Document Management · Data Governance

Data Governance

Govern document lifecycles, retention, compliance, and long-term preservation with confidence

Arcsys ensures document governance across the organization — guaranteeing proper storage in line with legal requirements, from document creation through to destruction.

Lifecycle management

Retention policies

Compliance

Interoperability

Governance in practice

A transversal platform for controlled document governance

Arcsys enables structured processes to ensure optimal lifecycle management for every document flow — from creation through to destruction, in line with the Record Manager's rules and the company's requirements.

Structured lifecycleDocuments are governed consistently from first entry to end-of-life, without gaps or exceptions.

Rule-based managementRetention and compliance policies are applied automatically in line with organizational and legal expectations.

Transversal integrationArcsys operates across the organization as a shared governance layer, connecting departments, systems, and flows.

Complete auditabilityEvery operation is tracked, traceable, and verifiable — supporting both internal and external audits.

Lifecycle

Document Lifecycle Management

Arcsys structures processes to govern each document flow according to rules defined by the Record Manager and adapted to company requirements.

Create or ingest

Capture document flows entering the system with the right governance framework from the start.

Classify and index

Apply metadata, structure and searchable logic to support control and discoverability.

Retain and preserve

Manage storage, integrity, retention policies and legal obligations throughout the lifecycle.

Destroy or preserve long-term

Apply controlled end-of-life deletion or very-long-term preservation according to policy.

Classification

Classification and indexing of documents

Arcsys supports documents of any format or size, with multiple levels of indexing to improve control and searchability across the organization.

Personalised metadata

Unlimited metadata types label each document by activity and business context.

Relevant indexing

Machine learning identifies the most significant words and expressions in a document corpus.

Full-text indexing

Search exhaustively through the full content of documents when required.

Technical metadata

Size, format and fingerprints for management, control and preservation purposes.

Extended document processing

Connect external tools to control, classify, enrich, and analyze documents

Arcsys integrates entry points at different stages of the document lifecycle, enabling external modules to be called up for Automatic Document Reading (ADR), analysis, or Artificial Intelligence tools.

ADR integrationConnect document reading tools at the right stage of the lifecycle.

Document analysisEnhance classification and understanding with external analysis modules.

AI enrichmentControl, enrich and classify documents according to specific business needs.

Retention

Retention period

Arcsys allows organizations to define and manage an unlimited number of retention policies aligned with legal obligations and business rules.

Unlimited policy models

Define as many retention policies as needed to match organizational requirements.

Criteria-based retention

Configure start dates, durations, final fate and triggering events for each policy.

Compliance alignment

Guarantee retention in line with legal obligations and internal business rules.

Storage

Storage and availability

Arcsys addresses both user expectations for availability and operator requirements for resilience, continuity, migration and performance.

Storage and availability

Reliable storage, built for continuity

For end users, document storage must guarantee optimal availability and total data reliability. For operators, it must ensure backup, performance, and support for Business Continuity and Disaster Recovery Plans.

Robust and scalable infrastructureDesigned for continuous availability and risk-free long-term preservation.

Multi-site architectureContinuous availability even in component failure.

Integrity controlUnitary document verification for absolute reliability.

Automated migrationTraceability during media migration.

Hybrid storageBalance performance and cost across media.

End-of-life

Document destruction

Arcsys retention policies enable planned and controlled deletion at the end of the lifecycle, with validation options where required.

Controlled end-of-life

Plan deletion while preserving compliance and control

Arcsys retention policies allow for the planning and management of document deletion at end of cycle, with the possibility of integrating validation by a management authority before destruction.

Retention period completedThe document reaches the end of its defined retention cycle.

Validation if requiredA management authority reviews and validates the destruction decision.

Controlled destructionDeletion performed according to policy with full auditability.

Regulatory deadlines respectedRetention and destruction aligned with applicable standards and legal requirements.

Search and Quick Access

Fast access to the right document, on any device

Arcsys offers fully customisable interfaces combining high performance, intuitive navigation, and fast access to content — on PC, tablet and smartphone.

Metadata and full-text searchExplore archive trees and search via metadata or full text content.

Batch operationsBasket functions simplify export, download, selection and deletion at scale.

Integrated viewingDisplay, read or listen to content directly without downloading.

Responsive designOptimized access on PC, tablet and smartphone.

Compliance

Built to support legal, evidentiary, and organizational compliance

Arcsys offers advanced configuration capabilities enabling efficient implementation of rules tailored to sectoral or internal compliance requirements.

GDPR ISO 15489 ISO 14721 eIDAS V2 NF Z42-013

Regulatory supportGDPR, ISO 15489, ISO 14721, eIDAS V2 and NF Z42-013 supported.

Evidentiary valueDocuments retain their probative value throughout the full storage period.

Complete traceabilityAll activities tracked with consistent operational transparency.

Total auditabilityDemonstrates compliance to internal and external auditors.

Long-term preservationFormat validation and conversion ensure very-long-term sustainability.

Explore Records Management and Document Governance with Arcsys

Discover how Arcsys supports lifecycle management, compliance, retention, search, and sustainable document governance.

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