HR, finance, and external counsel
- Bulk e-signature workflows and template libraries
- Integration with corporate DMS or SharePoint environments
Outcomes
- Greater internal compliance control and transparency
- Time and cost savings from e-signature standardisation
- Reduced legal exposure from expired or unmanaged documents
Seamless Implementation
